Approval-Based Digital Business Cards: A Smarter Workflow for HR Teams

HR teams often need to issue digital business cards to specific groups of employees. Sales teams need them. Recruiters need them. Leadership needs them. But many other employees do not.

The challenge is straightforward: how do you create digital business cards for selected employees without manually designing each one or allowing unauthorized versions to be created?

QRCodeChimp already supported individual and bulk digital business card creation. But many organizations wanted a more controlled process where employees submit their details through a form, and HR approves the request before a card is generated.

That is exactly what the new approval-based digital business card workflow delivers. Here is how this update works and how it helps HR teams create cards at scale with greater control and efficiency.

The Challenge: Employees Need Cards, HR Needs Oversight

Let’s look at some issues HR teams may face while creating employee digital business cards at scale. 

No streamlined request-and-approval process for digital cards

Many organizations want digital business cards only for selected employees. But without a proper request system, HR ends up creating cards manually or managing scattered spreadsheets. HR teams need a simple way for employees to submit their details and a structured process to approve requests before a card is created.

Inconsistency in fields, design, and branding

If employees create their own digital business cards independently, they may use different layouts, colors, or structures. The result is conflicting brand versions, creating a confusing experience for clients, partners, and anyone interacting with your team.

Keeping a track of all digital cards

As the organization grows, tracking every employee’s card becomes harder. Manual monitoring is prone to missed errors, duplicate cards, and outdated information that can reflect poorly on the company.

Only if there were a streamlined process for approving creation requests, right?

Keep reading, because that’s exactly what this update allows you to do. 🤩

The Solution: QRCodeChimp’s Approval-Based Digital Business Card Workflow

QRCodeChimp lets you create approval-based workflows for digital business cards. 

You start by creating a bulk batch that serves as the master template, then generate a form from it. Employees submit their details through this form, and you choose whether their cards are created instantly or only after HR approval. 

This gives employees a simple way to request cards while keeping full control in HR’s hands.

Let’s look at the key highlights of this new feature:

• Employees submit their details through a structured form.
• HR can approve or reject requests before a card is created.
• Keep the fields consistent for all the cards.
• Every created card stays organized inside a bulk QR code. 
• The entire system scales easily, even for large teams.

How does it benefit HRs and reduce their overhead?

This workflow significantly reduces manual effort for HR while keeping the entire process structured and controlled. Instead of tracking who needs a digital business card and creating each one manually, employees submit their own details through a simple form whenever they need a card.

HR no longer has to maintain lists, follow up over emails, or manage scattered requests. If approvals are enabled, HR simply reviews the submission and approves it. Once approved, the digital business card is created automatically using the predefined template and shared with the employee.

This approach keeps all cards consistent and compliant while allowing employees to generate cards on demand. HR maintains full oversight without micromanagement, making the system easy to scale even as teams grow or roles change frequently.

By shifting card creation to employees and limiting HR’s role to simple approvals, this workflow significantly reduces HR workload and ongoing administrative overhead.

Step-by-step: How to set up approval-based workflows for creating digital business cards

Setting up an approval-based workflow for creating digital business cards is easier than you think. Just follow these simple steps to get started.

Step 1: Create the structure for your digital business cards

In this step, you’ll create a digital business card structure that will be followed for all the digital cards your employees create. Think of it as a master template. 

1.1 Go to the Digital Business Card solution and enable bulk upload. 

1.2 Create the structure of your digital business card by choosing the fields and design elements. 

1.3 Save the bulk QR code batch. 

Step 2: Create a form with digital business card fields

After saving your bulk, go to the Form QR code solution and follow these steps. 

2.1 Pick the page code (URL) and design for your form.

2.2 Add the form fields. Make sure these fields match the ones you added to your digital business card structure. 

2.3 Enable the “Enable landing page creation on form submission” option. 

2.4 Set the landing page type to Digital Business Cards, select the bulk that you recently saved in the previous step. 

2.5 Click “Open field mapping window” and map your form fields to the fields of your digital business card. 

2.6 Choose whether you want the digital business cards to be created immediately after form submission or after manual approval from your side. 

2.7 Save the Form QR code and share the URL with your employees. 

Step 3: Approve digital business cards creation

3.1 In the “Choose when the landing page should be created” section, select “After manual approval of submitted form responses.”

3.2 Go to the “Form Responses” section in your dashboard to review the form submissions and Approve/Reject them. 

3.3 To get email notifications when someone submits a form, enable the “Send email notification for approval request” option and add the email ID on which you want to receive the emails. 

Once you approve the request, the digital business card is sent to the respective card owner via email. The record for each newly created card gets added to the bulk record sheet, allowing you to manage everything in one place.

With this workflow, HR does not need to proactively manage card creation. Employees request digital business cards only when needed, and HR simply approves them. This eliminates manual tracking and reduces ongoing administrative work.

Benefits of approval-based digital business cards for HR managers

An approval-based workflow gives HR teams the structure they need while still keeping the process easy for employees. Here are the key advantages.

✅ Card creation based on request and approval (with minimal HR effort)

Employees can submit their details through a simple form, and HR can approve each request before a digital business card is generated. This ensures only the right employees receive cards without manual tracking or scattered information.

HR no longer needs to track who needs a card or manually create one. Employees initiate requests, and HR simply approves them, reducing day-to-day workload.

🎨 Maintain consistency in design, structure, and card fields

Every card follows the same layout and brand style. HR sets the template once, and every employee card stays aligned with company standards.

⚠️ Oversee card creation and reduce the risk of misuse

HR reviews each submission before a card is created, preventing unauthorized or incorrect information from being published.

💻 Manage all created digital business cards in one place

All cards stay connected to the same bulk batch. HR can view, filter, and manage them from a single spreadsheet without sorting through scattered emails or files.

💼 Enable faster onboarding for new employees

New hires fill out the form, and HR approves their card quickly. No manual design work, no delays, and no inconsistencies.

Wrap up

Approval-based workflows reduce HR workload by eliminating manual card creation, follow-ups, and tracking. Employees request cards through a simple form, and HR reviews and approves them while maintaining complete control.

This update gives HR teams a cleaner, more reliable system for creating and managing employee cards at scale. It prevents misuse, reduces errors, and maintains your company’s identity across every card.

Frequently asked questions