Single Sign-On at the MFP: One Login, Full Access

Every morning, the same scene: an employee stands at the MFP typing in a password. Then manually selects the scan folder. For the next print job, another login. At the device on a different floor, it all starts again. This daily ritual does not just waste time — it is also a security risk, because password fatigue leads to weak passwords and sticky notes on monitors.

Single Sign-On (SSO) at the MFP solves this problem: one badge tap, and the device automatically loads the employee's personal settings. No password, no manual configuration, no waiting.

The Problem: Separate Logins Cost Time and Security

Why password fatigue at the MFP is an underestimated risk

In many organisations, every interaction with the MFP requires a separate login. Print? Log in. Scan? Log in. Copy? Log in. At a different device? Log in again. The consequences are predictable:

Password fatigue: Employees choose simple, easy-to-guess passwords or reuse the same password across all systems
Sticky notes with passwords: Credentials are written on monitors, under keyboards or directly on the MFP
Shared accounts: The department uses a single login — individual access is untraceable
Time loss: On average 30 seconds per login, 10 times a day = 5 minutes per employee
Frustration: Employees bypass authentication by leaving devices permanently logged in

The maths: 50 employees with 10 MFP interactions per day and 30 seconds login time = 250 minutes of lost working time per day. That is over 1,000 hours per year — equivalent to more than half a full-time employee.

The Solution: SSO via Badge at the MFP

One badge tap, all functions — with Active Directory as the backbone

Single Sign-On at the MFP works remarkably simply: the employee taps their NFC badge on the card reader at the MFP. The system identifies the user via Active Directory and automatically loads:

Personal scan profiles: Predefined scan destinations (personal folder, department folder, DMS) are loaded
Pending print jobs: All print jobs sent from the PC are immediately available for collection (pull printing)
Personal address book: Scan-to-email with predefined recipients
User preferences: Preferred scan resolution, colour mode, file format
Permissions: Only the functions assigned to the user (e.g. colour printing only for marketing)

Active Directory as Central User Management

Active Directory is the backbone of SSO at the MFP. All user accounts, group memberships and permissions are managed centrally. When a new employee joins, a single AD entry is sufficient — MFP access is configured automatically. When an employee leaves, the AD account is deactivated, and MFP access is revoked immediately.

Location-Independent Printing

A particular advantage of SSO with pull printing: print jobs follow the user, not the device. An employee can send a print job from their PC and collect it at any MFP in the organisation — on the ground floor, the third floor or at a branch office. The badge identifies the user, and the print jobs are released at the local device.

Benefits at a Glance

Time savings, security and user-friendliness in a single solution

Time Savings

Each MFP login takes less than one second instead of 30 seconds. With 10 interactions per day, that saves around 5 minutes per employee — over 20 hours per year. Multiplied by the number of employees, this represents a substantial productivity gain.

Security

No shared passwords, no sticky notes, no permanently logged-in devices. Every access is individually traceable. The audit trail documents who printed, scanned or copied what and when. Devices automatically log out after inactivity.

User-Friendliness

Employees do not need to remember passwords or configure settings. Tap badge, done. Personal settings are instantly available — regardless of which device they log in to.

Cost Reduction

Pull printing eliminates uncollected print jobs. Print policies automatically enforce duplex printing and monochrome output. Central management via Active Directory reduces IT effort for user maintenance and password resets.

Experience SSO at the MFP in Action

Docuflair Access Control provides Single Sign-On via badge with Active Directory integration. In a free demo, we will show you how SSO boosts productivity and enhances security.

Request Free Demo Discover Access Control

Frequently Asked Questions

Answers to the most important questions about Single Sign-On at the MFP

What is Single Sign-On at the MFP?

Single Sign-On (SSO) at the MFP means that an employee authenticates once via badge or card at the multifunction device and immediately gains access to all permitted functions — personal scan profiles, pending print jobs, address books and scan destinations. No separate login is required for each function.

How much time does SSO save per employee at the MFP?

On average, SSO saves approximately 30 seconds per MFP login. With 10 device interactions per day, that amounts to around 5 minutes per employee — or over 20 hours per year. For 50 employees, this adds up to over 1,000 saved working hours annually.

Does MFP SSO work with Active Directory?

Yes, Docuflair Access Control integrates seamlessly with Microsoft Active Directory. User accounts, group memberships and permissions are synchronised automatically. When an employee taps their badge at the MFP, the system identifies the user via AD and loads the corresponding profiles and permissions.