HP LaserJet Pro - Use the HP Smart Admin Dashboard

HP LaserJet Pro - Use the HP Smart Admin Dashboard

The HP Smart Admin Dashboard is a centralized web portal for printer administrators to manage supported printers, users, solutions, and service subscriptions associated with their business.

The HP Smart Admin Dashboard is available for HP+ and Standard cloud-connected printers.

Click any section below to expand it and view the information that is available for that topic.

Requirements for the HP Smart Admin Dashboard

The following items are required to use the HP Smart Admin Dashboard:

  • At least one cloud-connected/onboarded HP LaserJet Pro 3000/4000 series printer

  • A web browser with access to hpsmart.com/admin

  • An HP ID account with Admin privileges

Access the HP Smart Admin Dashboard

Follow these steps to access the HP Smart Admin Dashboard:

  1. On your computer, open a Web browser and go to hpsmart.com/admin.

  2. Log in using your HP ID account or the account that is connected to the printer that you previously onboarded:

    1. Enter your email address (or username) and click Next.

    2. Enter your password, and then click Sign In.

    3. Select an organization, and then click Continue.

      NOTE:

      Some accounts might be associated with only one organization, but you will still be required to select it.

Home page and navigation

The HP Smart Admin Dashboard Home page is a central hub for monitoring the printers in the organization's account.

The information on the Home page is organized into the following sections:

  • Smart Notifications: Keeps you informed of printer and solution updates, highlighted events, and items that require action or attention. Click an item in the list to view full details.

  • Status: Provides a high-level overview of the number of printers in the organization's account, and a total number of users and their current status (such as "Active" or "Pending").

  • Printers: Lists all of the printers and their current status, such as "Ready to print," "Not connected," or "Needs attention."

  • Usage: Provides usage data from all of the printers in the organization's account, such as total number of pages printed, total pages scanned, total number of faxes sent and received, etc.

  • HP+: Provides a snapshot of the solutions that are being utilized by the printers in the organization's account, including Smart Security and Print Anywhere.

  • HP Smart Pro or HP Smart Advance: View information related to your HP Smart Pro/Advance subscription.

Sidebar menu (Left navigation pane)

To navigate to other pages in the HP Smart Admin Dashboard, use the Sidebar menu in the left navigation pane.

The Sidebar menu includes links to the following pages in the Dashboard:

  • Home: When viewing other pages in the HP Smart Admin Dashboard, click this item to return to the Home page.

  • Printers: View and manage the printers that are associated with the HP account.

  • Users: View and manage the users that are associated with the HP account.

  • HP Instant Ink: View details of the organization's Instant Ink subscription status, usage, billing, shipment, etc.

  • Solutions: View and manage printing solutions and program benefits.

  • Sustainability: View your organization's sustainable impact and find information on how to recycle cartridges.

  • Account: View and manage the settings, preferences, and billing and shipping information for your organization's account.

Manage printers

On the Printers page in the HP Smart Admin Dashboard, you can view essential information about all the printers that are linked to your organization's account, including a printer's connectivity, health, security status, and supplies information.

To access the Printers page in the HP Smart Admin Dashboard, click Printers in the left navigation pane.

To view details for a particular printer, click the printer name in the list of printers.

Access the Printer Details page

Each printer in the organization's account has its own Printer Details page where you can view the printer's status, manage settings, and access details of the printer.

To access the Printer Details page, follow these steps.

  1. In the HP Smart Admin Dashboard, click Printers in the left navigation pane.

  2. On the Printers page, click the name of the printer to open the Printer Details page.

    At the top of the Printer Details page, an image of the printer will be displayed, along with information about the printer's status.

    Below the image of the printer is a navigation pane with tabs that contain various information about the printer.

  3. Click any of the tabs in the navigation pane (as listed below) to view the available information.

    • Overview: This tab contains basic information about the printer, such as the printer's serial number, network information (including the printer's IP address and host name), the firmware version, and Smart Security status.

      This tab also contains a Settings section, with options to set up and manage scan and fax settings (for MFP models only).

    • HP Instant Ink (only available if you have enrolled in an HP Instant Ink subscription): This tab contains information about the Instant Ink plan that your organization is enrolled in, including subscription ID, plan details, billing details, and plan usage data.

    • Solutions: On this tab, you can manage the printing solutions that are available for the printer and learn more about the HP+ program benefits.

    • Additional Settings: On this tab, you can view and manage additional printer settings, including network settings, printer preferences, and security.

Add a new printer to the account

At this time, printers cannot be added to your organization's account from the HP Smart Admin Dashboard.

HP+ printers can only be added to your organization's account during initial printer setup.

To add a printer, follow the instructions in the setup guide that came with the printer.

Some Standard HP printers that have already been set up and not linked to any HP account can be added to your organization's account by initiating the pairing process from the printer's Embedded Web Server (EWS).

To access a printer's EWS, enter the printer's IP address into the address bar in a web browser.

