QuickBooks multi-user mode is an outstanding feature in the program that allows multiple users to access the company file at the same time. They can open, access, and modify the file simultaneously, thereby contributing to better efficiency. QuickBooks multi-user mode not working is an erroneous situation, wherein users face difficulty in using the multi-user mode. It can be a severe distress to not being able to access the company file.

On digging deeper, you will find that there can be multiple reasons that can cause this nuisance. You need to address those common factors through relevant solutions in order to put the error to an end. In this post, we will discuss some effective approaches for the error resolution.

What Is Multi-User Mode And How Does It Work?

As the name itself depicts, the multi-user mode in QuickBooks allows multiple users to open and work on the company file. The most applauded benefit of the multi-user mode is that multiple users can work with the most up-to-date accounting data. Thus, the scope of the error can be alleviated to zero. Also, simultaneous multi-user access saves time and promotes efficiency.

The multi-user mode setup involves a server computer that hosts the company file. The other systems, also referred to as the workstations, access the file from the server with the help of an Internet connection. When setting up this mode, you need to double-check the system requirements to ensure that the system is equipped with them.

Prerequisites To Run Multi-user Mode In QuickBooks

QuickBook Desktop multi-user mode not working error can take place if the system requirements are not fulfilled. Therefore, it is crucial to check and verify them before moving any further:

• You can use any supported version of the QuickBooks Desktop application, such as Pro, Premier, or Enterprise to run the multi-user mode.
• You need to setup the server or shared network folder to make the company file accessible to the multiple users.
• Each user needs a valid QuickBooks license to access multi-user mode.

After ensuring these system requirements, you can move ahead with the setup process.

Prominent Reasons For QuickBooks Multi-User Mode Not Working in Windows 11

QuickBooks multi-user mode not working error prevents users from accessing the company data, thereby hampering the workflow. Listing those reasons can give the right direction to the troubleshooting process:

  • Incorrect Hosting Settings

Inappropriate hosting settings is one of the most apparent reasons behind this error. Also, you need to ensure that the essential QuickBooks services are running to host the company file.

  • Firewall Restrictions

Restrictions offered by the firewall are also a potential reason for this error. Your Windows Firewall can restrict QuickBooks processes, considering it to be a security threat. 

  • Company File Name or Size 

Make sure that the company file name has no space or special characters. Also, the name of the company file must not exceed 210 characters, which is its maximum limit.

  • Data Damage or Corruption

QuickBooks multi-user mode not working in Windows 11 can take place if the company file data is damaged or corrupt. You need to check the integrity of the company data using Verify and Rebuild Data Utility.

  • Insufficient Admin Privileges

If you want to run the multi-user mode, make sure that you are doing it with sufficient privileges. In not, you may encounter error when accessing the company file.

  • Incorrect Windows Permissions

 If the Windows file and folder settings are not properly configured, it can give rise to the multi-user mode not working error in QuickBooks.

How To Determine The QuickBooks Multi-User Mode Not Working Issue?

When the multi-user mode error occurs in QuickBooks, you can determine it through the following signs and symptoms:

• The simultaneous access to the company file won’t work.
• Difficulty while accessing company files from the server.
• The Database Manager fails to open the company file.
• Trouble switching to the multi-user mode.
• The error depicts the improper installation of QuickBooks on the server.

QuickBooks Multi-User Not Working After Update Error – Troubleshooting Methods

Now that you have all the important information related to the error, we can proceed further to discuss some of the most relevant solutions to override this technical distress.

Method 1: Rename Network Data and Transaction Log Files

If the network data or transaction log files are damaged, you may receive an error when opening multi-user mode. Renaming these files can repair the damage, thereby fixing the error.

• Navigate to the folder storing your primary company (.QBW) file.
• The same folder also holds its corresponding network data (.ND) and transaction log (.TLG) files.
• You can start by renaming any of these files, let’s say a network data file.
• Right-click on .ND file and select Rename from the drop-down menu.
• Now, using the Rename option, you are supposed to add .OLD at the end of the file name.
• After renaming the network data file, you need to repeat the same procedure for the transaction log file.
• After adding .OLD at the end of your TLG file, try accessing the QuickBooks company file in multi-user mode.
• If this error continues, try the next troubleshooting method.

Method 2: Ensure That QuickBooks Database Server Manager Is Running

QuickBooks Database Server Manager scans the company file over the network and is essential for multi-user mode. However, if the tool is not running, the error can strike at any moment when accessing the company file. To run it:

• First things first, you need to download the QuickBooks Tool Hub.
• Next, save the downloaded file to a suitable folder on your system.
• Now, navigate to the folder, open it, and run the installation file.
• Thereafter, you need to follow the on-screen prompts and complete the installation procedure.
• After installing a compatible version of the QuickBooks Tool Hub, agree to the terms, and you are good to go.
• Open QuickBooks Tool Hub and navigate through the list of the program issues.
• Locate and select the Network Issues from the list.It will enable you to run the QuickBooks Database Server Manager tool.When in the tool, select Start Scan and open the company file.
• You can use the Browse option to locate your data file.
• After that, click the Start Scan button.
• The tool repairs not only the company file but also the firewall permissions.

