Multi-User & Team

Set up SQL Server Express for team collaboration with roles, permissions, and LAN deployment.

When to Go Multi-User

GlyphFex works great as a single-user tool, but many shops reach a point where multiple people need access to the same data. Consider going multi-user when:

Multiple people manage jobs — If more than one person creates, updates, or reviews entries, a shared database prevents duplicate records and conflicting information
You need concurrent access — If people need to view or edit entries at the same time, not just take turns on one machine
You want role-based permissions — Give shop floor operators edit-only access while restricting configuration and user management to admins
You need a central audit trail — All changes from all users are recorded in one place for quality and compliance purposes

Tip If you are the only person using GlyphFex, stick with a Personal (Solo) project. You can always migrate to multi-user later without losing any data.

SQL Server Express Setup

Multi-user mode requires SQL Server Express (free from Microsoft) running on one computer on your network. It takes about 20 minutes to set up.

We wrote a complete guide for this

Step-by-step instructions with screenshots, troubleshooting, and plain-English explanations. Written for shop owners, not IT professionals.

Open the SQL Server Setup Guide →

Quick summary

SQL Server Express 2019 or later — Free from Microsoft, supports up to 10 GB per database
Install on one computer — Any Windows PC that stays on during work hours
Enable TCP/IP and open the firewall — Two settings changes so other PCs can connect
Windows Authentication — Uses existing Windows logins, no separate passwords to manage

Creating a Shared Project

Once SQL Server is running, create a shared project from GlyphFex:

File > New Project > Shared — Select the "Shared (Team)" project type.
Enter connection details — Provide the server name (e.g., SERVERNAME\SQLEXPRESS) and a database name (e.g., ShopFloor_2026).
Test Connection — Click the Test Connection button to verify that GlyphFex can reach the SQL Server instance. Fix any connection issues before proceeding.
Save the config file — GlyphFex creates a .glyphfex-server configuration file. Save this to a shared network location (e.g., a mapped drive or UNC path) so all team members can open it.

The first user to create the project automatically becomes the Admin. All subsequent users who open the same .glyphfex-server file are assigned a default role.

Connecting Other Users

Getting other team members connected is straightforward:

Install GlyphFex on each user's machine. The same installer works for all roles.
File > Open — Browse to the shared .glyphfex-server file on the network drive.
Automatic user creation — On first connection, GlyphFex automatically creates a user account using the Windows username. No passwords to set up.

The new user is assigned a default role (typically Editor). The Admin can change roles at any time from the User Management dialog.

Tip Put the .glyphfex-server file in a location everyone can reach — like a shared network folder. Each user opens this same file. GlyphFex reads the connection string from it and connects to the central SQL Server database.

Migrating from Solo

Already have a Personal (Solo) project with data in it? You can migrate to a shared SQL Server database without starting over.

File > Migrate to SQL Server — Opens a 3-step migration wizard.
Configure connection — Enter the SQL Server machine name and instance, choose a database name, and test the connection.
Migration runs — GlyphFex copies all entries, tags, categories, pipeline config, audit trail, custom fields, templates, and settings to the new SQL Server database. A progress indicator shows the transfer status.

Note Your original .glyphfex file is preserved unchanged. Migration copies data to SQL Server — it does not delete or modify your local file. You can keep it as a backup.

Roles & Permissions

GlyphFex uses three roles to control what each user can do:

User Management Dialog Screenshot of the User Management dialog showing the user list with role dropdowns and activate/deactivate toggles

Capability	Admin	Editor	Viewer
View entries, dashboard, reports	Yes	Yes	Yes
Create and edit entries	Yes	Yes	No
Move entries through pipeline	Yes	Yes	No
Clock in/out, add attachments	Yes	Yes	No
Export data (CSV, PDF, Excel)	Yes	Yes	No
Configure categories, pipeline, fields	Yes	No	No
Manage users and roles	Yes	No	No
Delete entries, manage archive	Yes	No	No
Submit change requests to Admin	—	Yes	No

Tip Editors have broad access to create and edit entries — they just cannot change the system configuration or manage other users. This is the right role for most shop floor operators and team leads.

Kiosk Mode

Kiosk Mode is a special restriction for Editor accounts that locks the interface down to only the Shop Floor and Display Board pages. It is designed for shared shop floor terminals where operators need to clock in/out and advance stages, but should not navigate to configuration, analytics, or other areas.

