Easily Fix QuickBooks Multi-User Mode Not Working Issue

Last Updated on October 18, 2024

Activating multi user mode in QuickBooks allows more than one user to work on the company file at the same time, resulting in improved coordination and proficiency. You also get results those are more accurate as every user access the most updated information. However, activating QuickBooks multi user mode also triggers QuickBooks multi user mode errors, like QuickBooks Multi-User Mode Not Working which can be rectified with proper troubleshooting instructions. In this article, we are going to discuss the types of common errors one can face while using QuickBooks in the multi user mode and their troubleshooting methods.

Multi-user mode issues can be very frustrating as they prevent you from working on the company file on the workstations. You can follow this guide to understand how to tackle these issues and fix the multi-user mode. However, if you want a faster resolution avenue, you can contact our team of QB professionals at 1.855.738.2784 to get immediate assistance with the multi-user error.

What Types of Errors Occurs in QuickBooks Multi User Mode

There are numerous types of technical difficulties one can face while setting up or utilizing multi user mode in QuickBooks. Down below is the list of the most common errors that QuickBooks users face while using QuickBooks in a multi user environment:

1. QuickBooks multi user host stops working.
2. Error switching between single-user and multi user mode.
3. Application quits while switching to multi-user mode.
4. The company file is not accessible to the user.
5. H505, H101, H202, and H303 error messages.

What Causes Errors in QuickBooks While using it in Multi user Mode

Incorrect hosting configuration is one of the most common reasons that trigger errors in QuickBooks multi user mode. Following is the list of all the other reason that might cause multi user mode errors in QuickBooks:

1. Firewall is blocking access to the company file in the network.
2. Damaged QuickBooks network data file.
3. QuickBooks DB service is not running
4. The user does not have a proper read and write permission on the Windows.
5. QuickBooks is unable to obtain the IP address of the server that is hosting the company file.

Solutions to Fix Multi User Mode Errors in QuickBooks

NOTE: Before following the troubleshooting steps, make sure to update your QuickBooks Desktop application with the latest updates and take a secure backup of your company file

Solution 1: Check your network for any connectivity issues

1. On the computer, that is hosting the company file, open QuickBooks and from under the File menu select Utilities.
2. Click Stop Hosting Multi User Access.
3. For the confirmation, click Yes.
4. Click Yes once again to close the company file.
5. Now restart the computer and follow the same process on the other computer connected in the network.

Solution 2: Download and run QuickBooks File Doctor

Before you run the tool, take your company file backup as follows:

1. Within QuickBooks, navigate to the File menu and choose the option to Switch to Single-user Mode.
2. Again, access the File menu, hit Back up Company, and then tap Create Local Backup.
3. In the next window, click Local Backup and proceed with Next.
4. Within the Local Backup Only section, click on Browse to designate the location where you want to store your backup company file.
5. When prepared, click OK.
6. Select Save it now and proceed with Next.

Now, run the QB File Doctor utility to fix the network corruption as follows –

1. Download QuickBooks File Doctor and double click the setup file on your computer to start the installation.
2. Follow the on screen instruction to complete the installation.
3. Once the installation completes, checkmark the Check Your File and Network checkbox, and hit Next.
4. Now select QuickBooks is Hosted on this Computer. [Both File Damage and Network Connectivity]
5. Hit Next to start the repair process.
6. Once the repair process is completed, restart your computer and try using QuickBooks in Multi- user mode once again.

Solution 3: Exclude QuickBooks from the Firewall’s program blocking list

For the complete list of instructions, follow troubleshooting step 2 – Exclude QuickBooks from Firewall Settings from our article on QuickBooks Payroll Error 12029.

Solution 4: Set QuickBooks DB service startup type to Automatic

1. Press Windows + R key at the same time on your keyboard.
2. Once the Run window appears on the screen type services.msc in the search box.
3. Hit Enter and search for QuickBooksDB service from the list of services.
4. Right click the service and choose Properties.
5. Now select the Startup Type as Automatic.
6. Now from the left side panel click Stop.
7. Once the service is stopped click Start.
8. Exit this window and restart QuickBooks.

