What Print Management Software Is
Written by MSP Outpost.
In Short
Print management software replaces print servers, handles printer drivers, releases jobs only when the user is at the printer, and tracks who prints what. It is different from managed print services, which is the dealer supplying, servicing and billing for the machines themselves. Many MSPs never touch it; it matters for clients where printing is a big part of the day.
What It Does
- Driver deployment. Pushes the right printers and drivers to each user without a print server.
- Secure release. Holds a job until the user signs in at the printer, so documents are not left in the tray.
- Usage tracking. Records pages by user, department and printer, for cost control or charging back.
- Fleet monitoring. Watches toner levels and faults across printers, and can reorder supplies.
- Mobile printing. Lets staff and guests print from phones and laptops that are not on the domain.
When You Need One
You almost certainly do not need it. Printer problems at a small client are usually fixed without a platform.
Worth it if you take on clients with many printers or multiple offices, or want to remove the last print server. Most MSPs at this size still manage without it.
Useful when you support sectors that print heavily, such as schools, healthcare or legal. Decide whether you own printing or leave it to the client's print dealer.
What to Look For
Must Have
- Serverless Printing
- Driver Management
- Secure Print Release
- Usage Reporting
- Directory Integration
Worth Having
- Toner Monitoring
- Mobile and Guest Printing
- Badge Sign-In at Printer
- Multi-Tenant Console
How It Is Priced
Print management is often quote only, and otherwise priced per user or per printer, usually monthly or annually. Watch for minimum user counts, separate charges for secure release or badge readers, and hardware from the printer maker that some features depend on.
Switching
Leaving means redeploying printers and drivers to every machine, and re-registering badges and release stations. It is a project per client, not a flip of a switch. Before you sign, check which printer models are supported and whether any features need hardware you would have to replace.
Questions to Ask a Vendor
- Which printer makes and models are fully supported, and which only partly?
- Does secure release need extra hardware or a license per printer?
- Can I manage every client from one console?
- Is it priced per user, per printer or per site, and what is the minimum?
- What happens to printing if your cloud service is down?
- How do I export usage history if the client or I leave?
