Preparing to transition from PaperCut MF or NG to PaperCut Hive or Pocket

This guide is for customers and partners planning a move from PaperCut NG/MF to PaperCut Pocket/Hive. It covers expectations, key questions to ask, and considerations for licensing, user experience, rollout strategy, and reporting.

1. Set customer expectations for different products

PaperCut NG/MF and PaperCut Pocket/Hive are separate solutions with different architectures and feature sets. This change is a migration, not an in-place upgrade.

Architecture differences between PaperCut NG/MF and PaperCut Hive and Pocket

• PaperCut NG/MF: Server-centric — has an Application Server, Print Provider, and Site Servers.
• PaperCut Pocket/Hive: Cloud Delivery — uses an Edge Mesh on workstations and/or local nodes, with no traditional print server required.

Important: Network readiness and architecture

Before progressing, validate that the environment’s network topology, firewall rules, and security policies support Edge Mesh communication. Review the Firewall and networking requirements page, which covers the required ports, URLs, and a visual network diagram for PaperCut Pocket/Hive. For broader architecture guidance, PaperCut also publishes a detailed architecture article via the PaperCut Partner Portal; talk to your PaperCut reseller or partner.

Important: Data migration limitations

PaperCut NG/MF and PaperCut Hive/Pocket do not share databases. While user attributes such as card numbers, PINs, and balances can be imported, historical print logs and reports do not migrate into PaperCut Hive/Pocket.

Ensure you export all necessary compliance and auditing reports from PaperCut NG/MF before decommissioning. For current reporting capabilities, refer to section 13. Reporting and historical data in this article for more details.

Planning questions to ask before starting a PaperCut NG/MF to PaperCut Hive/Pocket migration

• Which PaperCut NG/MF features are non-negotiable for your organization (for example: quotas, group-based rules, specific scan workflows)?
• Are you ready to adopt cloud-first workflows — cloud identity, cloud storage for scanning, mobile/BYOD printing?
• Do you understand that PaperCut NG/MF and PaperCut Hive/Pocket do not share databases or configuration and must be managed separately?
• Does your environment use Virtual Desktop Infrastructure (VDI)? PaperCut Hive/Pocket currently supports persistent, single-session VDI only. Multi-session and non-persistent VDI environments are not supported. Confirm your VDI type before proceeding.
• Has your organization enabled, or is it planning to enable, Windows Protected Print (WPP)? Confirm compatibility before proceeding.

Because PaperCut Hive/Pocket updates continuously, the best way to assess whether your required features are available today — or coming soon — is to review the resources in Section 2 below before starting your migration planning.

2. Check feature availability before you commit

Rather than relying on a static feature comparison (which can quickly become outdated), use these live resources to assess whether PaperCut Hive/Pocket fits your workflows at the time you are planning:

• MF and Hive feature comparison: a side-by-side overview of features available across PaperCut NG/MF and PaperCut Hive/Pocket, updated as products evolve.
• What’s new in PaperCut Hive/Pocket the latest released features, updated with every release.
• PaperCut Hive/Pocket Help Center: full product documentation, FAQs, and technical detail.
• PaperCut Hive Roadmap: features released recently and those coming in the next 90 days. This resource is available to PaperCut resellers and partners via the PaperCut Partner Portal. Talk to your reseller or PaperCut partner for the latest roadmap information.
• Your Questions Answered: a regularly updated set of answers to the most common questions raised by customers and partners during migration planning. This resource is available to PaperCut resellers and partners via the PaperCut Partner Portal. Talk to your reseller or PaperCut partner for access to this resource.
  

3. Network readiness and architecture

PaperCut Hive/Pocket offers several resilience models, each with different trade-offs around bandwidth, redundancy, and internet dependency.

At a high level, options range from fully local print job delivery (jobs never leave the network) through to full Cloud Delivery (jobs processed and delivered entirely via the PaperCut Cloud). There are also hybrid options in between that combine local edge node delivery with cloud replication for redundancy.

Discuss network readiness and architecture with your network team

Find out details for each of the following points:

• Your WAN and branch topology, and any ZTNA or network segmentation policies in place.
• Whether you prefer print jobs to stay local, or are comfortable with cloud replication.
• Bandwidth availability across your sites.
• Whether any locations have unreliable or intermittent internet connectivity - this affects which architecture options are appropriate.
  

For a full explanation of the available architecture options and their trade-offs, refer to the Hive Help Center. PaperCut also publishes a detailed article via the PaperCut Partner Portal covering Zero Trust architecture and how PaperCut Hive/Pocket is evolving to support network client isolation and other security models ask your PaperCut reseller or partner for access.

