For the computers connected to a network, it is possible to access QuickBooks company files stored in any one of the computers. This feature is availed using QuickBooks Hosting Mode.
A host computer can give access permission of QuickBooks company files to other computers (users/ workstations). In other words, you can consider it as a way to set up multi-user access over QuickBooks.
Note that QuickBooks Hosting Mode should not be confused with QuickBooks Hosting on the cloud. In QuickBooks cloud hosting, the files are stored in a centralized database which can be accessed by multiple users with access to the cloud.
Whereas, QuickBooks Hosting Mode is helpful in accessing files over the local servers. Even if QuickBooks Hosting Mode is OFF, you can access and work on cloud-hosted QuickBooks.
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What Does QuickBooks Hosting Mode Imply?
QuickBooks Hosting Mode allows a local computer to control the access of QuickBooks company files to other computers on the network. To allow other computers to access QuickBooks company files, the QuickBooks Hosting Mode should be turned ON at the host machine. Workstations that are seeking access to the company files can keep this mode turned OFF.
Server Manager and QuickBooks Version
For QuickBooks Hosting mode, different QuickBooks versions have different Database Server Manager. You can configure server managers from ‘Users for this computer’ section in User Accounts (in Windows Control Panel).
Here is a list of Database Server Manager for the different version of QuickBooks.
|Version||Database Server Manager|
Let us look at various hosting patterns of QuickBooks Hosting Mode
1. Dedicated Hosting
The server that is hosting the company files must have QuickBooks installed, but no users use the server for QuickBooks. The server is connected to the different workstations while keeping the QuickBooks Hosting Mode turned ON. The mode remains OFF for the workstations and QuickBooks must be installed on them for accessibility.
2. Peer-to-Peer Hosting
Here, one workstation carrying the company files acts as the host. The host and all the workstations will have QuickBooks installed, but QuickBooks Hosting Mode is enabled only on the host. Rest of the workstations will require the mode to remain disabled. The host computer is responsible for giving access permissions of QuickBooks files.
3. Alternate Hosting
It is a combination of both dedicated and peer to peer hosting model. Compared to the dedicated hosting model, in this model, one QB, user/workstation can control the hosting server. That workstation acts as host and allows the access path to the rest of the workstations. QuickBooks is installed on all workstations, as well as the host. QuickBooks Hosting Mode is kept ON only for the host and workstations will have this mode OFF.
Things to Remember with QuickBooks File Sharing Over a Network
- Sharing permissions of the files for Windows users must be set to ‘Full Control’ to enable the file sharing.
- Apart from QuickBooks login, the database server must be set to open the company files.
- Correct hosting mode must be set for workstations and hosts.
Other Ways of Sharing Files and Maintaining Multiple Users
Switching to the cloud can enhance your experience of sharing files among your employees and clients without restricting them to a network. Cloud solutions, such as – QuickBooks hosting offer better sharing capability along with controls on the permissions for the different users.
The cloud platform allows accessibility to the users over the Internet and offers additional benefits, like – remote access and real-time collaboration.
Users can access and work on the files from anywhere using any device and can even collaborate to work on the same files from different locations. Enabled with the features such as automatic and instant backup, any unwanted change with the files can also be recovered.