Posted on: 3/27/2026
uniFLOW Access: PIN vs Card Swipe vs Mobile Login - Which Authentication to Use?
Secure print management, the practice of holding documents in a personal queue until the user physically authenticates at the Multi-Function Printer (MFP) is the cornerstone of modern document security. It prevents sensitive information from being left in the output tray and eliminates unclaimed print waste.
Platforms like uniFLOW handle secure queues and job management, but the user experience is defined by the authentication method that your business decides. In this article we will look at three primary uniFLOW authentication methods to measure the speed, security, and cost each have.
The Classic Method - PIN Code/Username & Password
The one most would be familiar with, a user enters their credentials directly on the office printers touch screen interface.
Pros:
No Additional Hardware Investment:
Requires no special readers or user badges.
Universal Access:
Works for guests, contractors, or users who forget their badge.
Immediate Deployment:
Can be activated instantly across the entire fleet.
Cons:
Slow Method:
Typing on a small screen can be time-consuming, and frustrating for power users.
Hygiene/Wear:
Frequent touching of the screen can cause eventual wear and may raise hygiene concerns in high-traffic areas of work.
The Speed Method - Card Swipe
Card-based authentication is the most common choice for large organizations because it offers the fastest tap and go experience. uniFLOW integrates well with most common badge technologies such as Prox, iClass, NFC, and more.
Pros:
Maximum Speed:
The user taps their existing building access badge, and their queue pops up instantly.
Simple and Familiar:
Leverages existing building access or employee ID badges, requiring no new credentials for the user to remember.
High Security:
The physical badge is a strong credential that is easily secured or revoked.
Cons:
Initial Enrollment/Mapping:
Requires IT to deploy card readers to every MFP and map the card data to the user’s uniFLOW profile.
Cost:
Requires IT to deploy card readers to every MFP and map the card data to the user’s uniFLOW profile.
Lost Badges:
Users cannot retrieve jobs without their physical credentials.
The Newest Solution – Mobile Login/Authentication
Mobile printing has grown rapidly, and uniFLOW’s mobile app allows for advanced authentication options. The user can authenticate to the MFP using a smartphone or tablet.
Pros:
High Security:
Can leverage smartphone options such as fingerprint reading or Face ID, offering a highly secure experience.
Convenience:
Allows users to print from their mobile device and release the job using the same interface.
Zero-Touch Potential:
Some configurations allow for the user’s proximity to the MFP to be recognized and as a result offer a one-tap release option.
Cons:
Requires Installation on Phone:
Users would need to download and set up the uniFLOW app. If work phones are issued, this would mean having it installed on every company phone device.
Device dependency:
Companies may not want to use phones or want users to use personal devices. There is also the possibility of phones running low on battery or stop working for whatever reason.
Training:
Requires a small amount of training for users who are unfamiliar with mobile to office printer communication.
The Best Approach - The Layered Authentication Strategy
In truth, a layered strategy is often the best approach, one that leverages multiple methods to suit different user types. uniFLOW offering these tools and options is what allows for not only a secure workflow, but a flexible one that can adjust to how the business needs it to.
For example, your business can
Use Card Swipes for general speed and efficiency
Enable PIN Codes as a backup for temporary users or those who forgot their badge.
Leave Mobile Authentication for executives or remote users who need further security and flexibility.
Conclusion
Understanding the tradeoffs of each authentication method and utilizing a mixture of them through a layered strategy can give you the most optimal work performance.
If interested in seeing how to approach various layered authentication strategies and which could work for your business needs, consider signing up for a free no-obligation assessment with Summit. Our experts can do a thorough analysis of your office environment by providing tips and solutions to help elevate and optimize your workflow.