ID cards: from request to collection

6 min Registrar’s Office and Examinations staff

Follow each ID card through its stages: Requested, Approved, Printed and Collected.

What you will learn

Use the four stage boxes to find cards
Approve a paid request
Mark a card printed and then collected
Decline or revoke a card

A registered professional requests a card from their portal. They need a passport photo and a current PIN. The card follows the PIN: it is valid until the PIN expires. An indexed student can request a student index card in the same way; they need a passport photo but no PIN.

demo.ahpcghana.com/staff/id-cards

The four stage boxes across the top, with the count in each.

Step by step

In the left menu, choose ID Cards.
Click a stage box at the top:
- Requested: check the fee and PIN.
- Approved: ready to print.
- Printed: waiting for collection.
- Collected: in the holder’s hands.
Click a card to open it.
For a request, press Approve. The card gets its number and its expiry date.
Print the card, then press Mark printed. The holder is told by SMS and email that it is ready to collect.
When the holder collects it, press Mark collected.
To refuse a request, press Decline and give a reason. The request and any unpaid fee are cancelled.
To withdraw a card that is approved, printed or collected, press Revoke and give a reason.

Card colours

Every card has the same layout, with a colour for each category so it can be told apart at a glance. The category is printed in the header and on a ribbon across the photo:

Permanent: green, PROFESSIONAL LICENSE.
Provisional: blue, PROVISIONAL LICENSE.
Temporary: wine red, TEMPORARY LICENSE.
Indexed student: purple, STUDENT INDEX CARD.
Suspended: grey, with a SUSPENDED ribbon.

The colour follows the holder’s status at the moment you open Card PDF, so a card printed after a suspension comes out grey.

What you will see

The smaller buttons All, Expired, Revoked, Replaced and Declined show cards in those states.
A yellow note The card fee isn’t paid yet, so the card can’t be approved.
Anyone who scans a revoked card is told it is no longer valid.

Check yourself

Pick an answer for each question, then press Check my answers. Nothing is saved or sent.