What Is Xerox Workplace Cloud Fleet Management - and Is It Right for You?

Running a business means juggling a lot. You may need to work with hybrid teams, manage tight budgets, or address ongoing security concerns. And somehow, printers are still a daily pain point. If you're managing multiple devices across departments or locations, chances are you're feeling stretched.

We talk to organizations all the time that are buried in print-related tickets, chasing down toner levels, or still relying on outdated infrastructure. If that sounds familiar, you may be looking for a more efficient way to manage your fleet.

At Strategic Technology Partners of Texas (STPT), we specialize in helping businesses streamline their print environments. We're also longtime Xerox partners. That said, this isn’t a sales pitch. Yes, we know Xerox's tools inside and out, but our goal here is to help you understand whether Xerox Workplace Cloud Fleet Management is actually right for you. We want to give you a clear, honest explanation of what it does, how it works, and where it fits.

Let’s break it down.

What Is Xerox Workplace Cloud Fleet Management?

Xerox Workplace Cloud Fleet Management is a tool designed to simplify how you monitor, maintain, and secure your entire printer fleet, all from the cloud. It’s part of the broader Xerox Workplace Cloud platform and focuses specifically on helping organizations manage multiple printers without relying on traditional, on-premise infrastructure.

This means you don’t need print servers, local software installations, or VPNs. Instead, you get a centralized, cloud-based dashboard that gives you real-time visibility into your devices, whether you have 10, 100, or more printers.

You can:

• Monitor meter reads, toner levels, and alerts
• Push firmware updates remotely
• Automate security configurations
• Enforce print policies and compliance standards
• Get insights via a visual dashboard

In short? It takes the manual, repetitive parts of fleet oversight and makes them automatic, visual, and scalable.

Below is the dashboard from Xerox Workplace Cloud Fleet Management.

How It Works

The magic happens through something called Workplace Cloud Direct. It’s an embedded agent that connects supported Xerox printers directly to the cloud. Once connected, those printers can be monitored and managed remotely. No extra infrastructure needed.

This is what Xerox calls a "zero-footprint" setup. That means:

• No need for physical print servers
• No printer-specific drivers to manage
• No extra maintenance burden on your IT team

Everything runs through the cloud, and Xerox handles the updates and security patches. It’s a huge time-saver for IT departments that are already pulled in a hundred directions.

It’s also worth noting that through the Workplace Cloud Fleet Management platform, channel partners can offer Xerox Printer Security Audit Services. They utilize the same tools that manage your devices to ensure security standards are met and to automatically address any compliance issues.

How It Ties Into Xerox Workplace Cloud

Xerox Cloud Fleet Management is just one part of the larger Workplace Cloud suite. While fleet management focuses on things like uptime, maintenance, and policy enforcement, the rest of Workplace Cloud offers print management capabilities like:

• User authentication and access control
• Secure pull printing
• Mobile printing and guest workflows
• Content security and usage tracking

If you're already using Workplace Cloud for print management, enabling fleet management is a natural extension. You get a fuller picture of both how users interact with printers and how those printers are performing.

Learn more about Xerox Workplace Cloud here.

How It Fits Into Xerox Managed Print Services (MPS)

If you're under a Xerox MPS contract, there's a good chance Cloud Fleet Management is already included in your service. That's because it's a foundational part of how Xerox delivers proactive support.

MPS uses data from Cloud Fleet Management to:

• Track device health
• Monitor usage patterns
• Identify optimization opportunities
• Predict service needs before problems arise

It also feeds into Xerox’s Advanced Analytics tools, giving you more visibility into sustainability efforts, user behavior, and cost savings.

Learn about why Xerox is one of the best MPS providers here: 5 Best Managed Print Services Providers.

Who It’s Great For, and Who Might Not Need It

Ideal for:

• Businesses with 10+ printers across multiple locations
• Remote or hybrid teams
• Organizations with limited IT resources
• Companies in regulated industries (healthcare, finance, legal)

Maybe not necessary if:

• You have fewer than 5 devices in a single office
• You already have a robust internal team handling device configurations manually
• You’re looking for deep job-routing and workflow rules (that’s more Fleet Orchestrator territory)

Pros of Workplace Cloud Fleet Management

• No infrastructure to manage
• Works anywhere your team works
• Real-time monitoring and alerts
• Helps enforce security and compliance
• Easy to scale across locations

Cons of Workplace Cloud Fleet Management

• Works best with Xerox ConnectKey-enabled devices
• Not as useful for single-office setups
• Some features require devices to support Workplace Cloud Direct

Is Xerox Workplace Cloud Fleet Management Right for You?

If you're tired of juggling printer support across a growing organization, and you're looking for something low-maintenance and secure, Xerox Workplace Cloud Fleet Management might be the tool you need.

It's not going to transform your entire workflow on its own, but it will take a lot off your plate, especially when combined with Workplace Cloud's print management features or a broader MPS contract.

And if you're still comparing options, you should know that we also partner with Y Soft SAFEQ and PaperCut, two other excellent cloud-based solutions. Each has its strengths, and we’re here to help you sort out what makes the most sense for your setup.

Ready to Simplify Your Print Environment?

Request a Print Management Software Consultation → Let us help you evaluate your environment and recommend the right platform, whether that’s Xerox, Y Soft, PaperCut, or something else. We’re here to provide clarity and guidance without any pressure.