Hertford Regional College (HRC) signed up for the full Access PaySuite cashless solution, opting for a phased rollout across eShop, Access PaySuite Income Management, and online payments. The result: near-zero cash on site, a 24-hour payment facility for students and customers, and internal processes that are more efficient, streamlined and automated.
The challenge
Hertford Regional College relied on traditional payment methods that required staff to handle transactions directly. Cash on site was common, and there was no way for students or customers to pay outside college hours, creating unnecessary admin burden and limiting service availability.
The systems we now have in place are making internal processes more efficient, streamlined and automated. The college is now able to operate with very minimal cash transactions on site, and offer a 24-hour payment facility for customers via our website.
The solution
Access PaySuite responded promptly to HRC’s initial enquiry with an in-depth demo, addressing all questions before the contract was signed in early 2022. HRC opted for the full Access PaySuite package but implemented it in phases. The rollout began with eShop, which went live in time for August enrolment, enabling students to complete purchases online.
Access PaySuite Income Management followed, supporting the finance team in managing income more efficiently and contributing to the broader shift towards automation. Alongside this, online payments were introduced, giving students and customers access to a fully digital payment portal.
Throughout the implementation, PaySuite provided comprehensive training, ongoing support and rapid resolution of any issues. At the point of contract renewal, the team conducted a detailed review of how HRC was using the system, identifying further opportunities to optimise performance and ensure maximum value.
The results
- eShop live in time for August enrolment, enabling online transactions
- Access PaySuite Income Management fully installed and operational
- 24/7 online payment portal available via the college website
- Cash transactions on site reduced to near zero
- Significant reduction in manual payment handling
- Staff time freed up for higher-value tasks
- Smooth adoption through phased rollout of each module
- Contract renewal included a deep-dive optimisation review
- Internal processes now more efficient, streamlined and automated
Why Access PaySuite
HRC chose Access PaySuite for its ability to support a practical transition to cashless operations while fitting around existing processes.
The platform enabled HRC to bring eCommerce, income management, and online payments into one place, reducing manual handling and improving visibility without adding complexity. The phased rollout ensured a smooth introduction across teams, aligned to key milestones such as enrolment.
Alongside the technology, the Access PaySuite team provided ongoing support, helping HRC refine and optimise their setup over time to ensure they were getting full value from the solution.
PaySuite employees I have personally dealt with have all been very attentive, supportive and keen to listen to any issues and challenges we have had. It has been a pleasure to work with them all.
Looking ahead
With its cashless foundations fully in place, Hertford Regional College continues to expand the services it offers to students and customers. The introduction of 24-hour online payments has reduced the volume of transactions handled directly by staff, while enabling users to make payments anytime, from anywhere. If you are considering a similar approach, you can book a demo to see how Access PaySuite could work in your organisation.
What are the benefits of going cashless in an education environment?
Moving to a cashless system reduces administrative burden, improves security, minimises cash handling, and enables faster, more efficient payment processing.
How can online payment systems improve the student experience?
Online payment systems allow students and customers to make payments anytime, from anywhere, providing greater convenience and eliminating the need to visit campus in person.
How do automated payment solutions support finance teams?
Automation reduces manual data entry, improves reporting accuracy, speeds up reconciliation, and frees up staff to focus on higher-value tasks.
What support does Access PaySuite provide during implementation?
Access PaySuite offers end-to-end support, including product demonstrations, onboarding, staff training, and ongoing assistance to ensure a smooth and successful implementation.
Is Access PaySuite suitable for organisations with complex payment needs?
Yes, Access PaySuite is designed to handle a wide range of payment types and workflows, making it ideal for organisations with multiple revenue streams, departments, or user groups.