Frequently asked questions

Scott Technology Group (STG) is a copier, printer, and managed print services dealer serving Northern California since 1995. We're independently owned, veteran-owned (California SB/DVBE #16831), and an authorized dealer for Canon, Ricoh, and Brother. Headquarters: 100 Professional Center Drive #105, Rohnert Park, CA 94928, serving 11 Northern California counties.

We sell, lease, rent, and service multifunction printers and printers, and provide Managed Print Services — STG manages your whole fleet including supplies, maintenance, and meter-based billing. We also offer Auto Toner (automatic toner replenishment), month-to-month equipment rentals through Scott Tech Rentals, and print software like print management, scan-to-cloud, and secure release.

Canon, Ricoh, and Brother — color and black-and-white, from A4 desktop printers up to A3 departmental multifunction devices and production printers.

Yes. STG is DVBE-eligible (SB/DVBE #16831) and holds cooperative purchasing contracts including NASPO, PEPPM, CMAS, Sourcewell, GPO, and VIZIENT, so public-sector, education, and nonprofit buyers can purchase off contract.

Call (707) 584-3995, Monday–Friday 8am–5pm Pacific, or text (707) 387-1938. Sales email is salessupport@scott.tech. The main company site is scottsoffice.com.

portal.scott.tech is where you manage your print fleet in one place — see every device, track toner and service, get fleet-health alerts, run an on-demand Business Review of your usage and costs, and find your signed documents.

The main sections are Overview (your dashboard), Fleet (your devices), Alerts (issues that need attention), Business Review (usage, cost, and security analysis), Ink & Toner (supply levels and ordering), and My requests (requests you've submitted). Account admins also see Documents (your agreements), Team, and Settings.

It's free — for any Northern California office, whether or not you're an STG customer yet. There's no credit card; you create an account, install the free monitoring agent if your devices aren't already reporting, and your fleet appears with real numbers.

A small monitoring agent on your network reads meters and supply levels from your printers, and STG's service and billing records fill in contracts and history. The two are joined by each device's serial number and synced regularly, so figures reflect each device's most recent report rather than a live reading.

Go to portal.scott.tech and create a free account with your email and a password, or sign in with Google. Use your work email — if it matches a contact STG has on file for your company, you get access to your fleet automatically after confirming your email.

If your company is already an STG customer with devices reporting, usually no — sign up and your fleet is there. New organizations install Print Tracker Pro once (the portal walks you through it), and devices start appearing as soon as the agent reports.

A small monitoring agent (a data collection agent) installed on one Windows or Linux machine on your network. It reads page counts and toner levels from your printers over the network — it never sees the contents of your documents. The portal provides a pre-configured installer and silent-install commands, and can verify live when it starts reporting.

Open the invite link from your email. If you already have an account, sign in and accept; if not, you'll create one using the same email the invite was sent to. Invites are single-use and expire after 7 days, so ask for a fresh one if yours lapsed.

If your email didn't match a contact on file, your access request goes to your company's portal admin or STG for approval. You can also add a work email under Profile → "Link a work email" to be matched automatically, or ask a coworker who's an admin to invite you.

Use "Forgot password" on the sign-in page and we'll email you a reset link. If you're stuck, STG support can send a reset too.

Yes — one Scott account works across STG's sites. If you're signed in on the portal, rentals.scott.tech can sign you in with the same account.

A headline row summarizing your fleet — device mix, fleet standardization, and monthly volume — followed by a dashboard grid of six widgets you can customize. Admins also see estimated cost figures and a "Request a business review" button.

Yes. Click Customize on the Overview page and pick which widget appears in each of the six slots. The layout is saved per person, so your choices don't affect teammates.

Nine: B&W plan usage, Color plan usage, Security readiness, Device class, Manufacturing status, Utilization, Annual footprint, Fleet composition, and Top cost devices. Each widget links to the matching detail report in the Business Review.

They compare the pages included in your print plan against your actual monthly volume and recent trend, separately for black-and-white and color. They help you spot overage — or unused allowance — before it shows up on a bill.

A 0–100 score for how well your fleet's device security features are configured — things like hard-drive encryption, secure print, and encrypted network protocols. The Business Review's security report breaks the score down device by device.