Solution 5: Configure the Multi-User Permissions

1. Hit the Windows Start menu and tap File Explorer.
2. Right-click the company file in the folder it is saved and choose Properties.
3. Navigate to the Security tab and choose the Advanced
4. Tap QBDataServiceUserXX and select Edit.
5. Adjust the following database server settings to Allowed:
   • Traverse Folder/Execute File
   • List Folder/Read Data
   • Read Attributes
   • Read Extended Attributes
   • Create Files/Write Data
   • Create Folders/Append Data
   • Write Attributes
   • Write Extended Attributes
   • Read Permissions

In case your multi-user permissions are not configured correctly:

1. Right-click the folder with your company file and choose Properties.
2. Click on Security and then choose the Edit
3. Tap QBDataServiceUserXX and hit Full Control, then Allow.
4. Tap Apply, followed by

Solution 6: Download QB Tool Hub and Use QuickBooks Database Server Manager

The QuickBooks Tool Hub presents outstanding utilities to resolve various issues, including multi-user mode problems. The complete procedure for running the database server manager is as follows:

QuickBooks Tool Hub

1. Get the latest QuickBooks Tool Hub from Intuit.
2. Download this file and save it in a place where it’s easily accessible.
3. After the download, double-click QuickBooksToolHub.exe and run the InstallShield instructions.
4. Then, accept the License Agreement and ensure your QB Tool Hub install finishes successfully.
5. After its installation ends, open the Tool Hub and go to Network Issues.
6. Choose QuickBooks Database Server Manager in multi-user mode and tap the Start Scan

Another method to use the Database Server Manager is as follows:

1. On your server PC (the one responsible for hosting your company files), access the Windows Start
2. Input “Database” into the search section and open QuickBooks Database Server Manager.
3. Launch the Scan Folders
4. Click on Browse, then tap the folders where your company files (QBW) are stored.
5. Select OK once you’ve made your selections.
6. When you’re prepared, click on Start Scan.
7. After the scan is complete, the folders will be displayed in the QuickBooks company files found section. Now, other computers on your network can access the company files located in these folders.

Solution 7: Configure Multi-User Access Hosting Settings

If the QuickBooks problem with a multi-user hosting setup emerges, you should ensure that only one computer, your server, should be hosting the multi-user mode. It means the Host Multi-User Access option should be disabled on all your workstations:

Configure Multi-User Access Hosting Settings

1. Launch QuickBooks on any workstation displaying QuickBooks multi-user setup.
2. Avoid opening your company file. Instead, click on File, then hit Utilities.
3. If you encounter the Host Multi-User Access option, do not select it. Proceed to the next workstation, as it is not causing the issue.
4. If you have the option to Stop Hosting Multi-User Access, select it.
5. Repeat these steps on all workstations where you get QuickBooks problems with multi-user hosting setup.

After checking workstations, proceed to your server computer, which hosts your company files.

1. On your server computer, launch QuickBooks.
2. Select File, then hit Utilities.
3. If Host Multi-User Access is available, choose it. If Stop Hosting Multi-User Access is an option, refrain from selecting it.

Solution 8: Verify the Server’s Services

Use the default settings and restart the QuickBooks Database and QBCF Monitor Service to resolve the multi-user mode issues:

Verify the Server’s Services

1. Enter the Windows Start
2. Input “Services” in the search area and open the Services
3. Locate and access QuickBooksDBXX(XX represents the version number).
4. In the General section, check the Service status. If it’s indicated as Started or Running, tap Stop.
5. Choose Automatic under Startup type.
6. Move to Logon and hit the Local System account.
7. Move to the Recovery section and select “Restart the Service” for each of the following: First failure, Second failure, and Subsequent failures.
8. Return to the General section and tap Start to initiate the restart of Database Server Manager.
9. Repeat everything for

Solution 9: Provide Admin Permissions on the Server PC

Ensure to offer Windows admin permissions to QuickBooksDBXX and QBCFMonitorService on your server PC:

Provide Admin Permissions on the Server PC

Windows 10:

1. Access the Windows Start menu and then File Explorer.
2. Find and right-click on the folder containing your company files.
3. Choose Properties, then navigate to Sharing and select Share Add.
4. Hit the corresponding QBDataServiceUserXX for your version.
5. Set the permission level for both users to Full Control and click Share.

Windows Server 2012:

Before proceeding with the steps below, ensure that File and Storage Services are installed.

