Every day, hundreds of people at Wageningen University & Research (WUR) stop for coffee: students between lectures, staff between meetings, and guests during visits. Behind this simple transaction, however, was a payment environment that wasn’t designed with a specific user in mind.
As one of the world’s leading research institutions, WUR required a solution for its unattended service machines that could identify each user individually. This allowed pricing, privileges, and payment methods to be adapted dynamically based on who was standing at the coffee machine.
To address this complexity, the university sought an approach that could accommodate all users without adding operational overhead. Building on its long-standing collaboration with KUARIO, it has plans to deploy the HybridPay Terminal (HPT25) across selected campus locations. The results highlight the growing need for flexible payment solutions in higher education.
The Challenge
The core challenge for WUR was not simply expanding payment options. It was managing a shared environment where user privileges vary on the same machine, in the same location.
A staff member expecting complimentary coffee, a student paying a discounted rate, and a visitor without a campus card could all arrive at the same machine within minutes. Each transaction needed to be accurate, automatic, and frictionless.
At the same time, WUR wanted to avoid deploying multiple card terminals, such as one for closed-loop payments (e.g. student cards) and another for open-loop payments (e.g. credit and debit cards and mobile wallets), as this can lead to customer confusion and fragmented reporting.
With privileges differing across user groups, finance and operations teams needed clear visibility into who was paying, what was subsidised, and how costs were allocated. That level of transparency was lacking.
The Solution
WUR turned to KUARIO, a trusted partner whose technology has continuously evolved to meet changing customer needs. At the core of the solution is KUARIO’s HybridPay Terminal (HPT25), which offers a streamlined approach to payments in shared environments.
By combining closed-loop and open-loop payments in a single device, the HPT25 enables seamless, user-specific transactions. When a student taps their campus card, the system automatically recognises them and applies the correct pricing. Staff receive their privileges without additional steps, while visitors can pay instantly using a bank card, just as they would in any retail setting.
One device. Three distinct user journeys. All handled securely and without friction.
Operators update privileges once, and the system applies them consistently across all locations. Price lines are managed centrally, removing the need for separate hardware for different user groups.
For finance and operations teams, reconciliation is simplified through a single provider, with one report and one settlement, removing the need for manual consolidation across multiple systems, as KUARIO manages both clearing and settlement.
“For us, KUARIO was the easy way to go. The HPT25 offers our users the best of both worlds while keeping the backend reporting straightforward.”
— René de Koster, Project/Application Manager, Wageningen University & Research
Why Closed-Loop Still Matters on Campus
Much of the conversation around campus payments focuses on open-loop versus closed-loop systems. In reality, institutions like WUR require both.
“Physical campus cards still matter because they serve multiple purposes beyond payments, including identity and access. At the same time, users increasingly expect fast and flexible payment options.”
— René de Koster
KUARIO’s HybridPay solution does not replace the campus card. It enhances it. For environments serving a diverse audience, flexibility is essential.
As René summarises:
“If you have a hybrid location where students, staff, and visitors all come together, this is the solution to use.”
Built to Scale
WUR operates across multiple buildings and locations throughout the Netherlands. Any solution needed to be easy to deploy without requiring new infrastructure.
The HybridPay Terminals are installed during standard service visits and can be easily extended to additional machines and locations without replacing existing equipment.
“For us, scalability isn’t just about adding more machines. It’s about keeping operations consistent as we grow.”
— René de Koster
Results at a Glance
For users:
- One terminal supporting all payment types
- Automatic pricing and entitlements at the point of payment
- Seamless access for visitors without a campus account
- A faster, more intuitive user experience
For WUR:
- Reduced hardware complexity at the point of sale
- Consolidated reporting across users, machines, and locations
- Centralised pricing and configuration management
- A scalable platform for future campus services
Looking Ahead
Campus payment environments will continue to evolve. While complexity is inevitable, the right foundation makes it manageable.
At Wageningen University & Research, KUARIO’s HybridPay Terminal solution shows what that looks like in practice: a payment experience that works for every user, combined with the visibility and control needed to manage a complex ecosystem with confidence.
One device. One platform. One payout.
To learn more, book a demo.
