On-premises server setup — first run and server connection

This page applies only when BusinessSensor is installed on your own server (on-premises), not when you use it online. Use it once after installation to create your company, and again later if you need to move your data to a different SQL Server or database.

Before you start

Setup only works on the server itself — sitting at it, or connected with Remote Desktop. On any other computer, tablet or phone the page shows "Open this page on the server".
SQL Server must be installed — on this server (needed to create a new company database) or on another computer on your network. The installer does not ask which one; you choose it at the top of this page.
If you plan to use the database your desktop BusinessSensor already uses, make sure it is on that same SQL Server.
Have a password ready for the first administrator (at least 8 characters).

Steps — first run

On the server, open a browser at http://localhost:5090/server-setup (the installer opens it for you at the end).
Database server — wait for "Connected". If it cannot connect (always the case straight after installing, unless SQL Server happens to have the expected name), the page shows Use a different SQL Server: pick your SQL Server from the list (or type its name, for example SERVER\SQLEXPRESS), choose Windows authentication or a SQL login, click Test, then Use this SQL Server. BusinessSensor restarts on it and the page reconnects by itself — then continue below.
- The list shows the SQL Servers on this computer straight away, with their version and whether they are running, plus any found or used before. SQL Servers elsewhere on your network are added by themselves after a few seconds (Searching the network…).
- Under the name, a line says what BusinessSensor knows about the chosen server — for example running, not running — start its SQL Server service, or too old (BusinessSensor needs SQL Server 2012 or later).
Company database — choose one:
- Create a new, empty company database — keep the suggested name or type your own.
- Use an existing BusinessSensor database — pick it from the list. Only BusinessSensor company databases are listed, by company name. A database already in the 2026+ format is used as it is, and the desktop system can keep using it at the same time.
- A database marked Legacy — will be copied and upgraded is from before the 2026+ format. When you pick it, you are asked to confirm. BusinessSensor then backs it up, restores it as a new copy (named BS_ and your company name), upgrades the copy and uses that. The original is left exactly as it is — older desktop versions can still open it — and it no longer appears in database lists.
Your company — for a new database, type the company name and choose the product and edition you bought. For an existing one:
- the company name and the product come from that database (the product it was set up as in the desktop system) and can't be changed here;
- a box under them says whether this server already holds a licence, or a 30-day trial starts. Licences of the retired desktop system do not carry over: activate a server licence afterwards. If this server's licence has expired, it says so; you can still finish setup, and BusinessSensor is read-only until the licence is renewed;
- the edition is filled in from that licence when it names one.
Administrator —
- New database: enter a user name, full name, optional email, and the password twice. This is the first person who can sign in.
- Existing database: its administrators are listed. Nobody is added and no password is changed — they sign in with the user name and password they already use (for example in the desktop system). Only if the database has no active administrator are you asked to create one.
Click Finish setup. Creating a new database can take a minute. If the button is grey, the line under it says what is still needed.
When you see Setup complete, note the address shown. Staff open BusinessSensor from any device on your network at that address. Click Print to pin the address and QR code up for staff.
Click Sign in as an administrator — the one you just created, or one of the existing database's. Then add your staff under Setup → Users.

Steps — change the server connection later

On the server, open http://localhost:5090/server-setup. You will see the current database server and company database.
If asked, sign in as an administrator (you need the Company settings permission).
Under Change server connection, pick the SQL Server from the list. It shows the SQL Servers on this computer and any used before at once; SQL Servers on other computers are added by themselves after a few seconds. You can also type a name.
Choose Windows authentication or SQL login (and enter the login and password).
Click Connect and list databases. Only BusinessSensor company databases are listed, with their company names.
Choose one:
- An existing company database from the list (a Legacy — will be copied and upgraded one is copied and the copy upgraded, exactly as in first run — the original is never changed), or
- + Create a new company database (only for a SQL Server on this computer): type a name, then the new database's first administrator — user name, full name and password.
Click Save and switch (or Create and switch), then confirm.
- Same SQL Server: the change is immediate. Everyone is signed out and signs in again.
- Different SQL Server: BusinessSensor restarts on the new server. The page reconnects by itself after a short wait.
If you created a new database, sign in as its new administrator.

Steps — secure connection (HTTPS) for phones, tablets and other computers

Without this, other devices reach BusinessSensor over plain http://. Browsers do not trust that, so USB receipt printers, the camera (barcode and ID scanning) and similar features only work on the server itself.

Get a certificate for the name staff will type, for example erp.yourcompany.com — from your IT provider or BusinessSensor support — as a .pfx file with its private key, and its password.
Ask your IT support to add a DNS record so that name points to this server's address on your network.
On the server, open the setup page and sign in as an administrator. Find Secure connection (HTTPS).
Type the host name and click Check name. Continue when it says the name points to this server.
Choose the certificate file, type its password, leave the HTTPS port at 443 unless told otherwise, and click Install and restart.
BusinessSensor restarts. From now on staff open https://erp.yourcompany.com; anyone who types the old http:// address is sent there automatically.
Print the setup page again so the new address is on the staff card.

The page shows when the certificate expires and warns 30 days before. Install the renewed certificate the same way before then.

Steps — activate or renew the licence

A new server runs as a 30-day trial with everything switched on. A banner at the top of every screen shows the days left. Activate a licence before it ends.

