Changing User and Admin Email Domains in PaperCut Hive

Overview When your organization changes email domains (for example, janeway@old-company.com becomes janeway@new-company.com), PaperCut Hive does not currently support an automated or live update for the renaming of existing accounts to account for a domain change. A backend token is tied to the original email/domain, so accounts must be re-created. Instead, you must: Create new admin and user accounts on the new domain via invitations. Have users uninstall/reinstall their Hive clients/apps and re-link to the new accounts. Optionally, remove the old accounts in Hive once you’ve confirmed everything is working. Note: Existing job and activity history will remain associated with the old email addresses and IDs; it is not migrated or merged into the new accounts. Step 1 – Update administrator accounts Sign in to the Hive admin portal using an existing admin account on the old domain (for example, janeway@old-company.com). Go to Settings: From the Hive admin landing page, click the down arrow next to your email in the top-right corner. Click Settings. In the Administrators section, click Invite admin. Enter the new-domain admin email (for example, janeway@new-company.com) and send the invite. From the new-domain mailbox, open the invite and complete the sign-up process. Log in and out of Hive a couple of times with the new admin account to confirm full access. Optionally: Remove old admin account To remove the old account once the new admin is confirmed working: While logged in as the new admin (for example, janeway@new-company.com), go back to Settings → Administrators. Click the three dots next to the old admin account (for example, janeway@old-company.com) and choose Remove. Do not attempt to delete an admin account while logged in as that same account. Step 2 – Create user accounts for the new domain As a Hive admin on the new domain: Go to the Users section in the Hive admin portal. Invite users at their new email address: Send individual invites, or Use the Multiple emails tab to paste a list of new email addresses, or If you use Azure AD or Google Workspace, configure/import users via the Add-ons page, or Use the Bulk Import CSV For detailed user management steps, see the Hive user management documentation linked from the admin portal. Step 3 – User actions on their devices Each user with a new-domain account should: Open the invite sent to their new email address (for example, picard@new-company.com) and complete the sign-up process and client linking as if they were a new user. On their Windows/macOS computer: Uninstall the existing Hive Edge Node print & user client. Follow the new invite to install and link the client to the new-domain account. If they use the Android/iOS app: Uninstall the existing app. Reinstall it and link it using the QR code or link from the new invite. If they use Chromebooks: Remove the Hive extension from “Force installation” in Google Workspace. Refresh device policies so the extension is removed. Re-add the extension to “Force installation”. Refresh device policies again so the extension is installed. Use the “Get Started” email for the new-domain account to link the extension to Hive. Step 4 – Testing Before cleaning up old accounts: Have users with the new email domain, login to HIVE and print/release a job. In the Hive admin portal, confirm that: Jobs appear in the Job Log under the new email addresses. Tracking and behavior look correct. Step 5 – Clean up old accounts Once you’ve confirmed everything works with the new domain: In the Hive admin portal, go to Users. For each old-domain user account, click the three dots and choose Remove. There is currently no bulk delete, so this is a manual, per-user action. Removing old accounts: Does not delete or change historical job data. Leaves historical jobs and activity logs associated with the old email/ID. Reminder about Auto-Approval If using Easy Print & Scan > Team Signup, remember to add the new domain (i.e., @new-company.com) to the Auto-approve list so new requests are handled correctly.