Service excellence in action: Solving the forgotten ID card problem in AMBS

14 Nov 2025

Thanks to a QR code solution, the AMBS Reception and Conference team has helped more than 3,000 students in verifying their student status to gain building access. Jess Shaw from them explains more.

Situation

To enter the AMBS spaces beyond the foyer area, students need to scan their ID cards at the speed gates.

Before the new process, our Reception team felt that they were having to question students’ identities when they had forgotten their ID cards.

The process of verifying student status was unclear among students – some showed their Canvas, SEAtS or My Manchester accounts. Other students only had access to their timetables or student emails.

Queues at the reception desk caused delays for students trying to gain access to the building, and also meant that the Reception team were taken away from other daily duties.

Action

Our Administrator decided to create a QR code from an MS Form which is only accessible to people in the University. This means that student authentication happens through Duo, preventing any unauthorised access.

The form responses are also linked to an excel spreadsheet through Power Automate, allowing us to track and monitor how many students are forgetting their cards.

Result

Since implementing the QR code, our team has successfully checked and verified more than 3,000 students. The process allows for a consistent and quick way for students who have forgotten their ID card to gain entry through the speed gates. The QR code also helps to reinforce the message that ID cards are needed.

Want to find out more?

Email Jess Shaw at jess.shaw@manchester.ac.uk to find out more about the AMBS Reception and Conference team’s QR code solution.

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