4. Licensing considerations

 

Licensing decisions must be made early and shape your migration timeline. There are two supported paths to move from PaperCut MF to PaperCut Hive.

Prerequisites

Before any conversion can take place, check the following:

• The PaperCut MF license must have active Maintenance and Support (M&S)
• A minimum of 12 months remaining M&S is required to convert at no charge.
• If your remaining M&S is less than 12 months, you can top up M&S before converting. This is a common approach to maximize the value carried across into the PaperCut Hive subscription.

Path 1: Converting from PaperCut MF directly to PaperCut Hive

Customers with active M&S can convert their PaperCut MF perpetual license directly to a PaperCut Hive subscription. Remaining M&S terms may carry over depending on current transition programs. Reach out to your PaperCut Partner or Authorized Solutions Center (ASC) to verify current program availability, promotional credits, and terms.

Key points about what happens to a PaperCut MF license after converting to PaperCut Hive

• The PaperCut MF license is revoked you cannot renew it, add devices to it, or install it on new servers.
• The existing installed PaperCut MF instance continues to function for the remainder of its current M&S term, giving you a natural transition window.
• Any purchased entitlements (for example: device counts) roll over to their PaperCut Hive equivalents.
• Add-ons that are included at no charge under the PaperCut Hive subscription do not receive a credit.
• Any PaperCut MF features or add-ons that are unsupported in PaperCut Hive are lost during conversion.

Path 2: Converting from PaperCut MF to PaperCut MF Subscription (MFS), then to PaperCut Hive

An alternative is to first convert your PaperCut MF perpetual license to a PaperCut MF Subscription (MFS), and then convert from MFS to PaperCut Hive. This can suit customers who want to move to subscription billing first and migrate to PaperCut Hive as a separate step.

Note that conversion from MFS to PaperCut Hive follows the same eligibility requirements a minimum of 12 months remaining term is required to convert at no charge. If PaperCut Hive does not yet meet all of your requirements, moving to MFS first keeps you on a subscription model and simplifies the commercial migration to PaperCut Hive when the features you need become available.

Running both products in parallel

If a full cutover is not possible immediately, be aware of the following:

• A no-charge transition period of up to 120 days can be accommodated for gradual MFS-to-PaperCut Hive migration. Talk to your partner.
• For PaperCut MF perpetual to PaperCut Hive, there is no built-in transition period - the PaperCut MF license is revoked upon conversion, though the existing installed instance continues to run as described above.
  

5. User management and identity integration

PaperCut Hive/Pocket is designed to work with modern, cloud-based identity providers (IdPs).

• PaperCut Hive/Pocket supports provisioning and authentication via a range of cloud identity providers. For the current list of supported IdPs, refer to the Hive user management and onboarding page.
• PaperCut Hive/Pocket provisions users based on their IdP identity (for example: Entra UPN).
• If PaperCut NG/MF currently uses username aliases or on-premises directory sync, plan how those identities map into the cloud IdP model before migration.

User management and identity questions to ask

Find out the following:

• Which IdP does PaperCut Hive/Pocket connect to?
• Are all printing users present and licensed in that IdP?
• Are there any username or alias workarounds in PaperCut NG/MF that need to be resolved first?

Migrate user data: card numbers, access codes, and balances

A common concern when moving from PaperCut MF to PaperCut Hive/Pocket is losing user-specific data - particularly the card or fob numbers users tap at the device to release jobs [Hive only]. PaperCut Hive includes a built-in User Data Import tool that directly addresses this.

You can export your existing user list from the PaperCut MF Application Server and import it directly into PaperCut Hive. The import supports card numbers, access codes, user balances, and other user attributes. For the full and current list of supported fields, refer to the User Data Import documentation.

This means users arrive at a PaperCut Hive managed device on day one and release jobs using the same card or fob they used in PaperCut MF - no re-enrolment required.

Best practices for the user import

• Run a test import first (a dry run that checks for errors without making changes).
• Export a baseline user list before making changes so you have a record.
• Test with a small sample (for example: 10 users) before running a large import.

Note that the import cannot be undone once started, so preparation matters.

If you are using an ongoing IdP sync, be aware that IdP data overrides imported CSV data on the next sync cycle.

6. Workstation deployment and print queues

PaperCut Hive/Pocket relies on a client being installed on user devices.

A common technical conflict during PaperCut NG/MF-to-PaperCut Hive/Pocket migrations arises when a workstation has a PaperCut client component from the PaperCut NG/MF environment (such as the Print Deploy Client or Direct Print Monitor) still installed. Both the PaperCut NG/MF and PaperCut Hive/Pocket components rely on the same underlying Print Provider, and only one runs correctly at a time. This conflict causes print jobs to fail or print queues to pause.

