How Custom Gift Card and Key Tag Printing Works
Ordering gift cards or key tags is not just about printing plastic. For cards to work correctly, they must be formatted, numbered, and produced to match how your POS system processes transactions.
This page explains exactly how Scan-Cards handles each order, from your initial request to final delivery, with a focus on compatibility, accuracy, and reliability.
Step 1: Request A Quote
The process begins when you submit a quote request. This initial step gives us the information needed to verify compatibility and provide accurate pricing for your specific requirements.
You Will Be Asked for Basic Details Such As
- Whether you need gift cards or key tags: Different products serve different purposes. Gift cards typically store monetary value, while key tags link to membership or loyalty records. Understanding which you need helps us guide the verification process.
- The POS system you use: Knowing your POS platform (Square, Clover, Toast, etc.) allows us to identify the specific requirements your cards must meet. Each system has unique formatting rules.
- Approximate quantity: The number of cards you need affects pricing and production timeline. We work with orders of all sizes, from small batches to large-volume runs.
- Any known barcode or magnetic stripe requirements: If you already know specific technical requirements (barcode type, number format, etc.), sharing that information helps streamline verification. If you do not know these details, that is completely normal.
If You Are Unsure About Technical Details
Most businesses ordering gift cards or key tags for the first time do not know all the technical specifications their POS system requires. This is completely normal and expected.
Provide what you know, and a specialist will follow up if clarification is needed. Part of our verification process involves identifying the correct specifications based on your POS system, so you do not need to research everything yourself.
Quote requests are typically reviewed within minutes during business hours. You will receive a response with either a quote or follow-up questions if additional information is needed to verify compatibility.
The quote request process is designed to be straightforward. We ask only for information that affects compatibility verification, pricing, or production. There are no lengthy forms or unnecessary questions.
Request a quote nowStep 2: POS Compatibility Review
Before anything is printed, a real specialist reviews your order. This verification step is what sets Scan-Cards apart from generic card printing services that print exactly what you order without checking if it will work.
This Review Includes
Identifying your POS system
We confirm which POS platform and version you use. Different versions of the same system sometimes have different card requirements, so we verify the exact configuration you are working with.
Confirming whether barcodes or magnetic stripes are required
Some POS systems support only barcodes, others only magnetic stripes, and some support both. We verify which format your system uses to ensure cards are produced correctly the first time.
Verifying number structure and length
POS systems often require card numbers to follow specific patterns, including required prefixes, exact number lengths, or check digits. We verify that the numbering structure matches what your system expects.
Reviewing scanner or reader compatibility
If your system uses barcode scanners, we confirm the barcode type will scan reliably with your hardware. For magnetic stripe systems, we verify the encoding format matches your card reader specifications.
Ensuring the format matches how your system processes cards
Beyond basic compatibility, we consider how cards will be used in your workflow. This includes whether cards will be activated at time of sale, preloaded with value, or linked to customer accounts.
Why This Step Matters
Many gift card and key tag failures occur because cards were printed in the wrong format or with incorrect specifications. By reviewing compatibility before production, we catch these issues when they can be corrected easily.
This step helps reduce checkout issues caused by incorrect formatting. Problems identified during verification can be resolved before any money is spent on printing unusable cards.
If something looks incorrect or unclear during the review, we reach out with specific questions. This might include asking about your POS version, scanner model, or how you plan to activate and use the cards.
The compatibility review typically happens quickly, often within the same business day. For straightforward setups with common POS systems, verification can be completed in minutes. More complex configurations may require additional clarification.
Learn more about the verification processStep 3: Proof and Approval
Once compatibility is confirmed, a proof is prepared. The proof shows exactly how your cards will look and function, giving you the opportunity to review everything before production begins.
The Proof Shows
- Card layout: The overall design including your logo, colors, and any text or graphics on the front and back of the cards. This lets you confirm the visual appearance matches your brand presentation.
- Barcode or magnetic stripe placement: The exact location of functional elements on the card. Proper placement ensures cards will scan or swipe reliably in your card readers and fit with your workflow.
