Why QuickBooks Hosting Mode is off? Reasons and Solutions

The Hosting feature in QuickBooks allows workstations to use files saved on the host system. The host system includes the company file. When the hosting feature is deactivated or configured incorrectly, QuickBooks displays the following error:

Hosting Mode is Off

This issue often arises when QuickBooks fails to respond in multi-user mode. Consequently, workstations fail to use or change the company file.

Usually, the message, “Hosting Mode is Off,” is displayed on the window. This happens when the user tries to access the multi-user setup. Due to this error, access is blocked for users, triggering confusion.

In this guide, the reasons and solutions for the error are explained. Follow the steps outlined in this guide to activate multi-user mode and resolve the issue.

What are the Causes of QuickBooks Hosting Mode Error?

The hosting error occurs when QuickBooks is unable to transition to multi-user mode. Here is the list of the key reasons:

• Wrong hosting settings.
• QuickBooks is unavailable or wrongly configured on the host system.
• Antivirus or firewall is restricting QuickBooks’ capabilities.
• Corrupted .ND file.
• QuickBooks DBXX service failed to start.
• Sudden system shutdown due to an abrupt power failure.
• Inadequate window file permissions.
• The database server cannot access the company file.
• The IP address of the system cannot be detected by multi-user hosting.
• In the system, QuickBooks Database Server Manager is not available.
• Wrong Windows registry entries due to software modifications or unsuccessful installation.
• Sudden erasing of crucial QuickBooks files.

Prerequisites before Turning on Hosting Mode in QuickBooks

Before resolving the multi-user mode problem in QuickBooks, address certain prerequisites. Move ahead with the troubleshooting only when both conditions are addressed.

Condition 1: System set up

QuickBooks Desktop on the system and server should address the system requirements. Check configurations and perform corrections in case requirements are not addressed.

Condition 2: Review Hosting on Workstations and Server

To check hosting on the Server system, follow these steps:

1. Start QuickBooks and head to the “File” menu.
2. Choose the “Utilities” option.
3. Click the “Host Multi-User Access” option if it appears.
4. In case the option “Stop Hosting Multi-User Access” is displayed, avoid clicking it.

To check hosting on the Workstation, follow these steps:

1. Start QuickBooks.
2. Now head to the “File” tab.
3. Click the “Utilities” option.
4. Do not click the “Host Multi-User Access” option if it appears.
5. In case the option “Stop Hosting Multi-User Access” is selected, click it.
6. Perform the same steps for all workstations.

Note: When all the checks are done, begin troubleshooting to activate the hosting mode.

How to Turn On the Hosting Mode in the QuickBooks Program?

With QuickBooks Hosting Mode, several users can work on the shared company file via a network. When the message appears, “QuickBooks Hosting Mode is Off“, it implies that hosting is inactive.

Here are the solutions to activate hosting in QuickBooks:

1. Check Server Settings for Multi-User

When the hosting mode is turned off, QuickBooks will fail to host files on the server. On the server, install the QuickBooks Database Server Manager. This will aid in sharing company files with user computers. Now, check the multi-user setting with the following steps:

1. Sign in with Admin login details.
2. Check the internet speed.
3. Open the QuickBooks program.
4. Now, head to the “File” tab.
5. Choose the option “Switch to Multi-User Mode“.
6. Click the “Yes” button for consent if notified.
7. Click the “OK” button on the multi-user screen.
8. Head to the “Company” tab.
9. Choose the option “Set up Users and Passwords“.
10. Click the “Set up Users” option.
11. Click the “Add Users” option to include all the users who require access.

2. Review Services Running on the Server

Check and verify that QuickBooks services are working on the server. Repeat the steps for both QBCFMonitorService and QuickBooksDBXX.

Here are the steps to check the services active on the server:

1. Click the Start menu.
2. Look and open the “Run” screen.
3. Type the words “Services.msc” and click the “Enter” button.
4. Find QuickBooksDBXX.
5. Change Startup Type to Automatic.
6. Ensure the status of the service is “Running“. Choose the “Start” option, in case it is not.
7. Head to the “Recovery” tab.
8. For the first, second, and following failures, choose “Restart the Service“.
9. Click the “Apply” button. Then, click the “OK” button.
10. Perform the same steps for QBCFMonitorService.
11. Next, open QuickBooks on every system.
12. Head to the “File” option and choose “Switch to Multi-User Mode“.
13. Consider the error is resolved, if successful. In case it is not, move to the next solution.