This conflict is a particularly common issue in organizations where the PaperCut NG/MF environment has been decommissioned, but the client was never removed from workstations.

Before deploying the PaperCut Hive/Pocket client

Audit workstations for any existing PaperCut NG/MF client components and remove them using your standard uninstall process. Restart the workstation before deploying the PaperCut Hive/Pocket client. For large environments, consider scripting the removal as part of your MDM deployment workflow. For current guidance, refer to Bulk deploying edge node software to managed users’ devices.

Co-existence with PaperCut NG/MF queues

Where workstations only connect to PaperCut NG/MF via server-hosted shared queues (no local PaperCut NG/MF client installed), the PaperCut Hive/Pocket client can be pre-deployed alongside existing PaperCut MF queues and queues cut over later.

Having both PaperCut NG/MF and PaperCut Hive/Pocket queues visible on a workstation during transition is technically possible  it becomes a user education issue (which queue to use for which device).

How PaperCut Hive/Pocket creates print queues

When the PaperCut Hive/Pocket client is installed on a computer, it automatically creates a single, global print queue. This is a key difference from the typical PaperCut NG/MF experience, where users often select from a list of specific named queues for different devices or departments.

In PaperCut Hive/Pocket, users send all jobs to this single queue and release them at whichever device they walk up to. This single queue significantly simplifies the end-user printing experience - but it is a change in workflow that users need to be prepared for. Make sure your training and communications clearly explain this before go-live.

Deployment tools and strategy

• Supported MDMs: PaperCut Hive/Pocket supports bulk deployment via major MDM tools, including a free, dedicated Microsoft Intune add-on.
• Co-existence Strategy: You can pre-deploy the PaperCut Hive/Pocket client alongside existing PaperCut NG/MF queues, allowing you to cut over the queues later without touching the workstation twice.
• Guidance: For step-by-step configuration policies and scripts, always refer to the latest Implementation Playbook.

Workstation deployment and print queues planning questions

Find out the following:

• Which deployment tool do you use?
• Have you audited workstations for conflicting PaperCut NG/MF client components ahead of deployment?
• Will you pre-deploy the PaperCut Hive/Pocket client while PaperCut NG/MF queues still exist, then remove PaperCut NG/MF queues at cutover?
• Or will you remove PaperCut NG/MF queues first, then deploy PaperCut Hive/Pocket?

7. Multifunction devices (MFDs)

PaperCut MF and PaperCut Hive cannot run on the same device at the same time. You must remove the PaperCut MF embedded app from a device before enabling the PaperCut Hive embedded app on it.

PaperCut MF and PaperCut Hive are entirely separate platforms - no shared database, no shared configuration, no cross-release of jobs. Jobs sent to PaperCut MF queues only release on PaperCut MF-managed devices; jobs sent to PaperCut Hive queues only release on PaperCut Hive-managed devices.

Multifunction devices: questions to ask

Find out the following:

• Which devices move first, and which remain on PaperCut MF during the transition?
• Are there any devices that need to stay on PaperCut MF while you wait for a specific feature or device support to arrive in PaperCut Hive?

For the current list of supported MFD brands and models, refer to the Hive supported devices page, which is updated as new device support is added.

8. Proof of Concept (PoC)

A proof of concept is strongly recommended before a full migration

Why? PaperCut NG/MF to PaperCut Hive/Pocket is a migration, not an upgrade. A PoC lets you validate PaperCut Hive or Pocket in your specific environment — network, IdP, devices, and user workflows — before committing.

Before starting your PoC, run the PaperCut Hive and Pocket Compatibility Tool across all networks and locations to confirm that minimum connectivity and firewall requirements are met. This tool checks whether firewalls allow traffic to the PaperCut Cloud and whether local ports required for client communication are open.

Typical proof of concept scope

• One site or department with a representative mix of users and devices.
• Validate IdP integration and user provisioning.
• Validate edge node connectivity across your network topology (VLANs, WAN links, ZTNA policies).
• Confirm print and release performance meets user expectations.
• Test all anticipated use cases - including any scan workflows - before expanding the rollout.

Use PoC feedback to refine user communications, identify any required network or firewall changes, and plan rollout sequencing.

Proof of concept planning questions

Find out the following:

• Have you run the Compatibility Tool on all networks and locations?
• Have you tested on all device brands present in your fleet, not just one?
• Have you validated that all locations have stable, uninterrupted internet access during working hours?

9. Rollout strategies

There are three recognized rollout strategies when moving from PaperCut NG/MF to PaperCut Hive/Pocket.

Site-by-site (recommended)

Migrate one physical location at a time. Low risk - allows feedback and troubleshooting before moving on. Well-suited to organizations with multiple offices or campuses.

