From piles of paper to digital consent records at EUC Nordvest

25 channels and a constant need for content

EUC Nordvest offers upper secondary, vocational and maritime education as well as courses, with locations in Thisted, Mors, Fjerritslev and Thyborøn. At the time of the interview, the school had around 1,300 full-time equivalent students and 7,500 course participants annually.

Students and course participants regularly appear in content for the school’s approximately 25 active social media channels. Collecting consent is therefore a routine part of working with photos and video for Head of Communications Lotte Heshe and her team.

Each consent form used to involve several manual steps

The previous process started with printed forms completed by hand. The team then had to scan and archive the documents. When a shoot involved 15–20 students, the work quickly added up.

“It took students a long time to fill out the forms by hand, and we had to print the material, scan it and archive it afterwards.”

Lotte Heshe, Head of Communications at EUC Nordvest

The scanned forms could not be searched by name. Keeping track of them required an elaborate folder structure, and finding a particular consent form was difficult.

Taking QR codes out to meet students

Today, the team creates digital consent forms for specific events and also keeps recurring forms for graduation celebrations, filming and final vocational examinations. QR codes are saved on their phones so they are easy to access on location.

Students scan the code and complete the consent form on their own phones. The History feature lets the team check on location who has given consent.

1. Create the consent formPrepare the form for the event or shoot.
2. Share the QR code on locationStudents scan and complete the form on their phones.
3. Check the responsesUse History to see who has given consent.

Less administration and greater peace of mind

Lotte highlights the time saved and the overview of individual consent records. When the team needs the documentation, it can quickly search for the relevant record.

“First and foremost, moving to PhotoConsent has saved us a great deal of time, but knowing that individual consent records are in order has also given us tremendous peace of mind.”

Lotte Heshe, Head of Communications at EUC Nordvest

For EUC Nordvest, this means a simpler daily workflow that connects collecting consent with keeping the documentation.

An easy start and help when needed

“PhotoConsent is very easy to work with. We received a good introduction, and the system is so intuitive that we have been able to manage on our own from day one.”

Lotte Heshe, Head of Communications at EUC Nordvest

The team has also received prompt help on the few occasions when assistance was needed. Lotte describes the solution as affordable and sees faster, more efficient workflows as an important part of its value.

“We would definitely recommend PhotoConsent to others. It has made a real difference for us — in terms of workflows, time and compliance.”

Lotte Heshe, Head of Communications at EUC Nordvest