On the server, open the setup page and sign in as an administrator.
The Licence card shows where the licence stands. Click Manage licence (or Activate a licence).
The Licence page opens. Follow On-premises server licence in the Help Center: it covers activating online or without internet, changing, revoking and upgrading.

(When the server renews its licence by itself and the plan was changed on the Marketplace, it switches product without asking, and notes it in its log.)

What happens when a licence runs out: 30 days before expiry a banner warns you. After expiry there are 30 more days of normal use (a red-amber banner counts them down). After that BusinessSensor becomes read-only: everyone can still sign in, look things up and run reports, but nothing new can be saved until the licence is renewed. Your data is never locked away.

Tips

Switching does not copy any data. The system shows whatever is in the database you choose. To move your data, back it up and restore it on the new server first.
Windows authentication is the safest choice: no password is stored on the server.
Keep the printed staff address near the tills and reception so new devices can find the system.

Common problems

Cannot connect: "Login failed for user 'NT SERVICE\BusinessSensorServer'" → the BusinessSensor service has no login on that SQL Server yet. The installer tries to add one; if it could not, open PowerShell as administrator on the server and run & "C:\Program Files\BusinessSensor\Server\tools\Grant-SqlAccess.ps1", then click Test again. Or choose SQL login and enter a SQL Server login and password.
Nobody can sign in as an administrator (forgotten password, the only administrator left, or deactivated) → use Forgot the administrator password? at the bottom of this page; see Forgot the administrator password (on-premises server).
"A new company database can only be created on a SQL Server installed on this computer" → the SQL Server you chose is on another computer. Create the company database there (for example with the BusinessSensor desktop setup) and choose Use an existing BusinessSensor database.
"Open this page on the server" → you are on another device. Go to the server itself (or Remote Desktop into it) and open http://localhost:5090/server-setup there.
"Cannot connect" → the SQL Server service may be stopped, or the name is wrong. Check the SQL Server service is running on the server, then click Test again.
"This login cannot create new databases" → ask your IT support to give the BusinessSensor service's SQL login the dbcreator role, or choose "Use an existing BusinessSensor database".
"is not a BusinessSensor company database" → you typed the name of a database from another program. Choose from the list instead.
My desktop database isn't in the list → either it was already copied and upgraded (look for the copy, BS_ and the company name), or it is a legacy database on a SQL Server on another computer. Legacy databases are copied and upgraded only on the computer that runs SQL Server: install BusinessSensor Server there, or upgrade it with the desktop setup on that computer first.
"…was already copied and upgraded to '…'" → choose the copy it names.
The copy failed → nothing was changed; the original is still listed. The message says where a safety backup of it was saved. Common causes: not enough disk space, or the SQL login cannot create databases.
The SQL Server line says "has no login on it yet" → the server is running but the BusinessSensor service can't sign in to it. Use a SQL login, or have IT run tools\Grant-SqlAccess.ps1 (see above).
The SQL Server line says "too old" → BusinessSensor needs SQL Server 2012 or later. Upgrade SQL Server, or choose another.
"This server is already set up" → first run has been completed before. Use Change server connection instead.
The administrator's password does not work after using an existing database → that user name already existed in the database, so its existing password was kept. Sign in with the password it had in the desktop system.
The page says the service has not come back after switching → start the BusinessSensor service on the server (Windows Services), then reload the page.
"The certificate does not cover …" → the certificate was made for a different name. Use the name it lists, or get a certificate for the name you want.
"The file could not be opened as a certificate…" → the password is wrong, or the file is not a .pfx. Ask for the .pfx export including the private key.
"… cannot be found" / "points to …, not this server" → the DNS record is missing or wrong. Staff devices will not reach the secure address until it points to this server.
Browsers warn the connection is not private → the certificate has expired or the name typed is not the one on the certificate. Check the dates and name on the setup page.
A SQL Server on another computer is not in the list → the other computer's SQL Server Browser service may be off, or a firewall blocks it. Type the name instead, for example SERVER02\SQLEXPRESS.
"Create a new company database" is greyed out → the SQL Server is on another computer. Create the database there (for example with the BusinessSensor desktop setup), then choose it as an existing database.
"…already has a BusinessSensor master database serving another workspace" → that SQL Server is already used by another BusinessSensor server. Choose a different SQL Server.
"This server is using a master database that belongs to another BusinessSensor installation" → the server is connected to a database that holds several companies, so it cannot tell which one is yours and nobody can set up, sign in or reset a password. Contact BusinessSensor support to give the server a master database of its own.
"BusinessSensor is read-only…" / changes will not save → the trial or licence has ended. Activate or renew the licence on the setup page. Reports and lookups keep working meanwhile.
"All N licensed users are signed in (…)" → your licence allows N people to be signed in at once. Ask one of the people named to sign out, or add users to your licence on the Marketplace.
"This licence was activated for a different server" → the token was made for another Server ID — for example after replacing the server or reinstalling Windows. Activate again with this server's ID.
"This licence is not for an on-premises server" → you used a licence for another product, for example the retired desktop app. Use an on-premises or Cloud ERP licence; moving from the desktop, contact BusinessSensor to have your licence moved.
"Could not reach the licence server" → this server has no internet. Use the offline steps.
"The licence signature is not valid" → the token was changed or copied incompletely. Copy the whole token again — it is one long line with two dots in it.