3. Install QuickBooks again

Reinstallation resolves errors and restores hosting services. Here are the steps to reinstall QuickBooks:

1. Click the “Start” button.
2. Now, head to the Control Panel and click “Programs and Features“.
3. Choose “QuickBooks” and uninstall the program.
4. Head to Intuit’s official website.
5. Download the right QuickBooks version.
6. Install QuickBooks and allow multi-user mode hosting.

4. Allow Network Discovery and File Sharing

Allow sharing features to enable seamless communication via the network. Here are the steps to allow network discovery and file sharing:

1. Open the Control Panel and head to the option “Network and Sharing Center“.
2. Click the “Change Advanced Sharing Settings” option.
3. Extend the present network profile.
4. Switch on Network Discovery.
5. Switch off Password Protected Sharing.
6. Apply the changes and close it.
7. Ensure the company file folder is shared with proper access rights.

5. Add a Windows user and assign admin rights

QuickBooks multi-user mode needs admin access. Use a Windows Admin account to modify firewall and folder permissions. You need to add admin rights to QuickBooks Database Server Manager plus the services.

Here are the steps to include a windows user and allocate admin rights:

1. Prepare a Windows User with Admin Rights

1. Click the Start button and look for the “Settings” option.
2. Open the “Accounts” option. Now, click the option “Family and Other users“.
3. Choose the “Add someone else to this PC” option.
4. Select “I don’t have this person’s sign-in information“.
5. Choose the “Add a user without a Microsoft account” option.
6. Choose the option “Add someone else to this PC“.
7. Select the “I don’t have this person’s sign-in information” option.
8. Choose the “Add a user without a Microsoft account” option.
9. Add a username and password, and then click the “Next” button.
10. Head to the “Settings” option and then “Accounts“.
11. Choose the new account under the “Family and Other Users” option.
12. Select “Change Account Type” option.
13. Change it to “Administrator“.
14. Now, click the “OK” button.

2. Provide Admin Rights to QuickBooks Services

1. Close the QuickBooks account.
2. Open the Control Panel and click “User Accounts“.
3. Find QBDataServiceUserXX.
4. Choose “Change Account Type“.
5. Change it to “Administrator” and then click the “Apply” button.
6. Perform the same steps again for QBCFMonitorService and QuickBooksDBXX.

Note: Once completed, open QuickBooks again and change to multi-user mode.

6. Run a Quick Scan on Server Folders

To ensure the QuickBooks folders have no errors, scan them before file sharing. Here are the steps for a quick scan of server folders:

1. Close QuickBooks on all systems.
2. Open the QuickBooks Database Server Manager.
3. Click the “Scan Folders” option.
4. Choose the “Browse” option. Now select the folders that have the company files.
5. Click the “OK” button and then choose the “Start Scan” option.
6. Allow the scan to finish.
7. Once the scan is done, review the “QuickBooks Company Files Found” section.
8. Verify that the files can be used from different workstations

7. Review Folder and Windows Access Permissions

QuickBooks needs the right folder and Windows recommendations. In case the permissions are not present, follow these steps:

1. Open the Start menu by clicking the “Windows icon“.
2. In the search bar, type File Explorer and choose it.
3. Find the folder that saves QuickBooks files.
4. In the folder, right-click and choose the option “Properties“.
5. Head to the “Security” tab. Now click on the option “Advanced“.
6. Choose QBDataServiceUserXX. Here XX is the version year.
7.  Click the “Edit” Option.
8. Review if the options below are allowed:
   • List Folder/Read Data
   • Read Attributes
   • Read Extended Attributes
9. Change the settings and enable permissions if not.
10. Choose the “Full Control” option and press the “Allow” button.
11. Save the changes made. Now reboot the system.

8. Configure Windows Firewall

The wrong configuration of the firewall restricts QuickBooks hosting. Here are the steps to reconfigure the settings:

1. From the Start menu, open the Control menu.
2. Look for “Windows Firewall” and open it.
3. Choose the option “Allow an app through Windows Firewall“.
4. Click the “Change Settings” option.
5. Find QuickBooks and allow the “Public” checkbox.
6. Click the “OK” button.
7. Check if the error is fixed.

9. Open the Company File Locally

Open the company file on the host directly in case the network issue persists. Here are the steps to open the company file locally:

1. Open QuickBooks.
2. Head to the “File” option and click the “Open or Restore Company” option.
3. Choose the .qbw file and then click the “Open” option.
4. Add the login details when notified.

Conclusion

Once the solutions stated in this guide are shared, It will fix the Hosting issue in QuickBooks. In case the issue persists, kindly hire the services of a professional.

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