Client cannot access company files without Admin logged in.

I want to make sure we can figure this out together, Diggs.

Let's set up folder permissions in QuickBooks Desktop. Sharing a folder gives permission and sets up accessibility user level on the network to access and view files in the folder. Set up multi-user networking for a variety of operating systems.

Here's how to share an existing folder:

1. Locate and right-click the folder you want to share. Then select Properties.
2. On the Sharing tab, select Share this folder. You can change the name of the shared folder by entering a new name in the Share Name field.
3. Go to the Security tab or select Permissions to set permissions for each user who will access your folder.
4. Select Apply and OK.

For additional details, please check here.

I've also got you these links for additional guide:

• Install QuickBooks Database Server Manager.
• Use QuickBooks Database Server Manager.

I'll keep an eye on your response if you have any additional questions about multi-users in QBDT. I'll be happy to assist you.

As I explained above sharing is not the issue. Sharing is correctly set up and allows the client to access and browse company files/folder on the admin computer. Besides, everything works correctly when the admin is logged in to Quickbooks. It's just when the admin does not have Quickbooks running then the client can't access the files. I could set up sharing out of Public folders without password protection but Windows Updates resets that twice a year on their feature upgrades so it is not very reliable.

Hello there, Diggs.

I appreciate you for getting back to us and for providing further clarification to your concern.

I got your point on how it affects your client when accessing company files. What we can do is to contact Windows support since they're the ones who can provide options. Also, they'll share information to resolve the issue you may be facing. 

If you need additional resources about QuickBooks Desktop, you can check our Help Articles. This includes details about running reports, handling bank data, and information entered in your company file.

Please visit here soon if you have other questions. I'll be glad to assist you. Take care and stay healthy.

Did you ever get a resolution for this?  I have a similar issue, where a couple of PC's only work if someone is logged in as admin to quickbooks on another PC.

Did you ever get a resolution for this?  I have the same issue, one PC has to be logged in as Admin in order for other PC's to open the company file.

Thanks for joining the thread, teamturch.

These 3 requirements must be satisfied for QuickBooks Desktop to grant access to the company file that is kept on a host computer:

• Windows File permissions: The user who is logged in must have permissions set to Full control, which includes permission to look at, open, and modify the file.
• Database Server mode: The database server can successfully open the company file.
• QuickBooks User login: Each user must have a QuickBooks user login and password.

If all of these conditions are met, other users should be able to access the company file. Check out this article for more details: Hosting your company data in multi-user mode in QuickBooks Desktop.

If the problems persist, you can ask the administrator to change the login settings so that users remain logged in for a maximum of 90 days. Once enabled, the user can close the company file but doesn't log off. 

Here's how:

1. Go to the Edit menu, and select Preferences.
2. Click the General, then Company Preferences.
3. Set the login setting to your preferred settings.

Please be aware that a user must log off before another user can log in when multiple users are accessing the same company file on the same computer. If a user doesn't log off, another user who is logged in with the same Windows user account can access the Company File without having to enter a login or password.

For your reference, you can read this link for more insights: Stay logged in to the QuickBooks company file and sign in without entering your password.

Additionally, I've added the following resource to assist you in resolving an issue with hosting the company file: How to fix hosting errors.

You're welcome to post again if you need further assistance in QuickBooks. We're always available to help you.