Kyocera printers used in school environments often have a job accounting feature that ties printing to individual user codes. K12 Montana sets this up for staff at districts we support - and understanding how it works helps your office manage print costs and troubleshoot issues without a service call.
Here's how to enable it on a staff member's computer.
The staff member's laptop or computer, their print code (also called a job accounting code - your IT team or K12 Montana can provide this), and tech/admin credentials for the computer.
Log in with tech credentials and open Control Panel. Go to Hardware & Sound, then Devices and Printers. Right-click the Kyocera printer and select Printer Properties.
Click the Device Settings tab. Look for an Administrator button - if you don't see it, go to the General tab and look for a Change Properties button at the bottom to unlock it. Once unlocked, click Administrator.
Click the Job Accounting tab. Check the Job Accounting box. Choose either Use specific account ID (if you're entering their code for them) or Prompt for account ID (if you want the user to enter their code each time they print). Click OK to close the remaining windows.
Have the staff member do a test print to confirm everything works.
Tracking print usage by user lets administrators understand where printing costs are going - and sometimes catch unexpected usage patterns. It also supports chargeback systems where individual departments or classrooms are accountable for their print volume.
Need help setting up printers or managing print costs across your district? K12 Montana Inc. supports printer deployment and configuration for Montana schools. Contact us anytime.