1. Launch the Windows Start Put “Run” into the search and open the Run Command.
2. Type in ServerManager and click OK.
3. Select File and Storage Services, then go to Shares.
4. On the Task drop-down, hit New Share. A list of File Share Profiles will appear. You can learn about the differences between the profiles by clicking on each profile and reading the description.
5. Choose SMB Share – Quick. Note: SMB Share – Quick is the default profile, but this selection may vary.
6. From the Share location section, tap Type a custom path, then Browse to locate the folder you want to share.
7. Choose the appropriate folder and hit Select a folder, then Next. Note: You can leave the default selections under the Configure Share settings window and click Next

Solution 10: Ping the Server from the Workstation

Test the connection to your server by pinging it from a workstation. Ping the server from each workstation experiencing multi-user errors.

To begin, activate Network Discovery on both your server and workstations with multi-user issues:

1. Launch the Start menu on your server and workstations.
2. Type “Network” in search and launch Network and Sharing Center.
3. Choose Change advanced sharing
4. Ensure that Turn-on network discovery is selected in both the Network Discovery and File and Printer sharing

Next, retrieve your server name:

1. Open the server’s Start
2. Type “Run” in search to launch Run.
3. Enter “CMD” in the Run window and press the Enter
4. Put “ipconfig/all” in the CMD window and hit Enter.
5. Identify the Host Name in the Windows IP Configuration section, located on the right. Note or copy this server name for future reference.

Return to your workstation to test the server:

1. Open the workstation’s Start
2. Type “Run” in search to launch Run.
3. Enter “CMD” in the Run window and press the Enter
4. Input “ping [your server name]” and press the Enter button(exclude the brackets around your server name).

Repeat these steps for each workstation encountering multi-user problems. Your server is functioning properly if you receive a reply for each packet with no loss. If there is packet loss or a slow reply, stop and seek assistance from an IT professional for network troubleshooting.

Solution 11: Edit the Windows Host File

You may need to edit the Windows Host file to resolve multi-user issues. You may have an unknown IP Address hosting your file. So, changing it becomes crucial:

1. Close QuickBooks.
2. Access the server PC’s Windows Start
3. Choose Computer.
4. Navigate to either:
   • C:\Windows\System32\Drivers\Etc
   • C:\Windows\Syswow64\Drivers\Etc

5. Double-click the host file and access it with Notepad.
6. Input the IP address followed by the computer name, using the Tab key to create space. Ensure that the server computer includes the workstation’s IP and computer name, and vice versa.
7. Save your changes to the host file on both the server computer and workstations:
   • In Notepad, access the File menu, then select Save.
   • Save the file with the name “hosts,” including the quotation marks.
   • Choose Desktop as the saving location and click Save.
   • Locate the saved file, right-click, and select Copy.
   • Navigate to the file location used in Step 2 (either C:\Windows\System32\Drivers\Etc or C:\Windows\Syswow64\Drivers\Etc).
   • Find the host file, right-click, and choose Rename.
   • Rename the host file to “hosts old” and select Continue.
   • Press Ctrl+V on your keyboard to paste the copied file, then select Continue.

Solution 12: Open the Sample Company File in Multi-User Mode

Try accessing the sample company file in multi-user mode to isolate the root cause of the problem with QuickBooks Desktop in multiple users in different locations:

1. Access the No Company Open
2. Choose Open a sample file.

See if you can open this file and the size of your company file.

Solution 13: Run the QuickBooks Condense Data Utility

After opening a sample file, run the Condense Data utility for your company file. It’s possible that your file size is too big and is causing problems with multi-user running. See if the errors appear during the Condensing process.

Solution 14: Use a Trial Version

Using a trial version of private cloud software can help detect the root cause of why you are experiencing QuickBooks stuck in single-user mode.

Solution 15: Undertake a Manual Clean Install

You may have to clean install your QuickBooks application manually to resolve the QuickBooks stop hosting multi-user access problem. A clean install removes any missing or damaged components and ensures everything needed to run QuickBooks is up-to-date and correct.