- Number formatting: How card numbers will appear on the cards, including font, size, and position. You can verify that numbers will be clearly legible for manual entry if needed.
- Design elements: Any additional design features such as background patterns, text fields, signature panels, or special finishes. This confirms all requested elements are included correctly.
You review the proof before production begins. Take the time you need to verify everything is correct. Check that your logo appears properly, colors match your expectations, and all text is spelled correctly.
If Changes Are Needed
Revisions are made until everything is correct. Common revision requests include adjusting colors, repositioning logos, modifying text size, or updating information that changed after the initial order.
We do not proceed to production until you explicitly approve the proof. This ensures you receive exactly what you expect and prevents surprises when cards arrive.
The proof approval process protects both parties. You get confirmation that cards will meet your expectations, and we have clear direction for production. Once approved, the proof becomes the reference for quality control during printing.
Most proofs are approved without revisions when the initial order information was complete and accurate. If revisions are needed, we typically provide updated proofs within one business day.
Step 4: Printing and Quality Control
After proof approval, your cards move into production. This is where verified specifications and approved designs become physical cards ready for use in your business.
Production Process
Card printing
Cards are printed using professional equipment designed for durable, high-quality results. We use card stock that meets industry standards for thickness and durability, ensuring cards hold up to regular use.
Barcode or magnetic stripe application
For barcode cards, barcodes are printed at the specifications verified during the compatibility review. For magnetic stripe cards, stripes are applied and encoded with the correct data format for your POS system.
Number printing
Card numbers are printed clearly and sequentially according to the numbering structure specified for your order. If you requested specific number ranges, we verify the correct numbers are used.
Finishing
Any finishing processes such as signature panels, scratch-off areas, or special coatings are applied. For key tags, holes are punched and reinforced for keychain attachment.
Each Order Goes Through Quality Checks to Confirm
Print clarity and durability
We inspect printed elements to ensure they are sharp, legible, and properly aligned. Colors are checked for consistency with the approved proof. Cards are examined for any printing defects or quality issues.
Barcode scannability
For barcode cards and key tags, we test scan samples from each production batch. This verifies barcodes are printed at the correct density and contrast for reliable scanning. Failed scans trigger investigation and correction before shipping.
Magnetic stripe encoding accuracy
For magnetic stripe cards, we read sample cards to verify correct data encoding. We confirm that card numbers are encoded on the correct track with proper formatting. This prevents swipe failures at your register.
Consistency across the batch
We verify that quality is consistent throughout your entire order, not just in initial samples. This includes checking that sequential numbering is correct and complete across all cards.
Quality control is not a final inspection performed after production is complete. Checks occur throughout the production process to catch and correct any issues as early as possible. This approach maintains consistent quality across all orders.
If any quality issues are identified during production, the affected cards are reprinted. We do not ship orders that fail quality checks, even if it means delaying delivery to reprint correctly.
Learn more about quality controlStep 5: Packaging and Delivery
Once production is complete and quality checks pass, your order is packaged securely and shipped. Proper packaging protects cards during transit and ensures they arrive in the same condition they left production.
Packaging Standards
Protection from damage
Cards are packaged in boxes or protective sleeves that prevent bending, scratching, or moisture damage. Gift cards are often shrink-wrapped in stacks to prevent shifting. Key tags are packaged to protect punch holes from tearing.
Clear labeling
Packages are labeled with order information and contents. If your order includes multiple card designs or number ranges, we package and label them separately for easy identification and inventory management.
Secure shipping
We use shipping carriers that provide tracking and delivery confirmation. You receive tracking information as soon as your order ships, allowing you to monitor delivery progress and plan for arrival.
When your cards arrive, they should be ready to load into your POS system and use according to your setup. For most POS systems, this involves entering the card number range into your gift card or membership module so the system recognizes the cards.