Click Close and check if you are still unable to run QuickBooks in multi-user mode. If it doesn’t resolve the error, run the next method.

Method 3: Verify That Essential Services Are Running On the Server Computer

There are certain services that must essentially run on a Windows PC in the background to run the multi-user mode in QuickBooks. The services start automatically when you start the Windows. If not, you have to run it by implementing these steps:

• The steps will be performed on the server computer, so you need to open it to initiate the procedure.
• When on the server computer, open the Windows Start menu.
• In the search area, type Run, and it will open the Run box.
• Now, type “services.msc” in the Run window and click the Enter button.
• When the list of the services appears, locate and double-click QuickbooksDBXX.
• Next, select Automatic when you are prompted to make a selection for Startup type.
• Make sure that the service status is either Running or Started. If not, select Start.
• Navigate to the Recovery tab to move ahead with the troubleshooting.
• Using the drop-down list, choose Restart the Service option.
• You need to perform it for the First failure, Second failure, and Subsequent failures.
• Here, you have to select Apply and then hit OK to confirm the changes.
• Once done, you need to repeat the same procedure for QBCFMonitorService.

After enabling the services, check if the QuickBooks Desktop multi-user mode is not working. The issue is resolved. If the error continues, try the next troubleshooting process.

Method 4: Confirm That Multi-User Access Hosting Setting Is Enabled

Improperly configured multi-user mode settings can hinder the simultaneous access to the data file. Only the server computer must have the hosting enabled, whereas the workstations should have the hosting disabled on them. You can start this testing on any of the workstations.

• Open QuickBooks on a workstation, showcasing QuickBooks multi-user setup.
• Here, you don’t have to open the company file. Simply click on File and then click Utilities.
• If you see the prompt - Host Multi-User Access, it means that the hosting is disabled on that workstation.
• This workstation is not causing the issue, so move to the other workstation.
• If you see – Stop Hosting Multi-User Access, it means that the workstation is hosting the company file, which is an erroneous situation. Select the given option to disable the hosting.
• Now, check all the workstations to see if they are hosting the company file. If yes, disable them and move to the next system.
• On the server computer, it should reflect Stop Hosting Multi-User Access.
• If you see the Stop Hosting Multi-User Access option, choose it.

Now that the hosting is properly configured, try accessing the company file to confirm that the QuickBooks multi-user mode not working in Windows 11 error no longer exists.

Method 5: The Server PC Must Have The Admin Permissions

The server PC requires full admin permissions to run the essential services, such as QuickBooksDBXX and QBFCMonitorService. To enable the privileges on Windows 10:

• Open your Windows 10 PC and go to the Start menu.
• Now, navigate to the File Explorer as your next step.
• Locate the folder containing the QuickBooks company (QBW) file.
• Right-click on it and select Properties from the drop-down list that appears.
• Navigate to the Sharing option and select Share Add.
• Now, you need to click the corresponding QBDataServiceUserXX for your version.
• You can now set the permission level to Full Control.
• Finally, select the Share option to end this task.

This step can be effective when the QuickBooks multi-user mode not working issue is caused due to insufficient admin privileges.

Method 6: Run QuickBooks File Doctor For The Error Resolution

The QuickBooks File Doctor comes in handy when there is a damaged company file in QuickBooks. Earlier, there was a stand-alone version of this tool that was accessible from Intuit’s official website. However, you can now run it through the QuickBooks Tool Hub. As you have already installed the tool hub in the previous steps, you can simply open it and move ahead with the company file repair. Before getting started, save a backup of your company file as a cautionary step.

• Open the installed QuickBooks Tool Hub and then select the Company File Issues option.
• When you see the “Run QuickBooks File Doctor” tab, click it to run.
• After launching the QBFD tool, choose the company file you want to repair.
• If you are unable to locate it, use the Browse option to search the file in question.
• Thereafter, click the check your file option.
• QuickBooks File Doctor tool will now repair the company file.
• The size of the company file and the strength of your Internet connection can affect the time taken in this entire process.

Method 7: Create A New Folder For The QuickBooks Company File 

Sometimes, the multi-user mode error can take place due to the damaged location of the data file. To verify and confirm, you need to create a new folder and move the company file to it using these steps:

• When on your host computer, create a new company file folder.
• Set up the Windows access permissions for this newly created folder.
• Thus, you can share the company file across systems.
• After that, copy the company file to this folder and try to open it in multi-user mode.

If the company file opens, the error is successfully resolved.

Ending Note!

The solutions explained in this post are acknowledged among experts for troubleshooting the QuickBooks Multi-user not working after the update issue. Pat your back if you have resolved the error successfully. You can now reap the benefits of the multi-user mode. Contrarily, if you don’t want to run this hit and trial, contacting the QuickBooks help desk can save you precious time and effort.

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