Adding, updating, and deleting user access codes in PaperCut Hive and Pocket

When a user is added to PaperCut Hive or Pocket, by default, they are automatically assigned a unique access code.

This code is used to:

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

If your organization prefers to use custom access codes — for example, so they match codes already used by your users for another task — you can also import or sync those access codes instead of using an auto-generated access code.

You can also change the default auto-generated access code format — 6-digit, alphanumeric — to be shorter or longer, or numeric only. Read on to learn more!

How to give a user a specific access code

For most users, an access code is automatically generated when they are added to PaperCut Hive or Pocket. However, there are a few exceptions.

Set a custom access code while manually adding a user

To set a custom access code while manually adding a user:

1. In the admin console, go to Users.
2. Select Add users. The Add new users popup is displayed.
3. In the Email tab, enter the user’s email address.
4. Select the Customize user’s email invitation accordion. 
5. In Access Codes, select Custom. Then select the field and enter a custom access code.
6. (Optional) Complete the remaining user invitation fields as required.
7. Select Send invite to invite the user and set the custom access code.

Set a custom access code when adding multiple users (user sync or CSV/TSV import)

Don’t want to use auto-generated access codes for your users? You can also sync access codes from your identity provider or create/update them in bulk via a CSV or TSV file:

• Sync users from Google Workspace
• Sync users from Microsoft Entra ID
• Import/migrate users via CSV or TSV file

How to manually change or generate a new access code

You might need to give a user a new code if theirs is compromised or if you want to set it to a specific value.

1. In the admin console, go to Users.
2. Click the user you want to manage.
3. In the user details panel, select the User Access tab.
4. Click Change access code.
5. To use a specific code, type the new code (up to 10 alphanumeric or numeric characters). Alternatively, to generate a new code, click generate random.
6. Click Save and email. The user will receive an email notifying them of their new access code. This email will either be the Classic Invitation (with the code in the email) or a link to the User Portal (where they can view the code).

How to change the default access code format

Out of the box, access codes auto-generated by PaperCut are 6-character alphanumeric (a mixture of numbers and capital letters, excluding special characters). If this default format doesn’t suit your organization, you can change it.

To avoid confusing your users with an access code change, it’s best to change the default access code format before adding your users.

Security and usability considerations for changes to access codes

Before changing the default access code format, here are some helpful things to consider:

• Always understand and consider your organization’s internal security requirements as part of your decision-making.
• Alphanumeric access codes are more secure than numeric codes of the same length, as letters allow for more combinations than numbers alone.
• If using numeric-only access codes:
  • Consider if your minimum length covers — or, even better, is longer than — your total user count, including anticipated future users.
  • Where your minimum length is low, be aware that it is more likely that users can guess each others’ codes, or even accidentally sign in as someone else just by mistyping on the printer touchscreen.
• If print security is a concern at your organization, consider using an alphanumeric access code as a best practice. If a numeric-only access code is required, ensure it is long enough to meet your internal security requirements.
  

  Access code type	Minimum length	Maximum access code options generated
  Alphanumeric	4	900,000+
  Alphanumeric	6-10	850,000,000+
  Numeric	4	10,000
  Numeric	6	1,000,000
  Numeric	8	100,000,000+

How to change the default access code format

1. In the admin console, go to Print Security > Access Codes.
2. In Format, select alphanumeric or numeric.
3. In Minimum length, use the slider to select the minimum length of the access codes.
4. Select Save changes. The new default access code format will apply to all new users without imported/synced access codes, and existing users whose access codes were removed without immediate replacement. Existing users’ access codes are not affected.

Bulk updating access codes for existing users

Changed your default access code format and want to issue new access codes to all your existing users? You can export a CSV of your user details, wipe their access codes, and then the system will automatically generate a new access code. While doing this, you can also decide whether or not to send a new access code notification email to the users.

Learn more about bulk updating user data via CSV or TSV file.

Bulk deleting access codes via CSV/TSV

If you need to delete access codes in bulk, upload a CSV/TSV file in the user data import tool:

1. Export user data from PaperCut Hive: go to Users, select Bulk management, then select Export user data CSV. A file downloads to your device.
2. Locate and open the file, then create a copy of it. Retain the original as a record.
3. In the copy, remove all columns except for Email address and Access code.
4. Remove the values from the Access code column for the desired users.
5. Save the file with a recognizable name.
6. Import the file via the user data import tool.

How to view a user’s access code

If a user forgets their code, there are a few ways to find it:

For users

• If you use the User Portal: users can find their code on their User Portal homepage.
• If you use the Classic Invitation: users can find their code in their original invitation email.

For administrators

1. In the admin console, go to Manage > Users.
2. Click the user whose code you want to view.
3. In the user details panel, select the User Access tab.
4. The access code is hidden by default. Click the eye icon to view the code.

How users can request an access code reminder

Users can self-request a reminder email from the login screen of an MFD (PaperCut Hive only).

1. On the MFD screen, the user should select Forgotten your access code? Resend it to your email.
2. Enter the user’s email address.
3. Tap Send request. An email with the access code will be sent to the user’s inbox.