Getting Started with Your Cards
Most businesses can begin using cards immediately after loading them into their POS system. The specific process depends on your POS platform, but generally involves:
- Logging into your POS system admin panel or back office
- Navigating to the gift card or membership settings
- Entering the card number range to register the cards
- Testing a card to confirm scanning or swiping works correctly
If questions arise during setup, support is available. We can provide guidance on loading cards into your specific POS system or troubleshoot if cards do not scan or swipe as expected.
While the compatibility verification process is designed to prevent issues, we understand that problems can occasionally occur during implementation. If cards do not work as expected, we work with you to identify and resolve the issue.
Contact supportWhy Compatibility Review Matters
Many gift card and key tag issues only become apparent at checkout. A customer tries to use a gift card and it does not scan. An employee swipes a membership key tag and the POS system does not recognize it. These problems create frustration and operational delays.
Common Problems Without Compatibility Review
Incorrect barcode formats
Cards are printed with Code 128 barcodes, but the POS system requires Code 39. The scanner cannot read the cards because the barcode type is wrong. The entire order must be reprinted with the correct format.
Incompatible magnetic stripe encoding
Cards are encoded with data on Track 2, but the POS system reads Track 1. When cards are swiped, nothing happens because the reader is looking at the wrong track. Cards cannot be used until they are re-encoded or reprinted.
Scanner or reader limitations
The barcode scanner being used has limitations that prevent it from reading certain barcode types or densities. Cards print fine and barcodes look correct, but the specific scanner cannot capture them reliably.
POS configuration mismatches
The card format is technically correct, but does not align with how the POS system is configured. For example, cards have 16-digit numbers but the system expects 13-digit numbers. The system rejects cards even though the format itself is valid.
Reviewing compatibility before printing helps catch these issues early. Problems identified during verification can be corrected with a simple specification change. The same problems discovered after printing require reprinting the entire order.
This proactive approach saves time and money. More importantly, it prevents the operational disruptions that occur when gift cards or key tags fail in front of customers.
Gift Cards vs Key Tags
While the process for ordering gift cards and key tags is similar, these products serve different purposes and may require different formatting depending on your POS system.
Gift Cards
Gift cards typically store monetary value. When a customer purchases a gift card, the card is activated and loaded with a dollar amount. When the card is redeemed, value is deducted from the balance.
Used for storing and tracking monetary value
Activated at point of sale or preloaded
Balance decreases with each use
Common in retail, restaurants, salons, and service businesses
Key Tags
Key tags often link to customer, membership, or loyalty records. When scanned or swiped, the tag identifies the customer and pulls up their account, membership status, or loyalty points balance.
Used for customer identification and account lookup
Linked to membership or loyalty programs
Durable construction for long-term keychain use
Common in gyms, health clinics, membership facilities
Different Formatting Requirements
Even within the same POS system, gift cards and key tags may require different formatting. Some systems use different numbering structures for value cards versus membership cards. Others may require different barcode types or magnetic stripe tracks.
During compatibility review, we verify the correct format for your specific use case. If you use both gift cards and key tags, we confirm the requirements for each product separately to ensure both work correctly.
What Makes This Process Different
Generic card printing services print exactly what you order without considering whether it will work with your POS system. If you order the wrong specifications, you receive unusable cards.
Verification Before Production
Scan-Cards reviews compatibility before printing begins. This catches formatting errors and specification mismatches when they can be corrected easily, preventing wasted time and money on cards that will not work.
POS System Expertise
Our team understands how different POS systems handle gift cards and key tags. This knowledge informs verification decisions and helps us identify potential issues that might not be obvious from specifications alone.
Clear Communication Throughout
You know what is happening at each stage. From initial quote through delivery, you receive updates and have direct access to specialists who can answer questions or address concerns.
Focus on Functionality
While cards are designed to look professional, the primary focus is ensuring they work correctly with your POS system. Appearance matters, but cards that fail at checkout are worthless regardless of how good they look.
Get Started with Confidence
If you are ready to order gift cards or key tags, we can review your setup before anything is printed.
Response in minutes. No obligation.