Enabling Kiosk Mode

Go to Tools > Manage Users
Select an Editor user
Check the Kiosk Mode checkbox
Save — the change takes effect on the user's next data refresh

What Kiosk Mode restricts

Navigation — Only Shop Floor (Ctrl+6) and Display Board (Ctrl+5) are accessible. All other navigation items are hidden.
File menu — New Project, Open, Import, Export, Migrate, and Backup are all hidden. Only the application close option remains.
Keyboard shortcuts — Shortcuts for restricted pages (like Ctrl+1 for Entry page) are blocked.
Command Palette — Only shows Shop Floor, Display Board, About, Keyboard Shortcuts, and Getting Started Guide commands.

Escaping Kiosk Mode (Simulation)

When testing Kiosk Mode with role simulation, use the Command Palette (Ctrl+K) and select Reset Role Simulation. This command is always available regardless of Kiosk restrictions, ensuring you can never get stuck in a simulated role.

Tip Kiosk Mode is ideal for a shared touchscreen PC on the shop floor. Operators can see the Kanban board, clock in/out, advance stages, and add notes — but cannot accidentally change project settings or navigate to pages they do not need.

Task Assignment

GlyphFex lets you assign work to specific team members and track workload across the team.

Assign entries to team members — Each entry has an "Assigned To" field. In multi-user mode, this is a dropdown pre-populated with your team's usernames. In solo mode, it is a free-text field.
"Assign to Me" button — One-click self-assignment on both the Entry Page and the Entry Detail window. Uses your Windows username automatically.
"My Work" dashboard filter — Toggle on the Dashboard to see only entries assigned to you. Your filter preference is remembered across sessions.
"My Jobs" on Shop Floor — Shop floor operators can toggle to see only their assigned work. A count badge shows how many jobs are in their queue.
Workload Distribution chart — On the Analytics page, a horizontal bar chart shows how many entries are assigned to each team member, helping managers balance work across the team.

Tip Enable the "Assigned To" built-in field from Settings Hub > Custom Fields. In team mode, the user list is populated automatically from your SQL Server user accounts.

User Management

Admins manage team members from Tools > Manage Users. The User Management dialog shows all registered users and their current roles.

Change roles — Select a user and assign a new role (Admin, Editor, or Viewer). Changes take effect immediately on the user's next data refresh.
Activate/deactivate users — Deactivated users cannot connect to the project. Use this when someone leaves the team or no longer needs access.
Windows Authentication — GlyphFex uses the logged-in Windows account for authentication. There are no separate usernames or passwords to manage within GlyphFex itself.

Note User accounts are created automatically when someone first opens the shared project. You do not need to pre-create accounts. Just share the .glyphfex-server file and manage roles after they connect.

Worker Management

Manage your shop floor workforce from Tools > Manage Workers. The Worker Management dialog provides a compact view of all workers, grouped by department using collapsible Expanders.

Worker list

Each worker is displayed as a single-line row showing their name, initials, department, job title, and a lock icon indicating whether a Workstation PIN has been configured. Workers are grouped by department, with each department in a collapsible section.

Adding or editing a worker

Click Add Worker or select an existing worker and click Edit. The worker form includes:

Name — The worker's full name, displayed on My Jobs, Shop Floor, and assignment lists
Initials — A short code (e.g., "JD") used on compact displays where full names do not fit
Department — Used for grouping in the By Worker view on the Team Board and in the Manage Workers dialog
Job title — The worker's role or position (e.g., "Welder", "CNC Operator", "Inspector")
Phone — Contact phone number (optional)
Email — Contact email address (optional)
Workstation PIN — A 4–6 digit numeric PIN for Shop Floor workstation login. See PIN Login Security below.
Notes — Free-text notes about the worker (e.g., certifications, shift schedule, special skills)

Where workers appear

Workers you add here appear throughout GlyphFex:

Assignment pickers — Dropdown lists when assigning entries to workers
Pipeline stage configuration — The "Assigned Users" list on each pipeline stage in Edit Pipeline
My Jobs — The By Worker view on the Team Board
Shop Floor — PIN login and job assignment on the Workstation Terminal

Tip Workers are separate from user accounts. In a multi-user (SQL Server) setup, user accounts control login and permissions, while worker records control shop floor identity and stage assignments. A single person may have both a user account (for office use) and a worker record (for shop floor use).