1. Remove the QB app by accessing the Control Panel from the Start
2. Tap Uninstall a program in the Control Panel wizard.
3. Choose QuickBooks from the apps list that appears on the screen.
4. Click Uninstall/ Change, then tap Remove, followed by

Uninstall QuickBooks Desktop

1. Now, display all the hidden files and access the Start Type File Explorer and launch it.
2. Locate and access the folders that have your company files. They are usually available in the following places:
   • C:\ProgramData\Intuit\QuickBooks (year)
   • C:\Users\(current user)\AppData\Local\Intuit\QuickBooks (year)
   • C:\Program Files\Intuit\QuickBooks (year)
   • 64-bit version C:\Program Files (x86)\Intuit\QuickBooks (year)
3. Right-click the folder you want to manage and hit
4. At the end of the folder name, type and add ‘OLD.’ QB will not open it after you reinstall it.
5. Now, reinstall QuickBooks.

Solution 16: Uninstall or Disable All Previous QuickBooks Database Services

Uninstalling or disabling all the QuickBooks Database Services of previous versions can help you fix the QuickBooks database server manager multi-user mode issues.

Solution 17: Ensure Proper Folder Permissions Set Up

Ensure that QuickBooks has the appropriate access level to prevent issues while interacting with the company file over the network. Here’s a step-by-step guide:

1. Look for the folder you wish to share and right-click on it.
2. Select Properties.
3. Navigate to the Sharing tab and click on Share this folder.
4. Proceed to the Security tab and choose Permission to configure permissions for each user intending to access the folder.
5. Upon completion, click Apply and then OK.

Solution 18: Open Database Server Manager as an Admin

You may have to access your database server manager through the Start menu instead of QuickBooks Tool Hub to resolve the issue with multi-user access. Further, right-click and choose the Run as administrator option to launch QuickBooks Database Server Manager as an admin. Hopefully, your problem with how to use multi-user mode in QuickBooks gets sorted.

Solution 19: Remove 32-bit QBFC Install

If you have 32-bit QBFC Monitor Service, remove it and replace it with 64-bit through program repair as follows:

1. Open QuickBooks Tool Hub.
2. Tap Program Problems.
3. Choose Quick Fix My Program.

You can also run the Install Diagnostic Tool that fixes installation problems triggering multiple user problems. This diagnostic tool looks into the root cause of multi-user problems due to installation issues:

1. Open QuickBooks Tool Hub.
2. Choose Installation Issues.
3. Tap QuickBooks Install Diagnostic Tool.

Solution 20: Repair QuickBooks Through the Control Panel

It would be better to repair your QuickBooks program through the Control Panel when you face problems with QuickBooks Enterprise multi-user mode. This action fixes the damaged components in the app and the supporting Windows files and framework:

1. Back up the QuickBooks company file.
2. Close any unnecessary programs that might disrupt QuickBooks and restart your computer.
3. Click on Start and then hit Control Panel.
4. Proceed to Programs and Features and tap Uninstall a program. (If these options are not visible, select Programs, and then Program Features.)
5. Locate QuickBooks in the program list and move forward with Uninstall/Change.
6. Tap Continue, followed by Next.
7. Choose Repair and then hit Next. Allow time for the repair process to conclude.
8. Select Finish. If prompted, restart your computer.

Solution 21: Close the Company File Correctly

When you consistently face problems with multi-user hosting setup QuickBooks, prevent the issue by ensuring to close your company files correctly. Instead of choosing the X button to exit QB, try the following steps:

1. Choose
2. Select Close Company.
3. Finally, tap

Troubleshooting Multi-User Problems with Solutions for MacOS

Here are the solutions you must take to troubleshoot multi-user errors in MacOS:

Prior Considerations

Satisfying the following considerations is crucial to resolve the multi-user problems in MacOS:

Has the computer hosting QuickBooks Server entered sleep mode?

To prevent your computer from entering sleep mode, adjust your preferences. Follow these steps:

1. Select System Settings, then move to Energy Saver.
2. Adjust your energy preferences as desired, then close the window.

Have there been any alterations to the network configurations on your computer or the QuickBooks Server computer?

Ensure that the QuickBooks Server is actively sharing the company file and refrain from modifying the network settings.

To verify your settings:

1. Access System Settings, then proceed to Network.
2. If your configurations are accurate, close the window. If adjustments are necessary, make the required changes and then click on Apply.

Is your computer relying on Wi-Fi?

