PaperCut Hive Implementation Playbook - A Partner Guide

This guide helps PaperCut Partners navigate key decision points when installing and implementing PaperCut Hive in customer environments.

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Phase 1: Technical Prerequisites & Rollout Strategy

Before deploying, confirm their foundational requirements, plan the rollout methodology, and mitigate the highest deployment risks.

• Final Checks: To validate that PaperCut Hive is the right product for your customer, be certain of these things:
  • Features - If they already use a print management solution, review their feature usage to ensure that PaperCut Hive will meet all their requirements.
  • MFDs - Ensure all models meet the minimum requirements for the Embedded Application (check the Manual!), and support SNMP v1/v2 for discovery.
  • VDI - If the customer uses a Virtual Desktop Infrastructure, confirm they only use persistent, single-session VDI.
  • WPP - Confirm the customer has not enabled Windows Protected Print (WPP) and has no plans to enable it in the near future.
    
• Network Readiness: Run the Hive Compatibility Tool on all networks to confirm the minimum access requirements are met. Confirm whether the network provides low latency and stable connections between potential Edge Nodes and the printers at each location - this will guide your design choices later. Verify that all locations have uninterrupted access to the internet during working hours.
• Firewall Rules: Configure firewalls to allow PaperCut Hive’s required cloud communication (HTTPS/TLS) and local Edge Mesh traffic at all locations and networks.
• Node Accessibility: Some MFD brands currently require at least one available Edge Node that can communicate with it - check here for brands with ‘inbound’ port requirements. Review the Advanced Configuration page in the manual to plan for the most appropriate PaperCut Hive configuration for your customer.
• Zero-Trust & Security Posture: Verify if the customer enforces strict information security requirements (e.g., Zero-Trust Network Architectures, strict IP allow-listing, or specific document payload encryption toggles) and align the deployment plan with their network or security team before proceeding.
• Pilot / Phased Rollout Plan: For deployments larger than a single-site SMB, establish a “Pilot” phase targeting one specific IT or champion user group first. Testing a small group ensures firewalls, node discovery, and network traffic behave as expected before a site-wide MDM push. Be sure to test at all locations and on all networks before beginning your installation, to avoid unpleasant surprises later on.

Phase 2: Identity & Directory Management: User Onboarding

This phase determines how users are provisioned and how they authenticate with the Edge Mesh.

Choosing the Directory Sync Method

• Question: Does the customer want a cloud-native environment?
  • Yes: Use the Microsoft Entra ID or Google Workspace Add-on.
    • Remember: Only sync user groups that require printing access if possible, to ease system administration.
  • No: Achieve User provisioning manually using one of the other methods listed here, including Bulk User Import via CSV.

User Client Linking & Onboarding

Phase 3: Architectural Deployment: The Edge Mesh and Job Control

Controlling exactly how a print job travels from the user’s client to the physical MFD is critical for resilience.

Edge Mesh Design & Routing Paths

• Question: Is the environment a single unsegmented network?
  • Yes: Use Autopilot (Default). This is the simplest path for the majority of jobs.
• Question: Does the environment contain separate VLANs/Subnets, routing restrictions, isolated networks or duplicate IP ranges?
  • Yes: Use Print Delivery Profiles (PDPs). Configure PaperCut Hive to use Gateway/IP details to route jobs to Edge Nodes in the same location as the target printer; or use specific, reliable Edge Nodes for each printer. It’s likely you’ll want to use the Cloud Node and Cloud Pull Print Delivery (check current OEM brand support).
• Question: Does the customer require off-network, remote or cross-site printing?
  • Yes: The Cloud Node must be enabled for any scenario involving remote printing, cross-site Find-Me printing (job roaming), or OEM Cloud Pull Print Delivery (check for current Brand support of this feature).

Resilience & Routing Control

Phase 4: Feature Configuration and Execution Sequencing

This phase covers print queue deployment, device integration, authentication experiences, and print policies.

Print Fleet & Driver Strategy

• Question: Does the environment require multiple OS support, ARM64 devices, or advanced finishing?
  • Yes: Deploy Vendor/Operating System Specific Drivers managed via the Print Queue Deployment feature.
  • No: Use the PaperCut Global Print Driver for simplicity.

Device Authentication Experience

• Question: How will users log-in at the physical MFD?
  • RFID/Prox Cards: Ensure card readers are compatible and connected. Ensure users can self-associate their access cards during their first login.
  • Mobile Device Release: Instruct users to download the PaperCut Hive mobile app to scan QR codes or tap NFC stickers at the device.
  • Access Codes: Ensure an Access Code/ PIN generation strategy is enabled as a primary method, or as a fallback for forgotten cards/phones.

Integration, Scanning & Cost Savings

Phase 5: Go-Live, Cutover & End-User Adoption

Installing the software is only half the battle; a planned transition ensures that users adopt the new print workflow smoothly.

Legacy Decommissioning

• Question: How will you prevent users from bypassing PaperCut Hive?
  • Action: Establish a strict “Cutover Plan.” Schedule the exact method and timing for removing legacy direct-IP print queues or legacy print servers via Group Policy (GPO) or MDM before PaperCut Hive goes live.

Change Management

Related articles

• Plan and Get Started with PaperCut Hive and Pocket
• PaperCut Hive - Planning your install
• PaperCut Hive - Troubleshooting Installation Problems