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Database and Network

Overview This chapter covers how to set up the database and enable reliable multi-computer (server–client) operation during installation and initial configuration. You’ll learn how to choose the right mode, prepare the server, connect clients, configure the network and firewall (TCP/UDP 1527), secure access, and verify everything works.

⚠ Note: Server–client networking is available only in our version 3 products (JobCard 3, InventoryManager 3, TireHotel 3, Freight 3, InvoicePad 3, CustomerRegister 3, CashRegister 3).

  • Key terms:
    • Database: Your data file(s) containing customers, items, jobs, invoices, etc.
    • Server: A computer running the software in Server mode that hosts the database.
    • Client: A computer running the software in Client mode that connects to the server.
    • Port: A network channel; the software uses TCP/UDP 1527.
    • Backup: Saved copy of database and/or settings (.wdg or .wdb file).

Database Basics for Setup

What the database contains

  • The database is the core of the system. It stores all business-related data created while using the software, such as customers, items, stock levels, jobs or work orders, and invoices. In addition to business data, it also includes important application settings that control how the software behaves.
  • Because all operational data is stored in the database, keeping it intact and properly managed is critical for reliable daily work.

Where the database is stored

  • The database is fully managed by the application itself and is located inside the software’s installation directory.
  • There is no separate database server or external database engine that needs to be installed or configured.

Setup implications

  • It is important not to manually edit, move, or rename database files. Doing so can cause data corruption or prevent the software from starting.
  • When copying the installation folder or performing a manual backup, always make sure the application is completely closed before doing so.

Choosing Your Operating Mode

The software can operate in different modes, depending on whether it is used on a single computer or shared across multiple computers on a network.

Standalone (Single-Computer) Mode

Standalone mode is the default setting after installation. In this mode, all data is stored locally and all work is performed on one computer. No network configuration is required, which makes this mode ideal for single users or small businesses with one workstation.

Server / Client (Multi-Computer) Mode

In server/client mode, one computer acts as the server and hosts the database, while other computers connect to it as clients over the local network. This allows multiple users to work with the same data simultaneously.

This mode is recommended for workshops, offices, or teams where access to shared data is required.

How to Change the Operating Mode

You can change the operating mode at any time from within the application. Open the main menu, go to Settings, then Database, select Mode, and choose whether the software should run in Standalone, Server, or Client mode.

Preparing the Server

Prerequisites

  • Before setting up a server, choose a reliable computer that will remain available during working hours.
  • An SSD is strongly recommended for better performance, and a wired Ethernet connection provides the most stable network communication.

Set Server mode

  1. Install and launch the software on the chosen server PC.
  2. Main Menu > Settings > Database > Mode > Change > Server mode.
  3. Once enabled, the application will begin hosting the database for client connections.

Record server identity

  • You should also take note of the server’s name (hostname), which can be found in the server settings or the footer (bottom right corner) of the main window. This name will be required when configuring client computers.
  • Main Menu > Settings > Database > Server settings > Server name (hostname). You will enter this on each client.

Keep it available

  • The server app must be running when clients connect. Automatic sleep or hibernation should be disabled.

Preparing Each Client

Install and set Client mode

Each client workstation must have the software installed locally. After installation, switch the operating mode to Client in the database settings.

  1. Install and launch the software on the workstation.
  2. Main Menu > Settings > Database > Mode > Change > Client mode.

Point to the server

When prompted, enter the server’s hostname or IP address in the client settings.

After saving the configuration, restart the application if required and verify that the client connects successfully and displays data from the server.

  1. Main Menu > Settings > Database > Client settings > Change.
  2. Enter the server’s hostname or IP; save.

Verify

Restart the client if prompted; confirm it connects without error and data is visible. If the connection is successful, all users will see the same shared data.

Network Configuration (Essential for Server–Client)

Required ports

For server–client operation to work correctly, network communication must be allowed between the server and clients. The software uses TCP and UDP communication on port 1527, which must be permitted through the firewall on the server.

Windows Firewall with Advanced Security (Server)

On Windows systems, this usually requires creating inbound and outbound firewall rules for port 1527. Additionally, the application’s javaw.exe file, located in the installation directory, must be allowed through the firewall.

Routers, AV, and EDR

If the network uses routers, VPN connections, or advanced security software, make sure that traffic on this port is not blocked. Antivirus or endpoint security solutions should also be checked to ensure they do not interfere with the application.

