SQL Server Setup Guide

Get your whole team on GlyphFex in about 20 minutes. No IT degree required.

What You'll Need

Before you start, gather these things. You probably have all of them already:

• One Windows computer that stays on during work hours — This is your "server." It can be any PC in the shop: the front desk computer, the office PC, or even the machine someone is already using every day. It does not need to be a fancy rack-mounted server.
• A network connection between your computers — If all your shop PCs can get to the internet or share a printer, they are on the same network. That is all you need.
• About 20 minutes — The download takes the longest. The actual setup is just a few clicks.

Step 1: Download SQL Server 2025 Express

Do this on the computer that will be your server (the one that stays on).

1. Open a web browser and go to:
   https://www.microsoft.com/en-us/sql-server/sql-server-downloads
2. Scroll down to "SQL Server 2025 Express" — it's the free one on the right side. Click Download now.
3. Run the downloaded file. Windows may ask "Do you want to allow this app to make changes?" — click Yes.

Step 2: Install SQL Server 2025 Express

The installer will ask you a few things. Here's what to pick:

1. Choose "Basic" installation type. This is the simplest option and gives you everything GlyphFex needs.
2. Accept the license terms. Click Accept.
3. Leave the install location as-is (the default is fine). Click Install.
4. Wait for the download and install to finish. This takes 5-10 minutes depending on your internet speed. Go grab a coffee.
5. When it says "Installation has completed successfully" — you're done with this step. You'll see a summary screen with your instance name. It will say something like SERVERNAME\SQLEXPRESS. Write this down or take a photo of this screen. You'll need it later.

Step 3: Let Other Computers Connect

By default, SQL Server only talks to the computer it's installed on. We need to open two doors so the other shop computers can reach it.

Step 3a: Turn on TCP/IP

TCP/IP is the language computers use to talk to each other on a network. We need to tell SQL Server to listen for it.

1. Press the Windows key and type "SQL Server Configuration". Open SQL Server 2025 Configuration Manager. If you don't see it, look in the Start menu under Microsoft SQL Server 2025 > Configuration Tools. (If you installed an older version like 2022, look for that year instead.)
2. In the left panel, expand SQL Server Network Configuration.
3. Click Protocols for SQLEXPRESS.
4. In the right panel, you'll see a list of protocols. Find TCP/IP. It probably says Disabled.
5. Right-click TCP/IP and select Enable.
6. A message will say you need to restart the service. Click OK (we'll restart in a moment).

Set a fixed port number (recommended)

This makes connections more reliable. Without it, the port number can change every time the computer restarts, and your other computers might lose the connection.

1. While still in Configuration Manager, double-click TCP/IP to open its properties.
2. Click the IP Addresses tab.
3. Scroll all the way to the bottom to the section called IPAll.
4. Clear the TCP Dynamic Ports field (delete everything in it so it's blank).
5. Set TCP Port to 1433.
6. Click OK.

Restart the SQL Server service

1. In the left panel of Configuration Manager, click SQL Server Services.
2. Right-click SQL Server (SQLEXPRESS) and select Restart.
3. Wait a few seconds for it to restart. The icon should show a green arrow when it's running.

Step 3b: Open the Windows Firewall

Windows Firewall blocks incoming connections by default. We need to tell it that SQL Server connections are OK.

1. Press the Windows key and type "Windows Defender Firewall". Open Windows Defender Firewall with Advanced Security.
2. In the left panel, click Inbound Rules.
3. In the right panel, click New Rule...
4. Select Port. Click Next.
5. Select TCP. In Specific local ports, type 1433. Click Next.
6. Select Allow the connection. Click Next.
7. Check all three boxes (Domain, Private, Public). Click Next.
8. Name the rule "SQL Server for GlyphFex". Click Finish.

Step 4: Connect GlyphFex to SQL Server

Now open GlyphFex on the server computer (the same one you just installed SQL Server on).

If you're starting fresh (no existing data):

1. Go to File > New Project.
2. Choose "Shared (Team)" project type.
3. Fill in the connection details:
   • Server Name: Your computer name + \SQLEXPRESS (e.g., FRONTDESK\SQLEXPRESS)
   • Database Name: Pick a name for your database (e.g., ShopJobs, MyShop_2026)
4. Click Test Connection. You should see a green checkmark and "Connection successful." If not, see Troubleshooting below.
5. Click Create. GlyphFex creates the database and saves a .glyphfex-server file. Save this file somewhere everyone can access it — a shared network folder, a USB stick you pass around, or even email it. This tiny file is how everyone connects.

If you already have data in a solo project:

1. Open your existing .glyphfex project.
2. Go to File > Migrate to SQL Server.
3. Enter the same connection details as above (server name + database name).
4. Click Migrate. GlyphFex copies everything — all your entries, pipeline stages, tags, audit trail, custom fields, templates. Nothing is lost.
5. Your original .glyphfex file is preserved as a backup. It's not modified or deleted.

Step 5: Get Your Team Connected

This is the easy part. On each person's computer:

1. Install GlyphFex if it isn't already. Same installer, same version.
2. Go to File > Open.
3. Browse to the .glyphfex-server file (wherever you saved it in Step 4). Open it.
4. That's it. They're connected.