Device class splits copiers (multifunction) vs printers; Manufacturing status shows current vs discontinued vs end-of-life models; Utilization shows devices printing under, over, or near their recommended volume; Annual footprint projects yearly pages, CO2, and trees; Fleet composition breaks down color vs mono by size; Top cost devices lists your five costliest devices per month.

Open Fleet from the left menu. It lists every monitored device with its serial number, make and model, current meter, lowest toner level, and when it last reported — with a search box and filters (like managed vs non-managed) to narrow the list. Click any device to open its detail page.

The device's identity and location, current supply levels for each toner, recent meter readings, and any open alerts for that device. Account admins also see the device's contract details.

Request service or enter a meter reading — each is a quick form that goes straight to STG. For toner, managed devices get an Order toner button (unless your organization is enrolled in Automatic Toner Replenishment — then it ships automatically), and non-managed devices show live buy links at the lowest market prices. Admins can also ask about upgrading the device.

New devices appear once the monitoring agent has discovered and reported them, which can take a little time after install. Devices we haven't heard from in over 60 days are set aside as inactive (assumed unplugged or off the network) — use the "inactive devices" link below your fleet list to see them and add back any that's still in use. If a device is still missing after that, contact STG support and we'll check why it isn't reporting.

Meters and supply levels come from the monitoring agent on a regular sync, so the figures reflect the most recent report from each device rather than a live reading.

The Alerts page flags fleet issues that may need attention: low toner, high cost per page, devices printing well over or under their recommended volume, leases or contracts ending soon, equipment approaching end of life, maintenance overages, and device security risks.

Alerts are marked high, warning, or info and sorted most urgent first. The bell icon in the header shows how many open alerts your fleet has.

Account admins can acknowledge an alert, which moves it out of the open list. Each alert links to the device it's about so you can see the details before acting.

An account admin can set alert email recipients and the toner-low threshold under Settings. If you don't see Settings, you're not an admin on this account — ask your account admin or STG support.

An on-demand analysis of how your fleet is actually performing — volumes, color vs black-and-white, device utilization, technology age, security posture, and cost. It's the kind of review that used to require scheduling a meeting, available any time under Business Review in the menu.

Nine detail reports: Fleet (device inventory), Technology age (age and end-of-life status), Security (feature-by-feature scores), Volume (print volumes and trends), Utilization (usage vs recommended volume), Supply yields, Cost (estimated monthly cost per device), Agreements (contract and allowance usage), and Speeds (rated print and scan speeds).

Each device is checked against ten security features — network user authentication, IP filtering, hard-drive overwrite and encryption, secure print, encrypted secure print, IPsec, SSL, SNMPv3, and TLS — and scored 0–100. The fleet score is the average, and the security report shows exactly which features each device is missing.

Each device's actual monthly volume is compared to the recommended range for its model. Devices printing well under are candidates for consolidation; devices printing well over may wear early or cost more per page than a better-fit machine.

Yes — there's a printable version and a PDF download, so you can share it internally or bring it to a planning meeting.

Yes. Admins can click "Request a business review" and an STG rep will follow up to walk through the findings and recommendations with you.

Cost and contract financials are visible to account admins (and STG). Read-only users see the fleet, volume, and security content without dollar figures.

Every device's toner and ink levels in one place, sorted lowest first, with the right way to get more for each device: managed devices have an Order toner button (or ship automatically if you're enrolled in Auto Toner), and non-managed devices show live buy links at the lowest current prices for their cartridges.

Open Ink & Toner, find the device, and pick the cartridges you need. On managed devices, Order toner sends a refill request to STG — track it under My requests. If you're enrolled in Auto Toner, there's nothing to do: it ships automatically when a device reports low.

For devices whose supplies aren't covered by an STG agreement, the portal checks current market prices and links you to the lowest-priced listings for the exact cartridge — both genuine (OEM) and compatible options where available. Prices refresh regularly; listings are verified to be the right part, in US dollars, and not multipacks.

For non-managed devices, the portal looks up each cartridge by its exact part number across major online retailers and marketplaces — the same public shopping listings you could find yourself. That includes Google Shopping offers from stores like Office Depot, Staples, and Walmart, plus eBay Buy It Now listings. It keeps only listings that match the exact part, are priced in US dollars, and are a single cartridge (not a multipack), then shows the lowest genuine (OEM) and compatible options with a link to buy. Prices are refreshed by an automatic overnight sync, so they track the current market rather than a one-time quote — and STG doesn't set or mark them up; they're the retailers' own prices. (Managed devices don't show a market price because their toner is supplied under your agreement.)

