Web2Print Portals for the NHS

An NHS-focused Web2Print portal is a branded online ordering system for your organisation’s approved print and branded products. Staff select from an agreed catalogue, supply or personalise artwork where permitted and follow your ordering rules. Print Portals connects those requests with production, stockholding and fulfilment for the materials you purchase.

Yes. The catalogue can be configured for different departments, teams and locations within your organisation. Users can access shared products alongside the materials specific to their role or site. Product visibility, artwork permissions and approval responsibilities are established around the people who will use the portal.

Your agreed range can include information leaflets, posters, stationery, folders, signage, staff clothing and other supported branded products. We review the specifications and artwork you supply before agreeing the range and pricing. Products can be organised around everyday departmental requirements as well as planned communications activity.

Yes. Product Visibility can show or hide categories and individual products by department, team, user group, role, location or named user. Shared materials can remain available to the relevant groups while specialist ranges stay restricted. Category restrictions carry through to the subcategories and products inside them.

Authorised staff can order from the approved catalogue made available to their account. Existing catalogue products retain their artwork for future orders, reducing the need to resend files for each request. Any required approval still applies, and users should check that the selected product, information and quantities are suitable before ordering.

Yes. Authorised administrators can manage accounts and permissions through Account Access, including adding users in bulk and removing access when required. Product access and ordering permissions can be reviewed when responsibilities change. Our team can help configure relevant groups and access arrangements as part of your portal setup.

Authorised Artwork Managers can upload replacement PDFs, review the artwork checks and approve updated catalogue designs. They can also add new designs using preset specifications and pricing, organise folders and choose which user groups can see them. This gives your team a way to maintain the range directly within the portal.

Once the replacement has been reviewed and approved in the portal, it becomes the artwork available for future orders of that product. Artwork already attached to an existing order remains with that order. Any physical copies already held in stock should be considered separately when your organisation changes a design or its content.

Yes. Upload Your Own Artwork lets users select a preset product, upload a PDF and review the checks and preview before adding it to the basket. Checks include dimensions, page count, bleed and crop marks. Your team supplies and approves the content; the artwork checks help assess the uploaded file against the selected product’s print requirements.

Yes. Artwork Builder templates can expose permitted fields, such as contact details or other agreed local information, while keeping other design elements controlled. You decide what users can change. They review a proof before ordering, and configured approval rules can require customised orders to be checked before production.

Yes. Approvers can review products, artwork, quantities, pricing and delivery information before accepting or rejecting a request. 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 where configured.

Approver permissions can combine user groups and product categories so access reflects which requests each person should review. Relevant managers can cover the orders assigned to them, and multiple approvers can cover the same requests. Approvers receive email notifications and weekday reminders for outstanding orders they can review.

Your portal can be configured around the way your organisation pays for and allocates purchases, including relevant departments, teams and budgets. Some materials may be funded centrally, while others follow different agreed account arrangements. We establish the payment, reporting and approval requirements with you before users begin ordering.

Yes. Split Deliveries lets you allocate quantities of the same product between addresses or send different products to different destinations in one checkout. Users select saved addresses or enter a new location, assign the quantities and review delivery costs and any additional lead time before ordering. Each address and allocation is recorded with the order.

Suitable products can be produced in bulk and held in our UK warehouses. Authorised teams then call off smaller quantities as required. Live stock feeds show availability in the portal, and low-stock notifications support replenishment planning. We agree stockholding around the products, quantities and artwork-change requirements you provide.

Reporting can show who is ordering stock and where it is being delivered. Where costs are allocated to teams or budgets, reporting supports that agreed setup. Approval rules also allow managers to check requests and reject excessive or unnecessary use of shared supplies before those requests proceed.

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. Your ordering requirements, product range and access setup are reviewed with you before launch.

We start with your departments, delivery sites, products and current ordering process. Share your approved artwork and specifications so we can agree the range and pricing. We then work through access, artwork permissions, payment and approval requirements, plus any stockholding or distribution needs, before helping your users get familiar with the portal.