How to Reorder Access Cards When You Don't Have the Original

You need more access cards. Maybe new staff start Monday, maybe a stack of cards walked out the door with former employees, or maybe you simply ran out. The problem: Nobody knows what was originally ordered. The installer who set up the system is long gone, there is no invoice on file, and the only cards you have are already clipped to someone's lanyard — or lost entirely.

This is one of the most common situations facility managers run into, and it is very solvable. To reorder access cards that actually work, you need three pieces of information: the card technology, the bit format, and the facility code (plus a safe range of card numbers). This guide explains what each one means, how to find them without the original order, and how to buy matching prox cards with confidence.

Free samples are available from AuthorizID so you can test compatibility before you buy. Request a free sample card to check against your existing reader

Why You Can't Just Order "Access Cards"

Proximity cards look alike, but inside they can be very different. A card that works perfectly at one building may do nothing at yours. Three things have to match your system:

• Technology / frequency — Most legacy systems use 125 kHz proximity. Newer systems often use 13.56 MHz smart credentials such as MIFARE or other NFC-based cards. A 125 kHz reader cannot read a 13.56 MHz card, and vice versa (unless the reader is a multi-technology model).
• Bit format — This is the structure of the data the card sends to the controller. The open industry standard is 26-bit H10301, but many systems use longer or proprietary formats such as HID Corporate 1000 35-bit, AWID 34-bit, Keri MS, Kantech ioProx XSF, or H10304 37-bit.
• Facility code and card number — Most formats encode a facility code (a site or batch identifier) and a unique card number. Your panel is typically programmed to accept a specific facility code, and every card number enrolled in the software must be unique.

Get any one of these wrong, and the card will either not read at all, read as an unknown credential, or collide with a card already in use.

Scenario 1: You Have a Card but No Records

This is the easiest case. Even a single working card — or a lost card's twin still in someone's pocket — holds everything needed to match it.

Check the printing on the card

Many proximity cards have numbers printed or laser-etched on the back or edge. Depending on the manufacturer, you may see:

• A card number (often the same number enrolled in your software)
• A facility code (or site code), sometimes shown as two numbers separated by a space or dash
• A manufacturer part number or format code
• A brand name or logo such as HID, AWID, Keri, Kantech, or Farpointe

The printed markings vary by manufacturer and are not always complete, so treat them as clues rather than a final answer.

Send photos or mail the card for a read

The most reliable answer comes from actually reading the card. AuthorizID can help two ways:

• Send photos and details. Email support@authoriz-id.com clear photos of the front and back of your card--or even better: the box label on your last batch of credentials--the face of your reader, and the model label on your access control panel. In many cases this is enough to identify the format.
• Mail in a card. If photos are not conclusive, mail a card to AuthorizID. The card is read directly to identify the technology, bit format, and facility code, so your reorder matches exactly.

Scenario 2: You Have No Spare Card to Send

If every card is either lost or in daily use, you can still identify your format from the rest of the system.

Look at your access control software

Your software is often the best record you have. Open a cardholder profile and look for:

• The card format or credential type assigned to the cardholder
• The facility code stored with each card
• The card number for each enrolled user

Many platforms also have a "card formats" or "Wiegand formats" configuration screen that lists every bit format the system is set to accept. A screenshot of that screen, plus a few cardholder records, often identifies the format completely.

Identify the reader and controller

The reader and panel narrow the possibilities quickly:

• Reader model — Check the label on the back or under the cover. Some readers only support one technology or a short list of formats.
• Controller / panel brand — Brands like Kantech, Keri, DoorKing, Keyscan, and DSX commonly ship with their own proprietary formats, while many other panels default to 26-bit H10301.
• Reader LED/beep behavior — If a card beeps but is denied, the reader can see it but the panel doesn't recognize it, which usually points to a format or facility code mismatch rather than the wrong technology.

Send those details to support@authoriz-id.com, and the U.S.-based AuthorizID Technical Support Team can help you pin down whether you are using a standard format or a proprietary format and help you get the exact credentials you need.

Scenario 3: The Original Vendor Is Gone

Integrators retire, suppliers close, and dealer relationships end. None of that locks you into a single source. Most access control credentials, including many proprietary formats, are available from compatible manufacturers. AuthorizID stocks credentials for dozens of formats, including:

• 26-bit H10301 proximity
• HID Corporate 1000 35-bit
• AWID 26/34/37/50-bit
• Keri MS format
• Kantech ioProx XSF
• MIFARE / NFC smart cards and fobs
• DoorKing DKProx
• Farpointe Pyramid
• Keyscan C1325/C15001
• DSX D10202 33-bit
• Simplex S12906
• And more!

You do not need the original vendor's paperwork. You need the format details, and those live in your cards, readers, and software.

Matching the Facility Code and Choosing an Unused Card Range

Once the format is identified, two numbers determine whether new cards fit cleanly into your system.

Facility code

The facility code is a number encoded on every card in a batch. Many panels are set to reject cards with a facility code they don't recognize. Ordering duplicate access credentials with the same facility code as your existing cards means you usually don't need to reconfigure anything — just enroll the new cards.

Card number range

Every card also carries a card number, and no two active cards in your system should share the same facility code and card number combination. If they do, the software may reject the new card, or two people could end up sharing one credential — a real security and audit problem!

This is where many reorders go wrong. AuthorizID can:

• Match your format exactly
• Match your facility code so new cards enroll like the old ones
• Work with you to choose an unused card number range, based on the numbers already in your software, so replacements never overlap with active cards

A quick export or screenshot of your enrolled card numbers makes picking a clean range simple.

Choosing the Right Replacement Credential

Matching the format doesn't mean you're limited to the same style of card. The same format and facility code can usually be programmed into several form factors:

• Clamshell cards — thick, durable, and cost-effective for general staff
• Printable CR80 cards — thin cards that run through a badge printer for photo ID
• Key fobs — rugged and convenient on a keyring
• Adhesive tags — stick onto a phone case or an existing ID badge
• Wristbands — useful for pools, gyms, and fitness centers

Choose clamshell cards if you want the lowest cost per user, printable cards if you issue photo badges, and fobs if cards keep getting bent or lost. Form factor availability varies by format, so confirm your options when you order. You can browse every form factor available in all access cards and fobs.

Common Mistakes When Buying Replacement Proximity Cards

• Ordering generic "26-bit" cards for a proprietary system. If your panel uses Corporate 1000, Keri MS, or ioProx XSF, standard 26-bit cards typically won't be accepted.
• Guessing the facility code. A wrong facility code usually means denied access even when the technology and format are correct.
• Ignoring existing card numbers. Overlapping numbers cause enrollment errors or duplicate credentials.
• Assuming frequency. A 13.56 MHz MIFARE card and a 125 kHz prox card can look identical from the outside.
• Skipping a test. One sample card on your own reader answers every question before you commit to a full order.

A Quick Checklist Before You Reorder

1. Gather what you have: a card, photos of the card, the reader model, the panel model, and software screenshots.
2. Send photos and details to AuthorizID, or mail in a card if photos aren't enough.
3. Confirm the technology, bit format, and facility code.
4. Choose an unused card number range with the AuthorizID team.
5. Pick your form factor and test a free sample on your reader.
6. Place the full order and enroll the new cards.

Need help with any step? Contact AuthorizID's U.S.-based Technical Support Team at (970) 682-0765 or support@authoriz-id.com.

Test Your Match Before You Order

The surest way to confirm a credential works with your system is to test one on your own reader. A sample built to your identified format and facility code shows you — before you buy a full batch — that it reads, enrolls, and grants access just like your existing cards.

Ask us for a free matching sample credential to test on your system