Managing your users

🔎 Find this feature in the admin console: Manage > Users

There’s a variety of ways to get your users ready to print using PaperCut Hive and Pocket. Which options you choose to add/invite your users depends on your organization’s size, user management, and needs.

The basics of setting up users to print in PaperCut Hive and Pocket are:

1. Add a user into the Users list.
2. Enable the user to print (for example, via an admin sending an email invitation or by using an automation tool such as Microsoft InTune).

Ready to get started?

Adding vs inviting users

Before we jump in, let’s clarify the difference between adding and inviting a user:

• Adding a user means how you get a user to appear in your organization’s Users list in PaperCut Hive or Pocket. You can add users automatically (for example, via a sync source), or manually (for example, by using the “Add Users” feature). Added users can authenticate into, and use, PaperCut Hive or Pocket.
• Inviting a user means notifying the users in your Users list that they have access to PaperCut Hive or Pocket, and giving them any instructions they need to follow to finish their printing setup. There are two types of invitations: one is for users to set up via a User Portal, and the other “Classic invitation” is to set up via a web page. For more details, head over to About the User Portal and classic invitation email .

In brief, there are three main configuration options, which are explained in detail below:

• Adding and immediately inviting users (most common)
• Adding users and inviting them later
• Adding users only (no invitation)

Here’s what you need to know about these configuration options, some examples of why you’d choose one option over the other, and where to set them up.

Adding and immediately inviting users

This option gets users ready to start printing ASAP. Users can be added/invited either automatically or manually. There are multiple ways to add users to the Users list and invite them to set up:

Example organization	Add type	Invite type	Typical settings configuration
Doesn’t manage devices centrally Wants automated user management (most or all of the users are long-term users i.e., few guests) Wants users to download the client software and self-serve their PaperCut Hive or Pocket experience	User added automatically (e.g. via a user sync Add-on)	User Portal	Enable one or more authentication methods Select User Portal invitation type in Automatic invitation email Set up a user sync Add-on and start syncing
Doesn’t manage devices centrally Wants automated user management Users are already used to the classic invitation experience Wants users to download and link the client software without needing to log in anywhere	User added automatically (e.g. via a user sync Add-on)	Classic invitation	Enable one or more authentication methods Select classic invitation type in Automatic invitation email Set up a user sync Add-on and start syncing
Doesn’t manage devices centrally Doesn’t want automated user management Wants users to download the client software and self-serve their PaperCut Hive or Pocket experience	User added manually (Users > Add users)	User Portal	Select User Portal invitation type in the Default manual invitation email Enable one or more authentication methods Add users via Users > Add Users
Doesn’t manage devices centrally Doesn’t want automated user management Users are already used to the classic invitation experience Wants users to download and link the client software without needing to log in anywhere	User added manually (Users > Add users)	Classic invitation	Select classic invitation invitation type in Default manual invitation email Add users via Users > Add Users

For information about managing devices centrally, refer to the bulk deployment articles .

How to add users manually

You can manually add users to PaperCut Hive and Pocket via Users > Add Users. Add your users’ emails to the email invitations option — it’s available in single email (single user invite) or multiple emails (inviting multiple users) options.

Make sure you’re sending the right type of invitation email: learn more about the User Portal vs classic email invitation .

Adding users and inviting them later

This option allows you to stage your users in PaperCut Hive or Pocket — and only grant them access to printing once you’re ready.

To set this up, you’ll need:

• users added automatically (for example, via a user sync Add-on)
• email invitations to automatically-added users turned off in Easy Print & Scan > User Invites settings.

Later, when you’re ready to invite your users you can send email invitations or share a link to your organization’s User Portal (sharing a link is only applicable to User Portal users). You can do this via Users > Add Users.

Adding users only (no invitation)

Adding users, but not inviting them at all, is available for automatically-added users only.

Simply automatically add your users, and ensure that you’ve chosen to not send them an invitation email.

Remember, to get these users printing, they still need to complete setup. At the moment, you can send them an invitation email (or share the URL to the login page) later. We’re experimenting with new, lower touch ways for users to complete setup, so if your organization needs this kind of functionality, feel free to let us know (or — even better — volunteer as a beta tester!).

User/team self sign-up

If you have attached labels to your printers for secure print release, these can also be used to allow users and guests to request printing access by simply scanning the QR code. Configure this feature in the admin console under Easy Print & Scan > Team Signup .

Setting up printer or MFD access for users

A user’s access code is included in the user’s invite email and they use it to:

• log in to the embedded software on a compatible MFD (PaperCut Hive only)
• register a swipe card at an MFD (PaperCut Hive only).

You can also set up users to use their access card (swipe card) to log in to a printer or MFD to release their print jobs.

Find all the configuration details in Managing user access codes and access cards.

Re-inviting users

Suppose a user deletes their invitation email, finds the setup link has expired or is unable to find it in their inbox. A PaperCut Pocket or Hive administrator can reinvite the user.

To send an invitation again:

• open the Users list, select any users, then select Bulk actions > Send invite email, or
• open the Users list, select the ︙ vertical ellipses next to the user’s name, and select Reinvite.

Removing users

To remove or delete users from your organization, select the ︙ vertical ellipses next to the user’s name, and click Remove. The user will no longer be able to release print jobs, or print using PaperCut Pocket and Hive at your organization.

User details

There are two ways to view user details on the Users page: as a table or as individual cards. You can toggle between these views.

For more in-depth user information, click on any user to view information like:

• the user’s email address
• the date they were added to PaperCut Pocket or Hive
• the status of their activity
• statistics on their printing (including last print time) and other analytics
• their access code and registered swipe cards.

About user statuses

The status of the user is also visible on the Users page:

To quickly find users with a certain status, you can use the Users page filter.​​​​​​

Managing users - frequently asked questions (FAQs)

Can I convert a regular user to be an admin?

Visit our managing admin access page for information on managing administrator access.

Do users have to have access to the web interface for PaperCut Pocket or Hive?

Yes — but it’s different from the Admin Console. The User Portal allows users to self-serve their PaperCut Hive or Pocket experience, e.g. viewing their access code, downloading the user print client, and more. Learn more about the User Portal .

Can I use Single Sign-on (SSO) for my users?

Yes you can — just set up an identity provider SAML 2.0 SSO configuration in Settings > Authentication.

Can I sync my PaperCut Pocket or Hive users with Google Workspace, or Microsoft Entra ID (Azure AD)?

Yes, users can be provisioned from both Microsoft Entra ID (Azure AD) and Google Workspace (G Suite)! Have a look in the ‘Add-ons’ section from the PaperCut Hive admin interface to get started. Let us know if you’ve got another user directory you’d like us to integrate with.

Does syncing users with Microsoft Entra ID (Azure AD) require Microsoft Entra Domain Services (Azure AD DS)?

Nope! Our Microsoft Entra ID add-on does not require a Secure LDAP connection or the purchase of Microsoft Entra Domain Services (Azure AD DS). We sync our users with Microsoft Entra ID using SCIM.

Can I delete multiple users at once?

From the PaperCut Pocket or Hive admin interface you can delete one user at a time.

Can a user use the same invite to set up PaperCut Pocket & Hive on multiple devices?

You can use PaperCut Pocket & Hive on multiple devices with the same user. As an end-user, you’ll need to go back to your email invitation and re-download the installer because it’s unique every time you download it. It won’t work if you download the installer once from the email link and then copy it to your other machine.