Connectivity test

Basic connectivity can be tested by pinging the server from a client computer. If the ping succeeds but the application still cannot connect, firewall rules and client settings should be reviewed again.

Initial Backup Configuration (Recommended at Setup)

Correct backup settings help protect your business data against accidental loss, system failures, or hardware problems.

Manual backup

Creating backups during the initial setup is highly recommended. A manual backup can be created using the Save Data function, ensuring that both the database and settings are included. Backups should be stored in a secure location such as an external drive or network share.

  • Main Menu > Save Data; include Database and Settings; save to a protected location (e.g., network share or USB).

Automatic backups

Automatic backups can also be configured from the database settings. Defining a backup schedule greatly reduces the risk of data loss.

  1. Main Menu > Settings > Database.
  2. Backup > Change.

This window allows you to configure how and when the software creates backups of your data.

Automatic security save

When this option is enabled, the software automatically creates a safety backup at regular intervals.

  • The value next to it (for example: 1 day) defines how often the security backup is created.
  • This backup is created automatically without user interaction.

Recommended to keep this enabled at all times.

Enable extra backup

This option allows you to create additional backups based on your own schedule and location.

When enabled, the following options become active:

  • Backup directory: This is the folder where backup files will be stored.
    • Click Select to choose a location.
    • It is highly recommended to use:
      • an external drive,
      • a network share,
      • or another secure location outside the main installation folder.

⚠ Avoid saving backups only on the same drive as the software.

  • Backup period: This setting defines how often an extra backup is created.
    • Example: 3 days means a new backup will be created every three days.
  • Auto delete old backups: When enabled, the software automatically removes older backup files.

Recommended unless you manually manage backup storage.

Timing

This determines when the backup process runs.

You can choose one of the following options:

  • At startup – backup runs when the software starts
  • At shutdown – backup runs when the software is closed
  • At time – backup runs at the specified time of the day (24 hour system)

Choose the option that best fits your daily workflow.

Number of backups kept

This defines how many backup versions are retained.

  • Example: 5 means the five most recent backups are kept.
  • Older backups are deleted automatically if auto deletion is enabled.

A higher number provides better protection but uses more storage.

Notify before starting backup

When enabled, the software displays a notification before creating a backup.

  • This allows users to pause work or prepare if needed.
  • Useful in busy environments or on slower systems.

Best practices

For best protection, keep backups in at least two different locations and periodically test restoring data on a non-production computer.

Security and Access Control

Admin credentials

  • During setup, assign a strong administrator password and limit access to critical functions such as changing operating modes or saving and loading data. This helps prevent accidental misconfiguration.

Network hygiene

  • From a network perspective, allow database communication only from trusted computers or VPN connections, and never expose the server port directly to the public internet.

Workstation hardening

  • Keeping the operating system, drivers, and antivirus software up to date further improves system security.

Encryption

  • Client–server communication supports encrypted transport; keep the application updated to benefit from security improvements.

Performance and Reliability Tips

  • Hardware
    • For best performance, the server should use SSD storage and have at least 8 GB of RAM.
    • UPS for power protection.
  • Network
    • Prefer wired Ethernet for the server; stable Wi‑Fi or wired for clients.
  • Operating system
    • Disable automatic sleep on the server; schedule OS updates and reboots off-hours.
  • Capacity
    • Monitor free disk space; aim for at least 4× database size available as recommended.

Troubleshooting During Setup

  • Client cannot connect
    • Confirm the server is in Server mode and running.
    • Verify client points to the correct server name/IP.
    • Re-check firewall rules for TCP/UDP 1527 and javaw.exe allow-list.
    • Test ping and, if possible, telnet or port check to 1527.
  • Timeouts or slow performance
    • Use wired LAN; check VPN latency and packet loss.
    • Ensure no backup or large copy jobs are saturating the network.
  • “Database in use” or multiple servers
    • Ensure only one server instance is running against the database.
  • Firewall/AV prompts
    • Approve when prompted and confirm rules exist in Advanced Firewall.
  • Code or activation issues after install
    • Load your saved data if applicable; if activation problems persist, contact support.

Need help? If you need assistance with server–client setup, firewall rules, or initial backups, contact info@jobcardsystems.com and we’ll guide you step by step. We’re happy to help!