Why Are You Still Managing Guest Printing?

We all know the scene: a guest, contractor, or remote employee strolls into the office with a laptop in hand, eager to print a document “real quick.” Without a dedicated guest printing solution, they face a frustrating dilemma: depend on another employee to print for them or ask IT for network access and deal with cumbersome software installations. It's a situation no one enjoys navigating and usually ends in frustration or wasted time.

But what if guest printing could be as simple as a few clicks? No software to install, no drivers to download, and no more frantic calls to IT when things go awry. Whether a visitor walks in with a laptop, mobile device, or Chromebook, they still expect a friction-free guest print process. Guest printing allows someone to print to a device on your network without the security risk of letting that person on the network.

Vasion Web Print is a straightforward, user-friendly web-based solution designed to simplify printing for guests and unmanaged users, but it's really for IT teams. With Web Print, users can print directly from any web browser, removing the need for additional software or IT intervention. By empowering guests to take printing into their own hands, IT can focus on more critical tasks at hand—or maybe even squeeze in a break.

Implementing Web Print is a straightforward and user-friendly process. Once activated, your organization will receive a unique URL to access the Web Print portal. Companies can share this link with guests via QR codes, signage near the printer, or directly from staff members.

Here's how simple it is:

1. Guests navigate to your company’s web portal link on their device (e.g., www.yourcompany.printercloud.com/webprint).

2. They enter their email address and upload their document.

3. A print preview appears, allowing guests to adjust formatting or settings (as configured by IT) and select a printer from a dropdown menu.

4. Finally, they can choose to print immediately or receive an email with release instructions. IT administrators can choose to force all print jobs to be held for secure release or print immediately. 

Web Print leverages Vasion’s Off-Network Cloud Printing technology, keeping the print job in the cloud until the guest releases it. Guests can release their print jobs through the Control Panel Application by entering a release code sent to their email. This secure process eliminates the need for software downloads and access to the network—just an email and the web portal link.

As part of the Advanced Security Add-on, Web Print complements other cutting-edge security features to ensure that sensitive data is protected at every step of the printing process, all within a Zero Trust environment. 

Key benefits include:

• Self-Service Guest Printing: All guests need is their device, an email address, and a link to your web portal. From there, they can effortlessly upload their files, print, and release documents straight from any web browser, freeing IT from the burden of guest support.

• Secure Release Printing: To protect sensitive information, guests can hold their print jobs in the cloud and securely release them at the printer using a unique code sent via email. This ensures that only authorized individuals can access their documents. 

• Email to Print: While Web Print is a comprehensive solution for guest printing, Vasion also offers Direct Email Printing. This method allows guests to send print jobs via email to a designated printer without installing additional software. 

• Complete Print Settings Control: IT administrators can maintain full control over guest printing settings to ensure they align with their company policies and resources. Configure options to include color, paper size, and daily print limits. Admins can set print quotas to curb overuse without hurting the guest experience.

• 100% Agnostic BYOD Compatibility: With its web browser-based approach, Web Print works seamlessly across all operating systems and devices. 

• Scalable Infrastructure: Built on Vasion’s cloud-native SaaS solution, Web Print effortlessly scales and supports multiple locations without the need for extra hardware or additional IT involvement.

• Guest User Reporting: Through Vasion’s reporting tools, IT teams can monitor their guest printing activities for better accountability and resource management. 

Vasion is committed to implementing the highest security standards to reduce IT burden without compromising an empowered and user-friendly printing experience.