Transferring Ownership of Your Practice Better Team Account

In this article:

• Before You Begin: What to Know About Transferring Ownership
• How to Transfer Account Ownership
• What Happens After the Transfer
• Managing Payment Processing After a Transfer
• Updating Subscription Billing After a Transfer
• If You Need to Undo a Transfer
• Delegating Management Without Transferring Ownership

Before You Begin: What to Know About Transferring Ownership

Transferring ownership is a significant change to how your team account is managed. Here are the key things to keep in mind before you start:

• Only one team member can hold the Owner role at a time.
• The new owner must be an active practitioner on your team. Ownership cannot be transferred to an administrative user. 
• Inactive practitioners or those with pending invitation acceptance are not eligible to receive ownership.
• Once the transfer is complete, you will no longer be able to manage team members, permissions, or subscription details for the account unless those permissions are included in your assigned role.
• Your client data, session notes, and account settings will remain unchanged after the transfer.
• Automations for adding/inviting new clients or applying client tags can only be created and managed by the team owner. 

📍 Note: Administrative users cannot be converted into practitioner users to become eligible for ownership. These user types cannot be swapped. See: How can I change an Admin User into a Practitioner? →  

How to Transfer Account Ownership

Only the current account owner can initiate this process. Here's how to do it:

1. Click your name and go to My Team in your Practice Better account.
   
    
2. Click the More Options menu (3 dots) next to your name and select Transfer Ownership from the options provided.
   
   
    
3. Select the new owner from the team member pick list. The new owner must be an active practitioner on your team.
   
    
4. Select a new role for your own account. The available roles are those already set up in your Practice Better account. See: Managing Roles & Permissions for Team Members →   
   
    
5. Check the confirmation box to confirm you want to proceed with the transfer.
    
6. Click Transfer in the bottom-right corner of the dialog to complete the process.

📍 Note: The new account owner will receive an email confirmation once the transfer is complete. The email subject will read: "Ownership Transfer Confirmation" and confirm the successful transfer of the account.

What Happens After the Transfer

Once the transfer is completed, here is what you can expect:

• The new owner gains full control over team member management, permissions, and subscription settings.
• Your existing client data, notes, and account settings remain intact — nothing is lost or changed for team members.
• Automations tied to the Owner role (such as adding/inviting new clients or client tag automations) will now be managed by the new owner. 
• You will remain on the team in whatever new role you selected during the transfer process.

🪄 If your team relies on owner-only automations, review them with the new owner before or shortly after the transfer to ensure nothing falls through the cracks.

Managing Payment Processing After a Transfer

A change in account ownership doesn't automatically reconfigure your payment setup — but there are a few important things the new owner should review.

If the previous account owner had a payment processor connected (such as Practice Better Payments), it will remain connected to that person’s account after the transfer. The new account owner can manage their own payment processor and will likely need to connect a new one — including signing up for a new Practice Better Payments account if applicable.

• Learn more about Getting Started with Practice Better Payments → 

The new owner should also review the practice's payment structure and update any Managed Billing settings accordingly to ensure clients are billed correctly going forward.

• Learn more about Managed Billing → 

Clients' saved billing information is also associated with a distinct practitioner and will be disconnected if the previous owner's payment processor is no longer available.   

• Learn more about Saving and Managing Client Billing Information →

To transfer client payment data, you may consider using The Stripe PAN (Primary Account Number) Copy Tool, which enables you to copy client payment data from one Stripe account and add it to another. 

The copy step would need to be initiated from the "sender" Stripe account, in this case, the previous account owner. They require the Stripe account number of the "receiving" account, the new account owner.

After completing the Stripe PAN copy process, the new account owner use Practice Better's client sync tool to sync up the payment information to your Practice Better clients.

⚠️ Important: Payment processors are tied to individual accounts. If the previous owner's payment processor remains connected, payments may route incorrectly. The new owner should confirm and update payment settings as soon as possible after the transfer.

Updating Subscription Billing After a Transfer

Transferring ownership does not automatically update the payment method on file for your Practice Better subscription. The billing method for the account's subscription will remain the same as before the transfer.

After taking ownership, the new account owner should:

1. Go to their Subscription page in Practice Better.
2. Review the current billing method on file.
3. Update the payment method to reflect the new owner's preferred billing details: Updating Your Practice Better Subscription Billing Information → 

📍 Note: Failing to update the subscription billing method after a transfer may result in the previous owner's payment method being charged for future subscription renewals.

If You Need to Undo a Transfer

If you need to reclaim ownership after a transfer has been completed, the current account owner (the person who received ownership) will need to log in and initiate a new ownership transfer to the correct practitioner. Only the current account owner can initiate a transfer.

💡 If you're reversing a transfer due to an error, act quickly — the new owner will need to take action on their end. Reach out to Practice Better Support if you need assistance. Contact Support →  

Delegating Management Without Transferring Ownership

If you're looking for a way to share some account management responsibilities without fully transferring ownership, Practice Better offers granular organization management settings that can be enabled for specific team members.

• Practice Admin Permissions →