Shared Windows computers with PaperCut Hive and Pocket

This page explains how PaperCut Hive and Pocket work on shared Windows computers (workstations). It details how PaperCut Hive manages user identity files per Windows profile, handles client installation, and supports multi-device access. It also provides troubleshooting help for common authentication and user attribution issues.

Do PaperCut Hive and Pocket support shared computers with multiple users on each?

Yes, PaperCut Hive and Pocket support multiple identity files (users) on a single computer because each identity file is stored inside the individual user’s local Windows profile. The identity file contains the user ID that PaperCut Hive uses to associate print jobs with the correct account, ensuring printing is tracked and charged to the correct person.
with the correct account, ensuring printing is tracked and charged to the correct person.

When a user authenticates on a device for the first time, PaperCut Hive creates an identity file within that user’s Windows profile rather than in a shared system location. As a result, every Windows account on the same computer automatically receives its own separate identity file.

Default identity file location (Windows):
C:\Users\<username>\AppData\Local\Programs\PaperCut Hive\
C:\Users\<username>\AppData\Local\Programs\PaperCut Pocket\

Examples:

• User A: C:\Users\userA\AppData\Local\Programs\PaperCut Hive\
• User B: C:\Users\userB\AppData\Local\Programs\PaperCut Hive\

Because each Windows account has a unique profile path, PaperCut Hive supports multiple users on a single computer without additional configuration. The critical requirement is that each user must log in with their own unique Windows username.

Shared or Flexible Workstations with Fast Account Switching via Hive System tray app

PaperCut Hive and Pocket support switching between user accounts within the same PaperCut Hive tenant. Users can associate their identity by selecting the PaperCut icon in the Windows system tray, then selecting Log in to print. Users do not need to reinstall the client software. For more information, see Automatic client linking on user login and Explore the system tray app.

Quick account switching

You can log in or log out directly from the computer without reinstalling the client software. This feature supports switching between user accounts within the same PaperCut Hive tenant.
This action switches the active tracking mapping in that session to a completely different user account within the same PaperCut Hive tenant.

Can the same user account and invitation details be used on multiple devices?

Yes, you can use the same user account on multiple devices (for example, phones and tablets) and operating systems (for example, iOS, Windows, macOS), but each device requires a fresh download of the installer from the email invitation link.

How to set up the same user account on an additional device

1. On the additional device, find the original email invitation.
2. Click the download link again to download a fresh copy of the installer. Do not reuse a previously downloaded installer file.
3. Run the installer on the new device and complete authentication.

Shared computer restrictions with single generic logins

Can PaperCut Hive be used on shared computers with a single generic Windows login?

No, this scenario is not recommended for PaperCut Hive. Environments such as public kiosks, libraries, or shared laboratory machines that use a single shared Windows login account prevent the creation of individual identity files required by PaperCut Hive.
By default, PaperCut Hive installs the system-level print infrastructure (the Edge Node) in C:\Program Files\PaperCut Hive, while installing the individual print client tracking engine in the user context path (C:\Users\<username>\AppData\Local\Programs\PaperCut Hive\)

For example, Multiple physical people sit down at a computer, but they all use a single, shared local Windows profile (e.g., an account literally named “LibraryUser” or “Kiosk”).
PaperCut Hive binds its tracking token and print client configuration to the local AppData folder of the active Windows user context (C:\Users\<username>\AppData\Local). If twenty people use the machine under the exact same Windows account name, the OS provides only one AppData path.

Do I have to install the edge node multiple times if multiple users use the same computer?

The edge node is the software component installed on a computer that connects it to your PaperCut Hive and Pocket environment. On shared computers, you only need to install the edge node once. It is a machine-level installation rather than a per-user installation.

No. A system administrator installs the edge node at the machine level once. All users who subsequently log into the computer automatically use the same installed edge node. The system does not require additional installation steps for individual users.

Each user who logs in has a unique identity file created in their profile during their initial authentication, but all users share the same underlying edge node.

System administrators typically deploy the edge node using a standard software deployment tool, such as Group Policy, SCCM, or Intune. You can also run the installer as a local administrator on the computer.

Authentication and QR codes on shared computers

Does each user have to authenticate with their QR code only the first time they log into the shared computer?

Yes. The first time a user logs in to a computer (which means the first time their Windows profile is used on that machine), they must complete the PaperCut Hive authentication step. They can either scan the QR code displayed on the screen or use their email invitation. This process creates their identity file. All future logins on that same computer are handled automatically.

Does each user have to scan their QR code every time they log into the computer?

No, users only need to scan the QR code during their first login to that computer. The QR code (or email invitation link) is used once to authenticate the user and create their identity file. After this initial setup, PaperCut Hive recognizes the user automatically when they log in with their Windows credentials. Users do not need to repeat the QR code scan on subsequent logins.

Troubleshooting common shared computer issues

Print jobs are being attributed to the wrong user

• Verify that each user logs in to Windows with their own unique account, not a shared or generic account.
• Check the identity file location for each Windows profile to confirm that a separate file exists for each user.
• If a generic account is in use, see Can PaperCut Hive be used on shared computers with a single generic Windows login?

A user is prompted to authenticate every time they log in

• This behaviour may indicate that the identity file is being deleted or reset on logout (for example, due to a roaming profile policy or a disk cleanup tool).
• Check whether your environment uses mandatory profiles, roaming profiles, or profile cleanup software that deletes the AppData\Local folder on logout.
• If you use roaming profiles, consider redirecting the PaperCut Hive AppData\Local folder to persist the identity file across sessions.

The edge node installer fails or is not visible to users

• Confirm that a local administrator account, not a standard user account, installed the edge node.
• Check that the computer meets the minimum System Requirements for PaperCut Hive.
• If you deploy edge nodes via Group Policy or Intune, verify that the installer package targets the machine (computer configuration) rather than the user.

A user cannot complete authentication (QR code not working)

• Ensure the user has received their email invitation and the link has not expired.
• Each invitation download generates a unique installer. If the link has expired, the administrator should re-invite the user from the PaperCut Hive admin console.
• Check that the computer has internet connectivity so it can reach the PaperCut Hive authentication servers.
• See also: Troubleshooting PaperCut Hive and Pocket login problems.