Printer-by-printer

Individual devices migrate to PaperCut Hive/Pocket while both PaperCut NG/MF and PaperCut Hive/Pocket queues remain available. Maximum flexibility, but requires clear communication so users know which queue to use for which device.

All-at-once

A single, coordinated cutover of all users and devices. Higher risk; best for smaller organizations or where there is a hard deadline (for example: decommissioning legacy infrastructure).

What to consider when choosing a rollout strategy

• Organization size and complexity.
• Whether staff roam between sites - transient users need careful sequencing.
• Appetite for change and tolerance for disruption.
• Whether any devices or user groups need to remain on PaperCut NG/MF temporarily while waiting for specific PaperCut Hive/Pocket features or device support.

10. Cutover and downtime planning

During the transition window, there are periods where:

• PaperCut NG/MF queues are removed or disabled on workstations.
• Devices are un-embedded from PaperCut MF and embedded into PaperCut Hive.

Cutover and downtime best practices

• Schedule device cutover activities after hours or over a weekend to minimize user impact.
• For staged rollouts, keep PaperCut NG/MF fully operational for unaffected sites while transitioning others.
• Communicate clearly to users when printing or secure release is temporarily unavailable.
• Establish a strict cutover plan - document the exact method and timing for removing legacy direct-IP print queues or legacy print server queues via Group Policy (GPO) or MDM before PaperCut Hive/Pocket goes live. Refer to the PaperCut Hive/Pocket Implementation Playbook.

Cutover and downtime planning questions

Find out the following:

• Who is responsible for removing PaperCut MF embedded apps from devices at cutover?
• Who is responsible for removing or redirecting PaperCut NG/MF print queues from workstations?
• How do you handle devices or users that are missed during the cutover window?

11. Rollback planning

Plan a rollback approach before you start. At a minimum, document:

• Original PaperCut NG/MF print queues and their mappings.
• Device embedded configurations in PaperCut MF.

This documentation ensures that if a critical issue is found during early PaperCut Hive/Pocket rollout, you can re-enable PaperCut NG/MF queues and re-deploy PaperCut MF embedded apps to devices while you resolve the issue.

Rollback planning questions

• Have you documented your current PaperCut NG/MF queue structure and device configurations before beginning?
• Do you have a defined decision point, for example, a specific issue type or severity, that triggers a rollback?
• Who has the authority to make the call to roll back, and who executes it?

12. Staff training and communications

The technology is only half the challenge — user adoption is the other.

Recommended actions for staff training and communications

We recommend that you perform the following actions:

Staff training and communications planning questions

• Who owns the internal communications plan for the migration?
• How do you support users who are less confident with technology changes?
• What support channel do users contact if printing stops working for them on day one?

13. Reporting and historical data

PaperCut NG/MF and PaperCut Hive/Pocket do not share a database; PaperCut NG/MF reports and print history do not automatically migrate into PaperCut Hive/Pocket.

Before decommissioning your PaperCut NG/MF server

Perform the following tasks:

• Export key PaperCut NG/MF reports for historical reference (for example: user/device usage summaries, environmental impact data).
• Decide how long the PaperCut NG/MF server is retained in a read-only state for audit or reporting purposes.
• Check whether any compliance, audit, or contractual obligations require you to retain historical print data for a defined period, and ensure that obligation is met before the PaperCut NG/MF environment is switched off.

Reporting in PaperCut Hive/Pocket

PaperCut Hive/Pocket’s reporting capabilities are actively growing. Reports run against current data in the PaperCut Hive/Pocket organization and are effectively near real-time. For the most current picture of what reports are available, and what is coming, check the Hive/Pocket reporting features and latest release notes.

PaperCut Hive/Pocket’s reporting planning questions

Find out the following:

• Which PaperCut NG/MF reports does your organization rely on, and are equivalent reports available in PaperCut Hive/Pocket today?
• Are there compliance or audit requirements that dictate how long print history must be retained?
• Who is responsible for exporting and archiving PaperCut NG/MF historical data before decommissioning?

14. Stay up to date

Because PaperCut Hive/Pocket and Pocket evolve continuously, bookmark these resources and check them regularly - especially before making migration decisions:

• Hive release notes: Every change, fix, and new feature by release date.

• Hive Help Center: Full product documentation.

• Implementation Playbook: Partner guidance on key deployment decisions.

• PaperCut Hive Home Page: PaperCut Hive product home page

• MF and Hive feature comparison: A side-by-side overview of features available across PaperCut NG/MF and PaperCut Hive, updated as products evolve.

• Hive roadmap: Recent releases and features coming in the next 90 days, via the PaperCut Partner Portal, talk to your PaperCut reseller or partner