A potential cause for the disruption in your connection to the QuickBooks Server could be a weak Wi-Fi signal. Relocate to an area with a robust Wi-Fi signal or use an ethernet connection.

Solution 1: Confirm the QB Server Status

Users need to confirm the QB Server Status and verify if the company file is shared:

1. Click on Go, then go to Applications.
2. Move your mouse and double-click the QuickBooks 20XX Server.app
3. If necessary, share the file.
   • If the file is listed under NOT SHARED, select the file and initiate sharing by selecting Start Sharing.
   • If the file is not listed, click on the “+” sign to add the file.
4. Note: The QuickBooks Server app should only be installed and active on a host computer. Ensure that the company file is located on the same computer where the QuickBooks Server app is installed.

Solution 2: Verify the MacOS Firewall Settings

Ensure your MacOS firewall settings don’t restrict the QuickBooks multi-user connections. The steps involved in removing firewall restrictions for QB Mac are as follows:

1. Navigate to the Apple menu, then hit System Preferences.
2. Tap the Security & Privacy icon, and then select Firewall.
3. Select Firewall Options. If the button is inactive, click on the lock icon to unlock it.
4. Ensure that the QuickBooks Server app is configured to Allow Incoming Connections.

Solution 3: Ensure Accurate File Share Permission Settings

You must see that your file-sharing permissions in Mac are set correctly on the host PC:

1. Access the Apple menu and click on System Preferences.
2. Choose the Sharing
3. Enable the File Sharing option by checking the corresponding checkbox.
4. Include the folder containing the company file in Shared Folders.
5. Click on the “+” symbol under the Shared Folder
6. Navigate to the location of the folder having the company file, and then select Add.
7. Ensure that under the Users column, permissions are configured as Read and Write for Everyone or for the specific users who will be using QuickBooks.

Solution 4: Look into the Bonjour Service

Problems with QuickBooks Mac multi-user can be resolved by looking into your Bonjour service and ensuring everything works correctly on all systems:

1. Choose File, followed by New Finder window.
2. Other computers using QB should show in the Shared
3. Ensure to open these ports: 56565 TCP, 5297 TCP, 5298 TCP/UDP, and 5353 UDP.

Solution 5: Test the Network Configuration

Ensure your hardware doesn’t block communication between QuickBooks Desktop and QB Server as follows:

1. Disconnect the ethernet cable, or if wireless internet is in use, disable Wi-Fi.
2. Restart your computer.
3. Launch QuickBooks and activate multi-user mode.

Note: Ensure that computers using wireless internet are connected to the same network.

Solution 6: Set the Peer-to-Peer Direct Connection Properly

Through a peer-to-peer connection, you can link two computers using an ethernet cable.

1. Power down both computers and establish a connection by plugging the ethernet cable into the respective ethernet ports of each computer.
2. Reboot both computers. The Bonjour service should facilitate both PCs to view each other. Confirm this by selecting File, then New Finder Window, and ensuring that the other computers using QuickBooks are visible in the Shared
3. Make a computer the host for QuickBooks Server. Open QuickBooks, go to File and Enable Multi-user mode.
4. On the second computer, launch QuickBooks, and from Shared Files, access your company file.

Solution 7: Ensure No User is Logged In

Ensure that no other users are currently logged into QuickBooks and actively working. On your QuickBooks Mac version, go to File, then select Enable Multiuser Admin mode. Subsequently, you will have the ability to modify the preferences. You can check the problem with QuickBooks not allowing multi-user mode now.

Conclusion

In this detailed guide, we have discussed all the possible reasons and fixes you can try in QB Desktop for Windows and Mac to resolve the QuickBooks multi-user mode not working issue. You can perform these solutions to fix the issue, however, if the solution doesn’t work, you might need outside assistance. If this error remains unresolved or you face any other QB issues, you can ring our team at 1.855.738.2784 anytime and get your queries sorted straight away.

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Edward Martin

Edward Martin is a Technical Content Writer for our leading Accounting firm. He has over 10 years of experience in QuickBooks and Xero. He has also worked with Sage, FreshBooks, and many other software platforms. Edward’s passion for clarity, accuracy, and innovation is evident in his writing. He is well versed in how to simplify complex technical concepts and turn them into easy-to-understand content for our readers.