Can I secure 4301fdw printer/copier with a password so that no one uses (in a shared space)

[eg0818]

We have shared space. Need to secure printer so no one can copy or print unless they have a password or PIN. I was told this was possible, then I was told it was not possible. HP has been NO help at all with contradictory statements. I can't find the right words to ask. Feel free to ask me questions so that I can be more precise if needed. Appreciate your advice.

[Repairatrooper]

Which functions do you want to secure or is this a wireless concern?

[eg0818]

This is not a network or internet issue. We have had major issues with people from other clubs in the building using our copier/printer for their own projects and for personal use. It is costly for our club to operate and want to limit this from happening. We want to require an Admin password, known only by Board, or limited number of members, to make a copy or retrieve a printout. (It's sad we have to do this but we can't afford to have non-members running off unlimited color copies.) Since we can't lock it up, we would like to disable it somehow, and password protection was our first option.  Appreciate any help you can offer!

[eg0818]

We have not yet purchased, and both HP chat and HP phone sales give two different stories, the terminology may not be understood (on both ends) and Staples said it wouldn't do what we want.  How do we ever know what we are buying and confirm the specifications for what it will do?  So we are in limbo.

[Repairatrooper]

You can absolutely secure the printer. The feature is called Access Control. You will have to go through the configuration procedure, this is what the screen looks like. You can also use the built in firewall to restrict which IP addresses can access the printer.

[eg0818]

WOW!  Thank you, @Repairatrooper!  So just to be clear, we are not on a network, we will be able to use the wifi in the building to connect what we need to (it's not always strong though) but these controls will allow us to set up permissions for certain users whether we are copying or printing?  And we have an account for our club to which we log in and configure these settings?  Can you tell me where I can find this list online?  (I did try looking at the manual but I couldn't find what I was looking for...)

[Repairatrooper]

Wired or Wireless networking are exactly the same except for the physical connection, so yes, if you are on wireless it would be exactly the same.

In terms of setup guides, sadly there is little to nothing I could find on programming it. I found one document that showed how to on older Pro models but nothing current.

[eg0818]

And just to confirm, this would also lock people out of the ability to make copies as well, correct?

[eg0818]

and is there a place I can reference this page and its details when I go back to my Board with this information?  can you tell me how I can get to this type of page please?

[Repairatrooper]

Unfortunately, HP seems to have really cut back on their documentation and I could find nothing current or relevant in terms of configuration assistance. I just raised this issue with my contacts at HP this morning, hoping they can provide me with some sort of documentation that is not currently published. I will advise. The setup is not horribly difficult.  You simply have to setup a userID and PIN for each user that you want to have access and then set the functions you want to restrict to only work with those users.