What is Managed Print Services for schools?

Managed Print Services (MPS) for schools is an outsourced, fully managed approach to printing. MPS UK monitors devices, supplies toner automatically, provides maintenance and support, improves security, and delivers reporting so schools can reduce costs and improve reliability.

How can schools reduce printing costs with managed print?

Costs are reduced by standardising devices, controlling colour and high-cost print, setting default duplex policies, removing waste, automating consumables, and using reporting to optimise usage by site, department and device.

Can you support multi-academy trusts with multiple sites?

Yes. We can manage print across multiple schools with centralised reporting, consistent security policies, standardised fleets, and remote monitoring. This gives MATs clear visibility and control across all locations.

How do you improve safeguarding and data security in school printing?

We can implement secure print release (PIN/card), user authentication, audit trails, role-based permissions, and encryption options. This helps reduce the risk of sensitive documents being left on printers and supports good data handling practices.

Is maintenance and support included?

Yes. Managed Print typically includes servicing, repairs and ongoing support. Devices are monitored proactively to reduce downtime, and issues can often be resolved faster because we can see alerts and usage patterns remotely.

Do you provide printers and multifunction devices as part of the service?

We can supply and manage A4 and A3 printers and multifunction devices as part of your managed print solution, tailored to teaching, admin, reprographics and safeguarding needs.

Can we control student printing and staff printing separately?

Yes. Print rules can be applied by user group (e.g., students vs staff), including restrictions, quotas, duplex defaults and secure release policies to keep printing controlled and cost-effective.

How do we get started with Managed Print Services for schools?

Start with a quick discovery call or print review. We assess your current fleet, volumes and pain points, then propose an optimised device plan, security approach and support model to improve reliability and reduce total cost.

Managed Print Services for Schools

Managed Print Solutions for UK Schools and Education Providers

Schools, colleges, and multi-academy trusts rely heavily on printing for day-to-day operations. From lesson materials and exam papers to safeguarding documentation and administrative records, education environments generate high print volumes that can quickly become costly and difficult to manage.

At MPS UK, our Managed Print Services for schools help education providers reduce printing costs, strengthen document security, and streamline print workflows across single or multi-site environments. We design secure, cost-effective print infrastructures tailored specifically to the education sector, supporting both teaching staff and administrative teams.

Our fully managed approach covers everything from print audits and device optimisation to automated toner replenishment and proactive maintenance — allowing your staff to focus on education while we take care of the print environment.

Why Schools Need Managed Print Services

Education organisations face unique printing challenges that traditional print setups often fail to address effectively. Budget pressures, safeguarding requirements, and increasing administrative workloads mean schools must operate as efficiently as possible.

Managed Print Services provide schools with a structured, data-driven approach to controlling print costs and improving operational efficiency.

Common challenges we help schools solve include:

Rising and unpredictable printing costs
Lack of visibility over print usage
Safeguarding and data protection concerns
Inefficient or ageing printer fleets
Managing printing across multiple sites
IT teams overwhelmed by printer issues

By implementing a fully managed print solution, schools gain control, visibility, and long-term cost predictability.

You can learn more about how we work on our Managed Print Services page.

Key Benefits of Managed Print for Schools

Reduce Printing Costs

Our education print audits typically uncover significant inefficiencies. By optimising device placement, consolidating fleets, and implementing print policies, many schools achieve substantial cost savings.

Improve Safeguarding and Document Security

Schools handle sensitive pupil and staff information daily. We implement secure print release, user authentication, and access controls to help protect confidential documents and support safeguarding policies.

Increase Staff Productivity

Printer issues consume valuable staff and IT time. With proactive monitoring and automated consumables management, we minimise downtime and eliminate routine print admin tasks.

Gain Full Visibility of Print Usage

Our reporting tools give school leaders clear insight into who is printing, what is being printed, and where costs are being generated — enabling smarter budgeting and policy decisions.

Support Sustainability Goals

By reducing wasteful printing and optimising device efficiency, our solutions help schools lower paper consumption and reduce their environmental impact.

Simplify Multi-Site Print Management

For multi-academy trusts and large education groups, we provide centralised visibility and control across all locations.

If you’re looking for managed print services near me, our regional specialists in London, High Wycombe, Oxford, Bedfordshire, Hertfordshire, and Hampshire are ready to help.

What’s Included in Our Managed Print Service

Our fully managed education print solution covers every aspect of your print environment.

Print Audit and Assessment

We begin with a detailed print audit to understand your current costs, device usage, and inefficiencies.

Check our free review tool.

Device Supply and Optimisation

Where appropriate, we supply and configure modern, energy-efficient multifunction devices tailored to your school’s needs.

Find out more about printer leasing options

Remote Monitoring

Our systems continuously monitor device performance, usage levels, and consumables to prevent issues before they disrupt staff.

Automated Toner Replenishment

Consumables are delivered automatically based on real usage — no more emergency toner orders.

Proactive Maintenance and Support

Our UK-based engineers provide fast response times and preventative servicing to maximise uptime.

Secure Print and User Authentication

We implement secure release printing and user permissions to help schools protect sensitive information.

Reporting and Analytics

Detailed reports provide ongoing visibility into costs, usage trends, and optimisation opportunities.

Managed Print vs Traditional School Printing

Many schools still rely on fragmented print setups that create unnecessary costs and administrative burden. The comparison below shows how managed print services provide a more efficient, secure, and scalable alternative for education providers.

Feature

Traditional School Printing

Managed Print Services

Cost control

Toner management Security

Support

Visibility

Multi-site control

Unpredictable

Manual ordering Basic Break-fix Limited Difficult

Proactive and optimised

Automated replenishment

Secure print release

Fully managed

Full reporting

Centralised

For most schools, moving to managed print delivers both immediate savings and long-term operational improvements.

Contact us today via our contact page and let’s create a tailored print management strategy that delivers real value for your business.

Who We Support

Our Managed Print Services are trusted by a wide range of education organisations, including:

Primary schools
Secondary schools
Multi-academy trusts
Independent schools
Colleges and sixth forms
Universities and higher education providers

Whether you operate a single site or a large multi-location trust, we can design a scalable print strategy that grows with you.

FAQ

How can managed print services reduce school printing costs?

Managed print services optimise device usage, eliminate unnecessary printing, and automate consumables management, helping schools significantly reduce overall print expenditure.

Are your print solutions suitable for multi-academy trusts?

Yes. We provide centralised print management across multiple sites, giving MATs full visibility and control over their print environment.

Do you support safeguarding and secure printing in schools?

Absolutely. We implement secure print release and user authentication to help schools protect sensitive student and staff documents.

Can you manage our existing school printers?

In many cases, yes. We can assess your current fleet and integrate compatible devices into a managed print solution where appropriate

What support response times do you offer?

Yes. MPS can improve security by helping you implement secure print release, user authentication, device hardening and print policies, and by reducing uncontrolled printing across the organisation.

Interested in our services? We’re here to help!

We want to know your needs exactly so that we can provide the perfect solution. Let us know what you want and we’ll do our best to help.

REQUEST A FREE CONSULTATION