NOTE:

For more information about accessing the printer's EWS, see Advanced configuration with the HP Embedded Web Server (EWS) on HP's support page.

Once in the EWS, navigate to Web Services and look for the Printer Pairing section to start the pairing process.

Change the printer name and/or printer location

Each printer that is associated with the organization's account has a printer name, and in some cases, a printer location, that was assigned during initial printer setup. To change the printer name and/or location details in the HP Smart Admin Dashboard, follow the steps below.

  1. In the HP Smart Admin Dashboard, click Printers in the left navigation pane.

  2. On the Printers page, click the name of the printer for which you want to change the name and/or location.

  3. On the Printer Details page, click the Action drop-down below the image of the printer and select one of the following options:

    • Edit Printer Name: Choose this option to change the printer name.

    • Edit Printer Location: Choose this option to change the printer location.

  4. Enter a new printer name or location (depending on your choice in the previous step) in the text field, and then click Continue to save the entry.

Transfer a printer from a personal HP account

If you currently have a printer associated with a personal HP account, you can transfer that printer to your organization's HP account, if desired. This would allow you to manage the printer from the HP Smart Admin Dashboard.

To perform this action successfully, the following requirements must be met:

  • You must be an administrator of your organization's account.

  • The email address for your personal HP account and your organization's account must be the same.

  • The printer cannot be enrolled in HP Instant Ink.

  • The Print Anywhere feature must not be enabled on the printer.

NOTE:

Any remaining HP+ entitlements (such as free trial periods) that are associated with the printer on a personal HP account will be forfeited when the printer is transferred to an organization's account.

Follow these steps to transfer the printer to the organization's account:

  1. On your computer, open a Web browser and go to HP Smart and sign in to your personal HP account.

  2. In the left navigation pane, click Printers, and then click the name of the printer that you want to transfer.

  3. On the Printer Details page in the "Print Options" area, click Transfer Ownership.

    • If the Transfer Ownership option is not listed, then the printer is enrolled in HP Instant Ink and cannot be transferred until the HP Instant Ink subscription is canceled. To cancel the subscription, contact HP Instant Ink Support.

    • If the Transfer Ownership option is grayed out, it is likely that the Print Anywhere feature is enabled on the printer. You must disable the feature before you can transfer the printer.

  4. When the "Transfer ownership" dialog displays, click the drop-down field and select the organization that you want to transfer the printer to, select the check boxes to agree to the terms, and then click Transfer.

  5. When the "Ownership transfer complete" dialog displays, click Finish.

    NOTE:

    If the transfer is unsuccessful, an "Unable to process transfer request" message will display on the screen.

  6. To confirm that the transfer was successful, go to hpsmart.com/admin and sign in to the Admin Dashboard. On the HP Smart Admin Dashboard Home page, a notification will display indicating that a printer has been transferred to the organization's account.

    The printer can now be managed in the Dashboard with the other printer's in the organization.

Manage users

In the HP Smart Admin Dashboard, you can invite users to access one or more printers in the organization's account.

To view and manage users in the HP Smart Admin Dashboard, click Users in the left navigation pane.

On the Users page, you can invite users, update a user's role, assign particular print solutions to users, and remove users, as needed.

Add a user

Follow these steps to add a user to your organization's account.

  1. In the HP Smart Admin Dashboard, click Users in the left navigation pane.

  2. On the Users page, click Invite.

  3. On the Invite Users page, click the Select Role drop-down and then select one of the following options:

    • Admin: Select this option to invite an additional administrator to the account. Additional administrators will have the same access to (and privileges in) the HP Smart Admin Dashboard as the original administrator. They can manage users and printers in the account on behalf of the organization, access billing and shipping information, and manage paid solutions.

    • User: Select this option to invite users to the account. Users can access and use the printers and associated services, but cannot access the HP Smart Admin Dashboard. Users cannot manage printers or services in the account and do not have access to billing information.

  4. In the Enter email address field, enter the email address(es) for the user(s) or admin(s) that you want to invite to the account, and then click Add.

    An email invitation will be sent to the user(s) with information and instructions on how to join the account.

    NOTE:

    The users and/or admins will show up in the Users list. If a user has not yet accepted the invitation to join the account, their status will show as Pending in the Users list. If the user does not accept the invitation, the invitation will eventually expire and their status will show Expired.

    Resend an invitation

    For users with a status of Pending or Expired, if you want to resend the invitation, follow the steps below.

    1. On the Users page, click the check box next to the name(s) of the user(s) that you want to reinvite.

    2. At the bottom of the page, click the down arrow in the Select Action drop-down field, select Resend Invitation, and then click Continue.

      A new invitation will be sent to the user(s) with information and instructions to join the account.

Remove a user

Follow these steps to remove a user from your organization's account.

  1. In the HP Smart Admin Dashboard, click Users in the left navigation pane.

  2. On the Users page, click the check box next to the name of the user that you want to remove.

    NOTE:

    To remove multiple users at the same time, select the check boxes next to all the users that you want to remove.

