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Add, edit or create Windows users with Administrator rights

To set up QuickBooks Desktop in multi-user mode, it is required to have a Windows user with Administrator rights. Learn how to add, edit, or create a Windows user with Administrator rights in different versions of Windows and how to provide Administrator rights to a QuickBooks Desktop database system user if necessary.

Add or create a Windows user with Administrator rights

  • Windows 10
    1. From the Start menu, select Settings.
    2. Choose Accounts, then select Family & other users.
    3. From the Other Users section, select Add someone else on this PC.
    4. At the bottom of the page, select I don't have this person's sign in information, then Add a user without Microsoft account.
    5. Type in the name of the new account and assign a password if necessary.
    6. Select Finish. By default, the newly created user is set as a Standard User.
    7. Provide administrator privileges to the new user.
      1. Select the newly created account, then Account Type.
      2. Choose Administrator from the drop-down.
      3. Select OK to save the changes.
  • Windows 8.1
    1. On your keyboard, press Ctrl+R to open the Run command.
    2. Type Control Panel, then select OK. Open the Control Panel.
    3. Select User Accounts > Manage Another Account > Add a new user in PC settings.
    4. Select Add an account, then choose Sign in without a Microsoft account (not recommended).
    5. Select Local account, then fill out the necessary information (user name, password, password Hint).
    6. Provide Administrator privileges to the new user.
      1. Choose the newly created account, then select Edit.
      2. Choose Administrator from the drop-down, then select OK.
        Note: The new user will not appear in the Manage Accounts screen until you restart the computer.
  • Windows 8 and 7
    1. On your keyboard, press Ctrl+R to open the Run command.
    2. Type Control Panel, then select OK. Open the Control Panel.
    3. Select User Accounts > Manage Another Account > Create a new account.
    4. Type in the user name, then select Administrator > Create.
  • Windows Servers
    • Windows Server 2012
      1. On your keyboard, press Ctrl+R to open the Run command.
      2. Type ServerManager, then select OK.
      3. Select Tools > Computer Management > Local Users and groups > Groups.
      4. Double-click Administrators Group to open the Administrators Properties window.
      5. Select Add.
      6. Enter the account name you want to add to the local admin group, then select OK.
    • Windows Small Business Server 2011 and 2008 R2
      1. From the Start menu, select All Programs > Windows Small Business Server > Windows SBS Console.
      2. Select Users and Groups > Add a new user account tab.
      3. Fill out the information, then follow the prompts in the Add a New User Account wizard. Make sure to provide the appropriate Administrator privileges to the new user.
      4. Select Finish.

Provide Administrator rights to QuickBooks Desktop database system user

To allow access to company files, the QuickBooks Desktop database system user must have Administrator rights.

Important: You cannot perform these steps on a Windows Server that is acting as a Domain Controller. If you are hosting QuickBooks Desktop on a Domain Controller, it is best to have a qualified Microsoft IT professional add the QuickBooks Desktop database system user as a Domain Administrator.
  1. Close QuickBooks Desktop and open User Accounts from the Control Panel.
    • Windows 10, 8.1, 8, and Server 2012
      1. On your keyboard, press the Windows key, then type User Accounts. Press Enter.
      2. Select Manage another account.
    • Windows 7
      1. On your keyboard, press Ctrl+R to open the Run command.
      2. Type in Control and select OK. Open the Control Panel.
      3. Select User Accounts and Family Safety > User Accounts > Manage another account.
  2. Double-click the QBDataServiceUserXX for your QuickBooks Desktop version.
    QuickBooks Desktop 2018 QBDataServiceUser28
    QuickBooks Desktop 2017 QBDataServiceUser27
    QuickBooks Desktop 2016 QBDataServiceUser26
  3. Select Change the account type > Administrator > Change Account Type.