Mavis 2 is the platform behind Photo ID Card People's Managed ID card service. It has two sides. A portal where client organisations log in to order cards and track their history, and an admin back office where the team produces, despatches and invoices them. It was built from scratch to replace the original Mavis, redesigned around how the business runs today and around clients who had grown far more complex.

Results at a glance

  • Built from scratch to replace the original Mavis
  • Client portal for ordering and order history
  • Client structures with sites and departments
  • Role based access so each client sees only their own
  • Cardpresso print integration
  • Sage billing integration
  • Built in reporting across the operation
Mavis 2 ID card management platform

Background

Photo ID Card People have been delivering managed ID card services to organisations across the UK for over 20 years. The original Mavis platform supported that operation for a long time and did exactly what it needed to.

Then the work changed. Larger organisations came on board, businesses with multiple sites, departments, user hierarchies and separate billing arrangements. The original Mavis was built around a simpler picture of how clients worked, so managing the complexity that came with bigger contracts started sitting with the team rather than the system. Spreadsheets, manual checks, careful invoicing. The kind of overhead that quietly limits how far a business can grow.

Sometimes the system that needs replacing is one that has served you well. Mavis 2 is that replacement.

What Mavis 2 does

Mavis 2 handles everything from the moment a client organisation requests an ID card through to production, despatch and invoicing. It splits into two clear sides: the portal the client works in, and the back office the Photo ID Card People team works in.

The client side

A portal built around the client's structure

Larger clients are rarely a single account. They are a parent organisation with sites, departments and teams, each with their own users and ordering requirements. Mavis 2 models that structure properly. Locations sit within client accounts, users belong to the right part of the business, and everything stays connected to one billable client.

Ordering from approved templates

Each client organisation works from a set of approved card templates. Users select from what has been agreed for their location or role, and nothing else is available to them. This keeps brand consistency in place and removes the back and forth that comes with open ended requests.

Access controlled by role

Not everyone in a client organisation should be able to order any card or view any data. Mavis 2 controls who can do what at every level. A site manager can handle their own team without ever touching another location's records.

Order history they can check themselves

Clients can see what they have ordered and when, without calling the office to ask. Every card a location has requested, produced or received sits in one place they can check for themselves, which takes a steady stream of routine queries away from the team.

Designed for the people using it

The client side was treated as a piece of design work, not just a form with a login. It is clean, on brand and simple to use, because the people ordering are busy staff at the client rather than trained operators. A portal that looks the part is also one people trust with their card programme.

The admin side

Batch print and despatch

Orders come in across many clients and locations. The Photo ID Card People team processes them in batches through Cardpresso, with print screens built directly into Mavis 2. Cards are then despatched to a designated site address or direct to the individual cardholder, depending on what the client has set up.

Billing through Sage

Invoicing across complex client structures is generated in Mavis 2 and reconciled through Sage. Many departments, many cost centres, one billing process that holds together without manual intervention.

Reporting across the operation

Activity, output, billing and usage by client and location. The reporting is built in, so the operational picture is always available without someone pulling it together by hand.

What changed

Area Before (Mavis) After (Mavis 2)
Client structure Single tier accounts A hierarchy of locations, departments and sites
User access Limited controls, managed by hand Role based permissions at every level
Card ordering Open ended requests requiring manual handling Controlled selection from approved templates per client
Order history Held by the team, supplied on request Visible to the client in the portal
Card production Separate workflow into print software Cardpresso integrated directly into Mavis 2
Billing Manual reconciliation into Sage Sage integration with invoicing across cost centres
Operational overhead Sat with the team Handled by the system

Integrations

Mavis 2 connects directly to the tools Photo ID Card People rely on every day. Cardpresso handles card design and print production. Sage handles the books. Mavis 2 sits between them, holding the operational picture together and passing the right data to the right place.

Cardpresso Sage

Recognised for innovation

The Mavis 2 project was a central part of Photo ID Card People being named in the DE3 Digital Enterprise Top 30 most innovative businesses. The DE3 programme supported the project with a grant that covered a significant share of the development cost, recognition that what was being built had genuine commercial merit, not just operational utility.

Rapid Solutions built both the Mavis 2 platform and the Photo ID Card People website. The recognition belongs to the client. The technology and implementation was a joint investment.

Does this sound familiar?

This project may be relevant if you run a managed service operation where client complexity has outgrown your current system, or if your team is carrying administrative work that should be handled by software.

We work with service businesses, membership organisations and managed service providers that need operational platforms built around how their operation runs, not around what an off the shelf system can accommodate.