Articles on: Users, teams & access

Setup links: let your IT, purchasing or data protection team finish setting up SimplyPrint

The person who signs up for SimplyPrint is often not the one who can finish setting it up. Single sign-on needs IT, an invoice needs purchasing, and the data processing agreement needs whoever signs those at your school or company. A setup link lets you hand each of them their part. They open the link, do what you ticked, and tell you when they're done. They don't need a SimplyPrint account.

Who can do what from a link

A link is made for a role: IT, purchasing (or finance), or data protection. The role decides what the page explains and what is ticked for you; you can tick more, or less, before you send it. At a small school, one person can get a link that covers everything.

Role	What they can do from the link
IT	Set up single sign-on (SAML or OpenID Connect) with the same dialogs as the panel, run a test sign-in, and switch it on once a test has passed. Verify email domains. Set the IP ranges for the panel and for the Hub. See what to allow on the network, listing only the printers you have, with required and optional entries marked. Optionally set up automatic user sync (SCIM), and join your account as an administrator.
Purchasing or finance	Get our company details, bank details for your currency and our registration certificate, plus the tax forms that apply to you (the W-8BEN-E for US accounts). Fill in your billing address, VAT number, contact person (Att.), invoice reference and the emails invoices go to. On the Enterprise and School plans, get an official quote for the plan you have now. Accept open offers online, pay open invoices, and add a card.
Data protection	Download the data processing agreement (DPA), sign it and upload it. See what member data your account keeps.

Automatic user sync (SCIM) and joining as an administrator are never ticked for you. Most schools and companies don't need SCIM: with single sign-on, an account is made the first time someone signs in, so only the people who print take up a user seat.

Where to find it

The card that sends a link sits next to the settings it is about:

Settings → Organization → User registration & SSO: "Get your IT department to set this up", at the top.
Settings → Plan & billing: "Get your purchasing team to handle this".
Settings → Data & security → Data processing agreement: "Get your data protection officer to sign this".
Under the IP ranges in Settings → Data & security → Access settings and in the Hub settings: "Not sure which IP ranges your network uses? Your IT department knows.", with a button to send IT a link.

The school setup wizard shows the same card, with only what your answers need ticked.

Send a setup link

Click the button on the card, for example Send IT a link.
Under Who is it for?, pick IT, purchasing or finance, or data protection.
Under What they may do, check what is ticked and change it if you want.
Add a note for them if you like.
Enter their email address and click Send the link. We email them the link with what it's for, and their replies come to you.

If you'd rather send it yourself, leave the email empty and click Create the link. The link is shown once, so copy it before you close the dialog.

Anyone who has the link can do what you ticked until it expires, so send it only to the person who needs it.

What you get told

You get an email when the link is opened, and again when something important happens through it:

single sign-on is switched on or off, or its settings are changed
someone joins your account as an administrator
a payment method is added
the person you sent it to clicks I'm done, with a summary of what is in place now

Each change made through a link also shows in your account's activity log as made with a setup link.

Revoking a link

A link stops working after 14 days. The card where you made it lists your links and whether each has been opened or is done; click Revoke to stop one straight away.

Good to know

A link can only hand over what you can do yourself. Each part needs your own permission and your plan to include it. For example, single sign-on needs a plan with SSO, and panel IP ranges need the School or Enterprise plan. If your permissions change later, the link loses what you can no longer do.
Account owners can go straight to the dialog at simplyprint.io/setup-link?for=it (or for=purchasing, or for=data_protection). It signs you in and opens it.
When single sign-on goes live, people who already have a SimplyPrint account link it once and keep their prints and files. From the single sign-on settings, Tell your users emails the people who haven't linked yet. See Linking your existing SimplyPrint account to your SSO account.
Joining as an administrator gives one invitation per link. They sign in to their own SimplyPrint account (or create one) and get full access to the settings. You can change their role or remove them under Users.

Updated on: 01/11/2026

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