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ID card, email signature & business card

Three pages under Me in the portal sidebar hold the branded pieces your company makes for you:

PageRouteWhat it's for
My ID Card/portal/brand-studio/id-cardYour company ID card, its status and its expiry, and replacement requests
My Email Signature/portal/brand-studio/signatureYour company email signature, ready to paste into your mail app
My Business Card/portal/brand-studio/business-cardA preview of your business card, and orders for a batch

These pages appear only if your company uses them. If you don't see them, your company doesn't offer them, or your role doesn't include them: ask HR.

My ID card​

My ID Card shows your card as HR issued it, front and back. The QR code on the back lets anyone check that the card is still valid: scanning it opens a page that says whether it is.

If HR hasn't issued you a card yet, the page says No ID card yet. When they do, it shows here with its expiry date.

Next to the card, Card details lists:

  • the card's state: Active, Expired, Replaced or Revoked;
  • Card number, Issued and Valid until (or Does not expire);
  • Printing: Waiting to be printed, or the day it was printed. You get an email when your card is printed and ready to collect from HR;
  • Handed back, once HR has recorded that you returned it.

A notice tells you when something needs doing:

  • An expired card no longer verifies as valid: ask HR for a new one.
  • In its last 30 days, the page tells you the day the card expires.
  • A replaced or revoked (cancelled) card no longer verifies as valid. If you still have it, hand it back to HR.
  • When your name, designation, department or photo has changed since the card was issued, the page lists what changed. Request a replacement so the card matches.

Request a replacement​

Once you have a card, you can ask HR for a new one:

  1. Click Request a replacement.
  2. Pick a Reason:
    • Lost: your card is missing. It stops verifying as soon as the new one is issued.
    • Damaged: the card is broken, worn or hard to read.
    • My details changed: your name, designation, department or photo is different now. If HR's records still show the old details, say what changed in the note.
    • Something else: tell HR what you need in the note.
  3. Add a Note for HR if you like, and click Send request.

As soon as HR issues the new card, your current card stops verifying as valid. While your request waits, the page shows it with Withdraw request. You can have one replacement request waiting at a time.

My email signature​

My Email Signature shows your company email signature, built from your company's branding and your details.

  • Copy signature copies it with its formatting, ready to paste into your mail app's signature settings.
  • Copy as plain text copies the text only.
  • Download .htm saves it as a file. If your browser won't copy the formatted signature, open the file in your browser, select everything and copy it from there.
Copy it again after a change

Your mail app keeps its own copy of the signature, and it won't change by itself. If your name, title or phone number changes, or your company updates its branding, come back to this page, copy the signature again and paste it over the old one.

Set it up in your mail app​

Copy the signature first, then follow the steps for your mail app. Send yourself a test email afterwards to check how it looks.

Gmail

  1. On a computer, open Gmail, select Settings (the gear icon), then See all settings.
  2. On the General tab, scroll to Signature and select Create new. Give it a name.
  3. Click in the signature box and paste (Ctrl+V, or ⌘V on a Mac).
  4. Under Signature defaults, choose it for new emails and for replies and forwards.
  5. Scroll to the bottom and select Save Changes.

Outlook on the web

  1. Open Outlook on the web and select Settings (the gear icon).
  2. Go to Account, then Signatures.
  3. Select New signature, give it a name, and paste into the box.
  4. Choose it for new messages and for replies and forwards, then select Save.

New Outlook (Windows, Mac)

  1. Windows: select Settings (the gear icon), then Accounts, then Signatures.
  2. Mac: on the Outlook menu, choose Settings, then Signatures.
  3. Add a new signature, give it a name, and paste into the editor.
  4. Make it the default for new messages and for replies and forwards, then save.

In classic Outlook for Windows: File › Options › Mail › Signatures, then paste the same way.

Apple Mail

  1. In Mail on your Mac, choose Mail › Settings (Preferences on older macOS), then Signatures.
  2. Select your account in the list of accounts, then the + button, and name the signature.
  3. Untick Always match my default message font so the formatting is kept.
  4. Delete the sample text in the signature box and paste.
  5. Pick the signature in the Choose Signature menu, then close the window. Mail saves it as you go.

iPhone Mail

  1. Open My Email Signature on your iPhone and tap Copy signature there.
  2. Open Settings › Apps › Mail › Signature (on iOS 17 and earlier: Settings › Mail › Signature).
  3. Choose All Accounts or Per Account, delete the text that's there, then touch and hold and tap Paste.
  4. Go back to save it.

iPhone Mail may simplify the layout or leave out images.

My business card​

My Business Card previews your business card, front and back, printed with your details as HR has them today. If something is wrong, ask HR to correct your profile before you order.

To order a batch:

  1. Under Order business cards, pick How many: 50, 100, 250 or 500.
  2. Add a Note for HR if you like, for example a title or phone number to check.
  3. Click Request, which names the number you picked (for example Request 100 cards). HR takes care of the printing.

The page then shows your request with Withdraw request while it waits. Once HR places the order, Earlier requests shows Order placed for 100 cards, waiting to be printed, then the day they were printed. You get an email when your cards are ready to collect from HR.

Your requests​

While a request waits, the page shows it as Requested on the date, with HR has your request. You'll see the outcome here. and Withdraw request. Once HR decides, or you withdraw it, it moves to Earlier requests with its status:

StatusMeaning
DoneHR issued the card or placed the order
DeclinedHR turned it down; their note shows under the request, and you get it by email
Cancelled by HRHR placed the order for your business cards, then cancelled it before printing; their reason shows under the request
WithdrawnYou withdrew it

After a declined or cancelled request you can send a new one.