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How to Manage Add-On Users and Migrate Your Webgility Database

This article guides Webgility Desktop users through essential processes including creating multiple add-on users and migrating the Webgility database to a new server, which may involve installing SQL Server.

Overview

This guide will walk you through three essential processes in Webgility application:

  • Creating multiple add-on users in Webgility Desktop
  • Migrating your Webgility database to a new server (which might include installing SQL Server)

1. Creating Multiple Add-On Users in Webgility Desktop

You can add more users to your Webgility account, allowing your team members to access and manage your integrations.

  1. Log in to your Webgility account portal. Go to portal.webgility.com and log in with your credentials.

  2. Navigate to the Users section. Once logged in, click on Users or Manage Users in the navigation menu.

  3. Add a new user. Select the Add User option (or similar, like "Invite User").

  4. Enter user details. For each new user you want to add:

  • Enter their required details, such as their email address, first name, and last name.
  •      Click Save or Invite to complete the process.

For more detailed information, please refer to the Webgility help article on How to Create an Add-on User on Webgility Portal Account

2. Webgility Database Migration to a New Server

If you need to move your Webgility Desktop database to a different server, here's how to do it. It's crucial to have administrator access and current backups before you start.

First, if you're experiencing a Webgility Desktop login issue or need to install Webgility Desktop on a new server, download and install the Webgility Desktop application from portal.webgility.com. If you don't have a login issue and just need to update your existing installation, you can update by clicking Help > Check for Updates > Update within Webgility Desktop.

For the most comprehensive and up-to-date instructions on database migration, please refer to the official Webgility help article: Move Webgility Desktop Database.

Here are the key steps involved in the migration process:

  1. Back up your current Webgility database. System > Dabase > Backup > Select Folder > OK

  2. Install SQL Server on the new server (if it's not already there). If your new server doesn't have SQL Server installed, you'll need to install it. This usually involves downloading the appropriate SQL Server Express edition from Microsoft and running the installer to set up the Database Engine Services. Please refer How to Manually Install SQL 2016 for Webgility Desktop

  3. Restore the Webgility database backup. On your new server please follow Move Webgility Desktop Database or use SSMS to restore the Webgility database backup you created earlier.

  4. Update Webgility to point to the new database server. After the database is restored, you'll need to configure your Webgility Desktop settings to connect to the new database server. This is often done through the Webgility Desktop client setup wizard, which may prompt you for the new database connection details.

  5. Test the new connection. Launch Webgility Desktop and confirm that you can log in, access all your data (orders, products, settings), and that your QuickBooks integration is working correctly.