Web2Print Portals for Education
Make school and campus print easier to order. Bring prospectuses, stationery, signage and staff clothing into one portal, with the right products and approvals for each school or department.
Ready for your schools. Ready for the term ahead.
Give school offices, admissions and marketing teams a clear place to order approved materials. Your organisation controls the catalogue and artwork. We manage production, stockholding and delivery to the locations that need them.
Relevant products.
School offices, admissions and departments find the materials they need.
Current artwork.
Keep approved school identities, contact details and campaign designs ready to order.
Clear approvals.
Give the right people oversight of orders and departmental spending.
The right range for every school and department.
School offices need stationery. Admissions needs prospectuses and event materials. Other teams need signage or staff clothing.
Give each school, campus or department access to the products relevant to its work. Keep shared materials together while separating school-specific designs and specialist ranges.
Keep each school’s identity clear and consistent.
Let staff update permitted contact details, dates and event information in approved templates. Users check a proof before ordering, while logos and layouts stay controlled.
For trusts and groups, different school identities can sit within one portal. Authorised artwork managers keep catalogue designs current for future orders.
Check spending before the order goes ahead.
Configure approvals around users, products, order values and artwork customisations. Managers can review the quantities, costs, artwork and delivery details before accepting a request.
Agree how purchases are allocated to schools, departments, teams and budgets, while allowing suitable routine orders to proceed automatically.
Get organised for open days and the new term.
Allocate different prospectus quantities, posters and other materials to each location in one checkout. Saved addresses help with repeat events and termly orders.
Regularly used products can be bulk produced and stored in our UK warehouses. Teams call off smaller batches, with live stock levels showing what is available.
Practical tools for education teams.
Built around your schools, campuses and departmental responsibilities.
Product Visibility
Show each school, campus or department its relevant products and artwork.
Artwork Builder
Let staff personalise approved details without changing the design rules.
Admin Order Approvals
Review selected school and departmental orders before production.
Artwork Manager
Update prospectus artwork, campaign designs and catalogue folders yourself.
Shelf Stocking & Stock Control
Hold regularly used materials centrally and call off batches as needed.
Split Deliveries
Send one order to several schools or campuses, with quantities for each address.
An open day, organised in one place.
An example of preparing approved materials for events across your schools or campuses.
Prepare the materials.
Your marketing team adds the approved prospectus, posters and event print. Templates allow permitted local details, and relevant schools or departments can access the range.
Allocate and check.
Schools order their requirements, or a central team allocates one order between locations. Users review the artwork, quantities and destinations, with sign-off where required.
Deliver and top up.
We produce or dispatch the ordered materials to the agreed locations. Teams can return to the portal for further orders or call-offs from available warehouse stock.
Education Web2Print questions, answered.
How print ordering works for schools, academy trusts, colleges and universities.
Schools, trusts and campuses
What is a Web2Print portal for education?
An education Web2Print portal is a branded online ordering system for approved print and branded products. Staff choose from an agreed catalogue, personalise artwork where permitted and place orders using your access and approval rules. Print Portals connects that process with production, stockholding and delivery for schools, trusts, colleges and universities.
Can a multi-academy trust use one print portal for all its schools?
Yes. A trust can bring approved materials into one portal while giving individual schools their own relevant product access. Shared trust materials can sit alongside school-specific stationery, signage and marketing designs. You decide which users can see each range and which orders need approval before they proceed.
Can schools keep their own branding within a shared trust portal?
Yes. Different school identities and artwork ranges can be organised within the same portal. Product Visibility controls which schools and users can access them. Where templates are editable, the permitted fields and controlled design elements can be configured around the relevant school’s branding rather than requiring every school to use the same design.
Can universities and colleges give departments different product ranges?
Yes. Categories and products can be shown or hidden by department, team, role, user group or named user. Admissions could access prospectuses and recruitment materials, while other departments see the stationery, signage or branded items they need. Shared products can also be made available to the relevant groups.
What education materials can we order through the portal?
Your agreed range can include prospectuses, brochures, flyers, posters, stationery, folders, signage, staff clothing and branded merchandise. We review the products and specifications your organisation uses before agreeing the catalogue and pricing. The range can support everyday administration as well as admissions, events and other planned campaigns.
