SwiftTec FAQ: How to share the member database between computers (Version 2 only)

Problem

You want share the membership database across more than one computer so that all computers see the same data.

Applies To

This solution is for version 2 of the following software:

If you are running version 1 please see the V1 FAQ.

Solution

In order to achieve there are some key requirements that must be met

The computers must be networked together
The data must be stored in a location that can be accessed by all computers
Each computer that is to access the data must have its own software licence purchased from SwiftTec

Networking the computers

Each computer should be connected to a network hub via a wireless or wired connection. You may need help from a local network specialist if you do not know how to do this.

Sharing Data Storage

The database must be stored in a place that can be accessed for read and write by all computers that need to access the data. This can be done by either:

Storing the database files on a central file server - this computer does not require a licence unless it will also run the software.
Using one of the computers running the software must share a folder that all computers can access.

If you are using a Windows server or desktop computer use the following steps to share a data folder (the precise steps depend on the version of windows you are running):

Run windows explorer (or My computer) and navigate to the root of a hard disk or the root folder where you wish to store the data.
Create a folder (e.g. ClubMembershipData) in which you wish to store the data (right click and select New->Folder)
Right click on the folder you have just created and select Share (or Sharing and Security)
Select the users and groups that you wish to be able to read and write the data.
And press OK/Share

Accessing Shared Data

Once the folder has been shared on the server you need to verify that each client computer can access the shared data folder. The easiest way to do this is to map a network drive to the shared folder:

Start windows explorer (or My Computer)
From the menu select Tools/Map Network Drive
Select a free drive letter, e.g. Z:
Click on the browse button to locate the server and share you created in the previous section.
Press the OK button to select it
Press the finish button to complete setting up the share

If successful you will find the drive mapped in My Computer alongside other network drives or your hard drives.

Open up the mapped drive and try to create a folder or copy a file there. If you can do this you have successfully created the share

Making SwiftTec Software use the Shared Data Area

When you install the software you will be prompted to run the setup tool to install the licences. You can also use this tool to change the data folder location. If you need to change the data folder location (e.g. from local storage to network storage) you can run the setup tool from the windows menu:

Programs -> SwiftTec -> Program Suite -> Tools -> Setup
(where Program Suite is the installed software, e.g. Club Membership System)

In the setup tool the Data Folders tab allows you to set the storage location of the database:

Data Folders

You need to enter the path to the data folder or use the ... button to select it.

Once applied you will need to restart any running membership or loyalty applications