Guidance

How to install Basic PAYE Tools on a network computer

Updated 9 July 2025

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Before you start

Before using this guide you must do all the following:

Introduction

Basic PAYE Tools have not been designed to be installed on networked computers. HMRC will not be responsible for any loss, damage, cost or expense arising out of the installation use of Basic PAYE Tools on a networked computer.

This guide is for computers using the Windows operating system. For users who have experience of configuring files, folders and settings on IT networks. HMRC is unable to provide any further advice on installing Basic PAYE Tools on a networked computer.

Install Basic PAYE Tools with multiple databases

You can install Basic PAYE Tools on a network drive and run it from multiple computers, each with its own database.

  1. Install Basic PAYE Tools on one computer selecting ‘custom installation’. Confirm the network drive where you would like to install the software. Select the recommended option for the User Data location (the database).
  2. After installation, there will be a desktop shortcut named ‘Basic PAYE Tools’ — copy this shortcut to the desktop of all the other computers that need to access the software.
  3. Open Basic PAYE Tools.
  4. Only one computer should use the software at any time.

Install Basic PAYE Tools with one database

You will need to:

  • set up Basic PAYE Tools
  • store the database on a network drive

Set up Basic PAYE Tools

You can set up Basic PAYE Tools on one of the following:

  • one computer
  • multiple computers
  • a network drive which multiple computers can access

Set up Basic PAYE Tools on one computer

You can set up Basic PAYE Tools on one computer and store the database on a network drive.

  1. Set up Basic PAYE Tools on the computer you want to use the software on, selecting a ‘Standard installation’ and accepting the default options.
  2. Open Basic PAYE Tools at least once to setup the database and confirm installation success.
  3. Close the application.

Set up Basic PAYE Tools on multiple computers

You can set up Basic PAYE Tools on multiple computers and store the database on a network drive which all computers can access.

If more than one computer uses the database at the same time, the database will be corrupted.

  1. Set up Basic PAYE Tools on each computer you want to use the software on, choosing a ‘Standard installation’ and accepting the default options.
  2. Open Basic PAYE Tools on one of these computers to setup the database.
  3. Close the application.

Set up Basic PAYE Tools on a network drive which multiple computers can access

You can set up Basic PAYE Tools on a network drive and run it from multiple computers, storing the database on a network drive which all computers can access.

It is not recommended to install the Basic PAYE Tools software to the same location as the database is stored.

  1. Set up Basic PAYE Tools from one computer you want to use the software on, choosing a ‘Custom installation’ and confirm the network drive where you would like to install the software. For the User Data location (the database), choose the recommended option.
  2. After installation, there will be a desktop shortcut named ‘Basic PAYE Tools’ — you can copy this shortcut to the desktop of all the other computers that you wish to access the software.
  3. Open Basic PAYE Tools on one computer to setup the database.
  4. Close the application.

Store the database on a network drive

  1. Open File Explorer.
  2. Type %appdata% in the address bar and select Enter on your keyboard.
  3. Open the ‘HMRC’ folder.
  4. Right-click on the payetools—rti folder and select Cut.
  5. Go to the network location where you want to store the database (for example, \NETWORK‐DRIVE\HMRC ).
  6. Right-click in this location and select Paste.
  7. Select Start and type notepad into the search field or alternatively locate Notepad in the application list.
  8. Right-click on the Notepad application and select Run as administrator — if you do not have this option, select Open. You may be prompted to confirm that the application can make changes to the computer.
  9. Select Yes to open Notepad.
  10. Select the File menu and select Open.
  11. If the dropdown box towards the bottom says ‘Text Documents (.txt)’, change this to ‘All Files (.)’.
  12. Find and open the ‘rti.cfg’ configuration file found in the Basic PAYE Tools installation directory. For single and multiple computers this will usually be in C:\Program Files\HMRC\payetools—rti. For a network drive which multiple computers can access this is the custom installation location you chose when installing Basic PAYE Tools.
  13. Change the line: userdatamode=0 to userdatamode=2.
  14. Change the line userdatadir=unknown variable userdatadir to userdatadir=[Network Location]. [Network Location] is your chosen location for the Basic PAYE Tools database, for example, \NETWORK‐DRIVE\HMRC\payetools—rti.
  15. Select the File menu and select Save.
  16. Close Notepad.
  17. Open Basic PAYE Tools.
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