Can school offices order routine print without asking the central team each time?
Yes. Authorised users can order directly from the catalogue made available to them. Routine purchases can proceed automatically where your rules allow, while other requests go to the relevant approver. This lets school offices and departments order their own supplies without removing central control over the products and artwork they use.
Artwork and spending
Can staff personalise event dates and school contact details on artwork?
Yes. Artwork Builder templates can make selected details editable, such as an event date, contact information or other permitted local content. Logos, layouts and other agreed design elements can remain controlled. Staff generate and review a proof before ordering, and customised orders can require approval if that is part of your setup.
Can our marketing team upload finished prospectus or campaign PDFs?
Yes. Upload Your Own Artwork lets users select a preset product, upload a print-ready PDF and review the artwork checks and preview before adding it to the basket. Checks include dimensions, page count, bleed and crop marks. Authorised Artwork Managers can also replace catalogue artwork and add new designs using preset specifications and pricing.
Can we update a prospectus or school design for future orders?
Authorised Artwork Managers can upload a replacement PDF, review the checks and approve the updated catalogue artwork. The new design becomes available for future orders of that product. They can also organise folders and choose their visibility. Updating the catalogue does not replace artwork already attached to an existing order.
Can orders be allocated to school, department or team budgets?
Your portal can be configured around the way purchases are paid for and allocated across your organisation, including relevant schools, departments, teams and budgets. Prepaid stock can appear at £0 for authorised call-offs, while other products show an agreed cost. We establish the account, reporting and approval arrangements with you during setup.
Can a school or trust manager approve print orders before production?
Yes. Approvers can check products, artwork, quantities, prices and delivery information before accepting or rejecting a request. Approval rules can be configured around users, product categories, order values and Artwork Builder customisations. Orders requiring sign-off remain on hold until accepted, while suitable routine purchases can proceed automatically.
Can approval permissions reflect different schools and departments?
Approver permissions can combine user groups and product categories, allowing access to be configured around the requests each manager should review. A school manager could cover relevant orders from their users while a central team reviews selected branded materials. Multiple approvers can cover the same orders to help keep sign-off available when someone is away.
Stock, delivery and setup
Can one order be delivered to several schools or campuses?
Yes. Split Deliveries allows quantities of the same product to be divided between addresses, or different products to be sent to different locations, within one checkout. Users choose saved addresses or enter a new destination, allocate the materials and review quantity checks, delivery costs and any additional lead time before ordering.
Can we save delivery addresses for regular school or campus orders?
Yes. Your address book lets users select saved delivery locations rather than re-entering the same details each time. This helps central teams distributing materials for repeat open days, admissions activity or termly requirements. Addresses and product allocations remain recorded with the order so the team can check what is going where.
Can we bulk buy prospectuses or other regular materials and call them off later?
Suitable products can be produced in bulk and held in our UK warehouses. Authorised teams then call off smaller quantities as needed, with live warehouse stock levels visible in the portal. Low-stock notifications support replenishment planning. We agree the products, quantities and stockholding arrangements around your requirements and how often the artwork changes.
How do we plan print for a fixed open-day or term-start date?
Share the event date, products, artwork status and delivery destinations with our team so we can confirm achievable production and delivery arrangements. The portal then helps organise the relevant products, artwork review, quantities and locations. Allow time for any approval your organisation requires before the order can proceed.
Is there a setup fee or subscription for each school or user?
Print Portals does not charge portal setup fees, an ongoing portal subscription or a per-user platform fee. Your organisation pays for products and any applicable delivery or additional services under the agreed order arrangements. Requirements for new schools, departments and users can be reviewed as the way you use the portal develops.
How do we set up a print portal for our education organisation?
We begin by understanding your schools or campuses, the teams ordering materials and the problems in your current process. Share your artwork, products and specifications so we can agree the range and pricing. We then configure access, templates, payment and approval arrangements, review stock and delivery requirements, and help users become familiar with ordering.
Less print admin. More time for your school or campus.
Tell us what your teams order and where the process gets complicated. We’ll build a free portal around your education organisation, with no setup fees or subscription.