GlyphFex automatically creates a user account for them using their Windows login name. The first person who created the project is the Admin. Everyone else starts as an Editor. You can change roles anytime from Tools > Manage Users.

What Each Role Can Do

GlyphFex has three roles. The Admin (you) assigns them.

Editor is the right role for most people on the shop floor. They can create entries, update job statuses, clock in and out, and add attachments. They just can't change the system configuration. If an Editor needs something changed, they can submit a request to the Admin right from GlyphFex — no email or sticky notes needed.

Backing Up Your Shared Database

Now that your whole shop's data is in one place, backing it up is important. GlyphFex makes it easy:

• One-click backup: Go to File > Backup Database. GlyphFex creates a native SQL Server backup file (.bak). Save it to a USB drive, external hard drive, or network share.
• Full project ZIP: Go to File > Export Full Project and check "Include Attachments". This creates a ZIP file with everything — your database export plus all attached files.
• Recovery guide: Go to Help > Disaster Recovery Guide to generate a PDF with step-by-step restore instructions. Print it and keep it near the server.

Troubleshooting

If something isn't working, start here. These are the most common issues and their fixes.

"Test Connection" fails from the server itself

This means GlyphFex can't reach SQL Server on the same computer. Check:

• Is SQL Server running? Open SQL Server Configuration Manager and look at SQL Server Services. The status should say "Running" with a green arrow. If it says "Stopped", right-click and select Start.
• Is the instance name correct? It should be YOURCOMPUTERNAME\SQLEXPRESS (not just SQLEXPRESS). The computer name is case-insensitive.
• Did you restart the service after enabling TCP/IP? Go back to Step 3a and restart the service.

Other computers can't connect

GlyphFex works on the server but not from other PCs. This is almost always a firewall or network issue.

• Check the firewall rule — Go back to Step 3b and make sure the rule exists and is enabled. Look for "SQL Server for GlyphFex" in the Inbound Rules list. It should have a green checkmark.
• Can the other PC reach the server at all? On the other PC, open Command Prompt (press Windows key, type cmd) and type: ping FRONTDESK (replace with your server's computer name). If you see "Reply from..." it can reach the server. If you see "Request timed out" or "could not find host", it's a network issue.
• Is the port right? The most common problem: you set the port in Configuration Manager but SQL Server hasn't been restarted since. Go restart the SQL Server service. Also double-check that TCP Dynamic Ports is blank and TCP Port is 1433.
• Try the IP address — Instead of the computer name, try using the server's IP address. On the server, open Command Prompt and type ipconfig. Look for the IPv4 Address (something like 192.168.1.50). In GlyphFex, use 192.168.1.50\SQLEXPRESS as the server name.

"Login failed" or permission errors

The connection works but the login is rejected.

• Workgroup environment (most small shops): The username and password on the client PC must match a user account on the server PC. Example: if the shop floor computer logs in as ShopUser with password Shop123, the server must also have a user called ShopUser with the same password.
• Domain environment (larger businesses with IT): This usually works automatically because everyone logs in with the same domain account. If it doesn't, ask your IT person to check that the domain user has CONNECT SQL permission on the SQL Server instance.

Everything is slow

Multi-user GlyphFex should feel just as fast as solo mode. If it's slow:

• Check the network — Are the computers on WiFi? Wired connections (Ethernet cables) are much faster and more reliable. If possible, use wired connections for shop PCs.
• Is the server overloaded? If the server PC is also used for heavy tasks (large file transfers, video editing), it might struggle to respond to database queries at the same time. Consider moving SQL Server to a computer that isn't heavily used.
• How many entries? SQL Server Express handles thousands of entries with ease. If you have over 5,000, make sure to archive completed old jobs periodically (Settings > Archive).

Frequently Asked Questions

Do I need to buy a server?

No. Any Windows PC in your shop can act as the server. The front desk computer, someone's workstation, or even a small mini-PC tucked under a desk. As long as it stays on during work hours and is connected to the network, it works.

Is SQL Server Express really free?

Yes. SQL Server Express is free from Microsoft, forever. No license fee, no subscription, no hidden costs, no 180-day trial. It supports databases up to 10 GB, which is enough for tens of thousands of GlyphFex entries. You will not need to upgrade unless you have a very large operation with 50,000+ entries.

What if the server computer turns off?

Nobody can use GlyphFex in multi-user mode while the server is off. When it turns back on, SQL Server starts automatically and everyone can reconnect. No data is lost — everything is saved on disk. For the most reliable setup, keep the server computer on during business hours and configure it not to sleep.

Can I use this over the internet?

GlyphFex multi-user mode is designed for local area networks (LAN) — computers in the same building. Remote access over the internet requires VPN setup, which is best handled by an IT professional. For most shops, LAN is all you need.

How many users can connect at the same time?

SQL Server Express supports virtually unlimited concurrent connections. GlyphFex has been tested with 10+ simultaneous users reading and writing data without any issues. For a typical shop with 3-15 people, you'll never hit a limit.

What happens to my old .glyphfex file after migrating?

Nothing. It stays exactly where it is, unchanged. Think of it as a free backup. You can even continue opening it in solo mode if you ever need to. The migration copies data to SQL Server — it doesn't delete anything.

Can I go back to solo mode?

Yes. You can always create a new solo project and manually re-enter data, or use your original .glyphfex backup file from before the migration.

Still Stuck?