Quickbooks Multi User Mode Greyed Out Fix

QuickBooks Multi-User Mode Greyed Out, Not Working

QuickBooks offers a multi-user mode, through which multiple users can open the same company file on their desktops. Some users have reported that the multi-user mode is not working or greyed out on their QuickBooks. There are many reasons behind this problem. In this post, we’re going to explain what causes the multi-user mode to greyed out or stop working and how you can fix QuickBooks multi-user mode not working.

Why is QuickBooks Multi-User Mode Greyed Out?

Wondering why QuickBooks multi-user mode stopped working on your desktop? Read the points below.

  1. The server computer doesn’t have the QuickBooks program installed.
  2. The database server manager is not working or is not able to find the company file.
  3. Antivirus or firewall is stopping the communication between computers.
  4. The hosting settings of QuickBooks on your server desktop are not configured properly or are incorrect.
  5. The file permissions are not properly set or defined.
  6. The DNS configuration is not set up properly or misconfigured.
  7. QuickBooks program is not able to locate the IP of the system.

Troubleshoot Multi-User Greyed Out Using QuickBooks File Doctor

Download and install the file doctor from the QuickBooks website. Now run the file doctor program, program will check if your pc is properly set up or not for using QuickBooks in multi-user mode or not. Once the program finished running check if the QuickBooks multi-user mode is working or not. If the multi-user mode is still not working, then proceed with the other troubleshooting steps below.

Check the folder permission settings

If the folder permissions are not set properly on your server computer, then you can face issues in accessing multi-user mode. You need to make sure that the folder permissions are set properly by following the steps below.

  1. Press the Windows key.
  2. Search and open file explorer.
  3. Now right click on the company files folder, and click on the properties option.
  4. In the security tab select advanced.
  5. Select QBDataServiceUserXX and click on edit.
  6. Make sure the following settings are 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

After making these changes, your QuickBooks multi-user mode will start working on your pc.

Make sure the database server manager is installed

If the database server manager is not configured or installed on your server computer. Then multi-user mode will not work on your pc. To properly install the database server manager on your server computer follow the steps below.

  1. Close every program including QuickBooks on your server computer.
  2. Open Setup_QuickBooks.exe
  3. QuickBooks will ask for install type, select network option, or custom. Now select next.
  • If you want QuickBooks and server manager then click on “I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing”.
  • If you only want server manager then click on ”I will not be using QuickBooks desktop”.
  1. Follow the on-screen instruction to complete the installation.

After completing the server manager setup, check if the QuickBooks multi-user is greyed out or not working. If the issue persists

Scan the Folders on Server Computer

Before proceeding with other steps, let’s scan the folder containing the files. To scan the files follow the steps below.

  1. Press the Windows key.
  2. Search database and open QuickBooks server database manager.
  3. Click on scan folders.
  4. Click on browse and select the company files folder (QBW).
  5. Now click on ok.
  6. Click on Start scan.

After the scan is finished you’ll be able to use the QuickBooks multi-user mode.

Add a new user with admin access

Adding a new windows user with admin access can help you in fixing the multi-user mode greyed-out issue. To create a new user follow the steps below.

  1. Press the Windows key. Go to settings and click on accounts.
  2. Now click on family& other users.
  3. Click on add someone to this pc.
  4. Click on I don’t have this person’s sign-in information.
  5. Now click on add user without Microsoft account.
  6. Enter the username, password, etc. click on next.

Now change admin rights

  1. Press the Start key then click on settings and click on accounts.
  2. Below family and other users select the account.
  3. Click on account type.
  4. In the account type select administrator and click on ok.

Now use this account and check if the multi-user is greyed out or not.

Turn on Multi-user Mode on Server Computer

If the hosting is turned off on the server computer, then multi-user mode will not work. To turn on these settings follow the steps below.

  1. Open the QuickBooks file menu.
  2. Go to utilities.
  3. Click on host multi-user access….
  4. Now click on yes for confirmation.

After making these changes, check if the multi-user mode is working or not.

Check QuickBooks Services Are Running on Server Computer

If the QuickBooks services are not running on your server computer, then you’ll not be able to use the multi-user mode. We’ve to check if the QuickBooksDBXX and QBFCMonitorService are running.

  1. On the server computer, open the Windows start menu.
  2. Type run and hit enter.
  3. Type services.msc and press enter.
  4. Locate the QuickBooksDBXX and double-click on it.
  5. In the startup type select automatic.
  6. If the service status is running or started, then ok. If the status is neither, then click on start.
  7. Go to the recovery tab.
  8. Click on restart the service for the following: first failure, second failure, and subsequent failures.
  9. Click on apply then click on ok for saving changes.
  10. Now follow the same steps for QBFCMonitorService.

Now after following the steps on every workstation, follow the steps above to enable multi-user mode. Now check if the QuickBooks multi-user mode is still greyed out.

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