In short: Cloud print management software replaces on-premises print servers with a cloud service that deploys printers and drivers automatically, lets people print from any device, and can hold jobs until the user releases them at the printer. Products such as Printix are licensed per user or by printer, depending on the plan.
What is cloud print management?
Print servers are one of the last pieces of on-premises infrastructure many organisations keep. They need patching, they are a known security risk, and they make printing awkward for hybrid staff and visitors.
Cloud print management removes them. A lightweight client on each device talks to the cloud service, which handles queues and drivers and sends jobs to the right printer. Typical features include:
- Automatic printer deployment based on location or group, with drivers installed for the user
- Print from anywhere, including Windows, Mac, Chromebooks and mobile devices
- Secure print release (sometimes called follow-me printing): jobs wait until the user authenticates at the printer, by card, code or mobile app
- Reporting on volumes and costs by user or department
- Guest printing for visitors without installing anything
Printix, part of Tungsten Automation (formerly Kofax), is one widely used serverless option that works with most network printer brands.
Removing print servers also closes a long-standing security gap. Print spooler vulnerabilities have been widely exploited, and old printer drivers installed with admin rights are a common weakness. A cloud service that manages drivers and queues centrally reduces that exposure and the patching that goes with it, and secure release means confidential documents are not left on the output tray for anyone to pick up. For many organisations, that matters as much as the convenience.
Print management: vendors and products we supply
- Printix: Serverless cloud print management with secure release, per active user.
- Printix Cloud Print Management: Serverless printing, secure release and scanning, per active user.
What to look for
- Printer compatibility with your current fleet
- Identity integration with Microsoft Entra ID, Google Workspace or Okta
- Secure release options that suit your printers and staff
- Offline resilience: what happens if the internet connection drops
- Reporting and rules, such as defaulting to mono or duplex
- Mobile and guest printing if needed
- Cost allocation: reporting by department or project if you recharge printing internally or to clients
- Scan workflows on supported devices, sending scans to cloud storage or email securely
How print management is licensed
Print management licensing differs between vendors and plans: some charge per user, some per printer, and some by a combination. Secure release, advanced reporting and premium integrations may be higher tiers. Terms are commonly annual with monthly options from some vendors. We check your user and printer numbers to find the most economical model.
If you have a managed print contract for your printers, check how cloud print management fits with it: some print contracts include software, and some printers need specific firmware or an embedded app to support secure release.
How to choose
- List your printers, locations and how people print today.
- Decide whether you need secure release for confidential documents.
- Check identity integration and how users will authenticate at the printer.
- Plan the removal of print servers and old drivers.
- Pilot with one site or department first.
- Use reporting after go-live to review print volumes and set sensible defaults, such as duplex and mono printing.
How we help
We supply print management licences on your Forever Systems account, set up printer deployment and secure release, and help retire old print servers. Contact us and ask us for a quote.
How Forever Systems supplies your software licences
Forever Systems Ltd supplies business software subscriptions to UK organisations from one account, with one monthly invoice and a UK team who know the products.
- The right edition first time: we check what you need before you buy, so you are not paying for features you will never use
- Monthly or annual terms where the vendor offers them, and help timing renewals and commitments
- Licence changes handled for you: add or remove users, upgrade editions and true-up without starting a new contract
- Deployment and support from engineers who run these products every day, not just a reseller account
- Consolidated billing and renewal reminders so nothing lapses unexpectedly
We work with businesses, schools, charities and public sector organisations of all sizes.
Need a licence quote or a second opinion on your renewal?
Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.
Contact usFrequently asked questions
What is serverless printing?
Printing managed by a cloud service rather than an on-premises print server. Devices send jobs via the cloud service's client, which handles queues, drivers and printer selection.
What is secure print release?
Jobs are held until the user authenticates at the printer, with a card, PIN or mobile app, so confidential documents are not left in the output tray.
Does cloud print management work with our existing printers?
Most products support network printers from the major brands. We check compatibility with your fleet before you commit.