PINs provide a quick authentication method for shared shop floor workstations where switching Windows user accounts is impractical.

Configuring PINs

4–6 digit numeric PIN — Each worker can have a unique PIN set by an administrator
Set via Manage Workers — Go to Tools > Manage Workers, select a worker, click Edit, and enter a value in the Workstation PIN field
Lock icon — In the worker list, a lock icon appears next to workers who have a PIN configured, making it easy to see who is set up for workstation access
Clear PIN — To remove a worker's PIN, open their record and click the Clear PIN button. The worker will no longer be able to log in at workstation terminals.

Where PINs are used

PINs are used exclusively on the Shop Floor workstation terminal. Workers enter their PIN on the numeric keypad to identify themselves and access their job queue. PINs are not used for any other part of GlyphFex.

Warning PINs are designed for convenience on shop floor terminals, not for high-security scenarios. They identify which worker is at the terminal so that time tracking and stage advances are attributed correctly. For access control to sensitive data, use the role-based permissions system with Windows Authentication.

Admin Requests

Editors who need configuration changes or other admin-level actions can submit requests without leaving GlyphFex:

Admin Requests Dialog Screenshot of the Admin Requests Review dialog showing pending requests from Editors with approve/reject buttons

Editor submits a request — From the entry detail window or via the menu, an Editor describes what they need changed (e.g., "Add new tag 'Anodized' to Finish category").
Admin sees notification — An amber badge appears on the Admin's toolbar indicating pending requests.
Admin reviews — The Admin opens the request review dialog, reads the request, and can Approve or Reject it with optional response notes.

This keeps Editors productive without interrupting the Admin with verbal requests or emails. All requests are tracked and auditable.

Concurrency Handling

When multiple users access the same database, GlyphFex uses optimistic locking to prevent data conflicts:

Every entry has a RevisionNumber that increments with each save
When you save an entry, GlyphFex checks if the revision number still matches what you loaded
If another user saved changes while you were editing, the revision numbers will not match and a conflict dialog appears

The conflict dialog offers three options:

Reload — Discard your changes and load the other user's version
Force Save — Overwrite the other user's changes with yours
Cancel — Go back to your edit and decide what to do

Warning "Force Save" permanently overwrites the other user's changes. Use it only when you are certain your version is correct. In most cases, "Reload" is the safer option — review the latest version and then make your changes.

Auto-Refresh

In multi-user mode, GlyphFex automatically checks for new data on a 10-second interval. The refresh is lightweight:

First checks MAX(LastModifiedAt) on the server to see if anything changed
Only performs a full data reload if the timestamp is newer than the last refresh
Dashboard, Shop Floor, Calendar, and Display Board all benefit from auto-refresh

You can also force a manual refresh at any time by pressing F5 or Ctrl+R.

Tip Auto-refresh is designed to be invisible. You should see new entries and status changes from other users appear on your screen within seconds, without needing to click anything.

LAN Deployment

For a successful LAN deployment, verify these networking requirements:

TCP/IP connectivity

GlyphFex connects to SQL Server over TCP/IP. Ensure:

TCP/IP protocol is enabled in SQL Server Configuration Manager
The SQL Server port is open in Windows Firewall on the server machine
Client machines can reach the server by machine name or IP address

Port configuration

SQL Server Express uses a dynamic port by default, which changes on each restart. For reliable LAN access:

Set a static port in Configuration Manager (recommended: 1433)
If using a dynamic port, ensure the SQL Server Browser service is running and UDP port 1434 is open

Authentication

NTLM authentication — GlyphFex uses Windows Authentication, which relies on NTLM in workgroup environments
BUILTIN\Users — By default, SQL Server Express grants CONNECT SQL permission to the BUILTIN\Users group, allowing all local Windows accounts to connect
Workgroup vs. Domain — In a workgroup (no Active Directory), each machine must have matching local user accounts for cross-machine authentication. In a domain environment, domain accounts work seamlessly.

Note In a workgroup environment, the simplest approach is to create matching user accounts (same username and password) on both the server and client machines. This allows NTLM authentication to work without a domain controller.