  3. At the bottom of the page, click the Select Action drop-down, select Remove User, and then click Continue.

Change a user's role

Every user associated with the organization's account has an assigned role as a user or an admin. The current role of each user is displayed in the Role column on the Users page in the HP Smart Admin Dashboard.

Follow these steps to change the role of a user associated with the account.

  1. In the HP Smart Admin Dashboard, click Users in the left navigation pane.

  2. On the Users page, click the check box next to the name of the user whose role you want to change.

    NOTE:

    To change the roles of multiple users at the same time, select the check boxes next to each name.

  3. At the bottom of the page, click the Select Action drop-down, select Assign Role, and then click Continue.

  4. In the Select Role drop-down, select a role (User or Admin), and then click Confirm.

HP Instant Ink

Instant Ink is a monthly subscription service for automatic ink or toner replenishment. Plans are based on printed pages each month, not the number of cartridges you use.

Instant Ink is convenient and can save you money. Your plan is flexible and can be changed at any time.

HP Instant Ink for Business

The HP Smart Admin Dashboard provides full access to the Instant Ink status of every printer in your organization's HP account.

In addition to monitoring cartridge status and monthly history of pages printed, you can view Instant Ink billing information and manage payment options. You can also take advantage of consolidated billing, giving you a single invoice that includes expenses for multiple printers.

To enroll in and manage an Instant Ink account, click HP Instant Ink from the Sidebar menu (in the left navigation pane).

Solutions

HP offers many printing solutions to make printing and scanning more efficient, provide secure printing environments, and streamline document processing.

To view and manage the solutions available to your organization, such as HP+ and HP Smart Pro, click Solutions from the Sidebar menu (in the left navigation pane).

HP+

HP+ is a smart printing system that is available on select HP+ enabled printers and comes with an extended HP warranty.

Primary features included with HP+ for Small Business are as follows:

  • Smart Security gives you real-time security updates and monitoring to protect a printer from cyber-attacks or data loss.

  • Print Anywhere allows you to print from any location on any device, and keep prints confidential with Private Pickup.

  • HP Smart Pro offers premium app features.

  • Forest First supports protecting ecosystems and for every page printed with HP+, HP plants trees and protects or restores forests.

HP+ printers require an HP account, ongoing internet connection, and use of only Original HP ink or toner for the life of the printer.

To learn more about HP+, visit hp.com/plus.

HP Smart Pro

HP Smart Pro is a tool that helps you digitize, organize, and streamline your most common and repeatable tasks in the HP Smart app.

Primary features include the following:

  • Scan Destinations for Business gives you more cloud destination options to use such as Sharepoint and OneDrive for Business.

  • Advanced Scan has additional features such as manual redaction and password protection for PDFs.

Enable Print Anywhere

Print Anywhere is a feature in the HP Smart app that allows users to send print jobs to a specified supported printer, even when the user is in a remote location. Once an administrator enables Print Anywhere on a printer, users can use this feature from their HP Smart app.

To enable Print Anywhere on a printer that is managed in the HP Smart Admin Dashboard, follow these steps:

  1. In the HP Smart Admin Dashboard, click Printers in the left navigation pane.

  2. On the Printers page, click the name of the printer that you want to enable to Print Anywhere.

  3. On the Printer Details page, click Solutions in the center navigation bar.

  4. Next to the "Print Anywhere" option in the list, click Manage, and then click the option to enable to feature.

Scan and fax settings

HP Smart Pro gives users access to additional features in the HP Smart app, including the ability to create scan destinations with more cloud-destination options and fax capabilities on supported printers.

Set up Scan Destinations

Use the HP Smart Admin Dashboard to set up Scan to Email and Scan to Cloud for supported printers.

  1. In the HP Smart Admin Dashboard, click Printers in the left navigation pane.

  2. On the Printers page, click the name of the printer that that you want to configure for scanning.

  3. On the Printer Details page, scroll down to the Settings section and click the Set Up button next to "Scan to Email" or "Scan to Cloud."

  4. Enter information in the required fields and click Save.

Set up fax

Use the HP Smart Admin Dashboard to set up fax capabilities for supported printers.

  1. In the HP Smart Admin Dashboard, click Printers in the left navigation pane.

  2. On the Printers page, click the name of the printer that you want to configure for faxing.

  3. On the Printer Details page, scroll down to the Settings section and click the Set Up button next to "Fax" to open the Fax Setup Wizard page.

  4. Follow the onscreen instructions and enter information in the required fields, and then click Save.

Manage account settings

To view and manage account settings in the HP Smart Admin Dashboard, click Settings in the left navigation pane.

On the Settings page, you can perform the following tasks:

  • Manage account profile details

  • Configure preferences, such as language, notifications, and privacy

  • Track orders, view delivery dates, and manage shipping addresses (available when you enroll in HP Instant Ink)

  • View invoices and manage billing information

https://support.hp.com/

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