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Apply for a license exception or variation

PaperCut’s user license is based on the number of user accounts stored in its database. In some cases, an organization’s domain/network may contain a number of inactive or inappropriate user accounts. This is a common situation in higher-education. By default, PaperCut will factor in all accounts when calculating and verifying its license. If the user count cannot be reduced using the technical/procedural methods outlined below, the organization can apply for an exception. This means that the organization will be issued a special license that covers all users under the condition that the active user count remains below the official license limit. Active print users are defined as follows:

If you want to "clean" your system and/or delete users you have that they will not use the system now, you can use one of the methods described below.

IMPORTANT NOTE: Before you execute any of this methods, we first recommend taking a backup of the important user data, by performing a backup under Options → Backups → Backup Now.

Method 1:

You can delete inactive or unused user accounts of the network, if you’ll be able to access to the Groups → Bulk user actions...


PaperCut Menu

and select the users whose last activity was "Never".


User selection criterion

At the end of the page select [ ] Delete users, click OK.


Action to execute

Method 2:

Some accounts may not be used by real users. They may exist for other reasons such as:

In this situation we recommend instructing PaperCut to import a sub-set users from a network domain group rather then the whole user list. To do this:

  1. Create a new group called PaperCut Users (note: this can be any name and in fact you may already have a suitable group.). This is done as the domain or Active Directory level using the appropriate user/group management tools.
  2. Add the real user accounts that need to be listed in PaperCut to this group. Tip: If you’re using Active Directory you can make use of nested groups. For example, in a school you may choose to add the Student and Staff groups as nested groups.
  3. Instruct PaperCut to import users from this group only by selecting the Import users from group:. You will find the option under Options → User/Group Sync. Note: We recommend performing a Test operation prior to the final sync.
  4. Set permissions on the printers monitored by PaperCut so only the users in the selected group have print access. This will ensure that accidental use of printers by other users (or inappropriate accounts) are not re-added back in PaperCut.

If you’ll be able to access to the Options → User/Group Sync section you can modify user sync settings to do not import users overnight and instead just add users “on demand”


PaperCut Menu


Syncronization Options

Method 3:

If you have a list of users that can’t be removed from the system, it is possible to remove these users in PaperCut using a script utilizing server-command .Here is an example Windows batch file:

file: delete-old-users.bat

cd c:\Program Files\PaperCut NG\server\bin\win
server-command delete-existing-user chris
server-command delete-existing-user matt
server-command delete-existing-user tom
server-command delete-existing-user christine

This script based approach is useful in a higher-education environment as often deleting the user account from the domain is difficult or maybe against policy. Note that this script has to be run not just once, but again after each sync (e.g. after automated overnight sync) as sync adds all the deleted users from the directory again. It is therefore only an interim solution until the physical account can be removed.


To apply for an exemption, the organization will need to send a written letter, scanned letter on letterhead, or a formal email from an official organization e-mail address (i.e. not from Hotmail!) to sales@ecoprintq.com. The request should contain:

You may apply for an exception either before or after purchasing a license. The preference is to finalize the exception before the purchase is made. That way sales can formally grant the exception and issue you with a special order link and/or a formal quotation.
Please note: License exceptions are a special service for customers with valid Premium Upgrade Assurance (or the Implementation Pack). Please make sure this is purchased/current.

Example for an Educational Organization:


I, Mr Parker, the IT Manager of XYZ University, would like to formally apply for a license exception for PaperCut NG/MF. Our domain contains 25,000 and our organization is currently licensed for 18,000 I would like an extended license to cover all 20,000. The remaining accounts will not print as we have distance education students who rarely attend campus.

We will ensure that the active user count remains below our 20,000 user limit and will notify PaperCut software if our active users exceed our official license limit. We are also happy for PaperCut Software to request a copy of a report or database data to verify our active user count. For your records, I have included a copy of an email from our student records department detailing our current on-campus student count and staff numbers as of this term. This will allow you to verify our 20,000 active user request.




Example for a Business:


I, Mr Parker, the IT Manager of XYZ Company, would like to formally apply for a license exception for PaperCut NG/MF. Our domain contains 25,000 and our organization is currently licensed for 18,000 I would like an extended license to cover all 20,000. The remaining accounts will not print as users are at a different site.

We will ensure that the active user count remains below our 18,000 user limit and will notify PaperCut software if our active users exceed our official license limit. We are also happy for PaperCut Software to request a copy of a report or database data to verify our active user count.




Note: The request should be via email or letter (i.e. not over the ‘phone), and sent by an organization official. It is kept on file in our sales system for copyright licensing reasons.