Automatic Toner Replenishment. We watch supply levels reported by your devices and ship toner before you run out — no manual reordering. Enroll at the top of the Ink & Toner page and our team follows up with your contact to confirm.

The portal surfaces low-toner alerts, and Auto Toner is designed to ship replacements before a device runs dry. If something's urgent, submit a toner request or call STG and we'll expedite.

Ink & Toner shows every consumable on every device; the Fleet page shows each device's lowest toner at a glance; and a device's own page shows its full detail including drums and other parts. Admins can tune the low-toner alert threshold under Settings.

Submit a service request from the portal — describe the issue and the device, and it goes to STG. You can follow its status under My requests. For anything urgent or down hard, calling STG at (707) 584-3995 is fastest.

A supply reorder, a service call, a meter reading submission, a business review, upgrade information for a device, or Auto Toner enrollment. Everything you submit shows up under My requests with its current status.

My requests lists everything you've sent in and where each one stands — new, in progress, or done.

Usually not — the monitoring agent collects meters automatically. If a device isn't reporting or STG asks for a manual read, you can enter one from that device's page.

The Documents page holds your signed paperwork — leases, maintenance agreements, and proposals — pulled from STG's document system so you don't have to dig through email.

Documents are visible to account admins. If you're an admin and something you expect is missing, contact STG support and we'll track it down.

Account admins can invite and manage users on the Team page — enter their email and they'll get an invite link. If you don't see Team, you're not an admin on this account; ask an admin at your organization or STG support.

Read-only members can see the fleet, alerts, usage, and Business Review content. Account admins can additionally see costs, contracts, and documents, submit and approve requests, manage the team, and change settings.

Pending access requests appear on the Team page for admins. Approve to grant them access, or decline. STG can also approve on your behalf if you're unsure.

Open the menu on your name in the top-right and edit your profile there — name, phone, and login email. You can also link a work email there to be matched to your company automatically.

If you have access to multiple organizations, use the switcher near the top of the left menu to change which one you're viewing. Everything on screen — fleet, alerts, reports — follows the selected organization.

Yes. STG can authorize an IT provider to access their clients' portals; the provider's admins then manage which of their staff can see your account. Ask STG to set that up.

The directory of your company's contacts on file with STG — useful for checking who we have listed for billing, supplies, or service. Ask STG support to correct anything that's outdated.

STG's month-to-month printer rental service at rentals.scott.tech (also called Print Rent). It's an alternative to buying or a long lease — one monthly price, no long-term commitment, and no cancellation fees.

The equipment, delivery and professional installation, all maintenance and service, toner and consumables, and a monthly print allowance. You only supply paper and staples.

Month-to-month — there's no fixed term and no cancellation fee; the rental continues until you give written notice. Return pickup is free, and your first-year pricing is locked in.

Gently used, late-model Canon, Ricoh, and Brother devices in three tiers — desktop, A4, and A3 — most with both color and black-and-white. They work with Windows, Mac, iPhone/iPad (AirPrint), and Android (Mopria). Offices printing 10,000+ pages a month get a custom quote.

The San Francisco Bay Area and the Sacramento region. A technician delivers, installs, connects the device to your network, and trains your staff — typically within days.

Pay by card or invoice, monthly or annually (annual prepay waives the delivery fee). The device needs an internet connection so Print Tracker can read page counts — meters only, never document contents — which drives billing and automatic toner shipments. Pages beyond your allowance bill at a per-page overage rate that varies by device tier.

Start at rentals.scott.tech — browse options and request a quote, and a rep follows up with real numbers. Your portal login works on the rentals site too.

STG support is at (707) 584-3995, Monday–Friday 8am–5pm Pacific. That's the fastest path for anything account-specific, urgent service, or something I can't do from chat.

Open the menu on your name in the top-right and choose "Report a problem." Describe what went wrong and attach up to three screenshots — you can paste one straight from the clipboard. The report goes to STG with the page you were on, and you can follow it under My requests.

A few pages — Requests inbox, Specs, Compare, Missing specs, Doc exceptions, Providers, Users, and Dev — are internal STG staff tools and don't appear for customers. If a customer page you expect is missing (like Team or Settings), it's usually a role thing: those are admin-only.