Account holder

 Transfer account holder (1 min 52 sec.)

The WorkflowMax Account holder is the owner of the account for management purposes.

Responsibilities

The responsibilities of the Account holder include:

• receiving emails relating to events that may affect the account, such as software updates
• changing the subscription plan if required - to increase or decrease the number of users
• nominating another staff member as Account holder, if required
• updating the payment details for monthly subscription invoices
• servicing requests for personal data relating to their clients, contacts and suppliers
• requesting the WorkflowMax support team to delete specific data from the account, if required.

Working as Account holder

• Identify the Account holder

  To identify the Account holder, go to Business > Settings > Staff. The Account holder is the staff member flagged with the Account Holder label.

  It is possible that your account does not currently have an Account holder, as that staff member no longer works in the business. If this is the case, follow the instructions below for nominating a new Account holder.

• Initial Account holder

  The person who created the original free-trial WorkflowMax account is automatically nominated as the initial Account holder. This person will remain in the role of Account holder when the free-trial account becomes a subscribed account.

• Delete the Account holder

  It is not possible to delete the staff record of the staff member who has been nominated as Account holder. To delete the staff member record of the current Account holder, you must first nominate a new Account holder.

• Transfer account ownership to (or from) a Setup partner or Advisor

  If you are a WorkflowMax Setup partner or Advisor and:

  • you wish to become the Account holder on one of your existing WorkflowMax customer’s accounts. You'll need to:
    1. Ask the customer to:
       1. Invite you into their account as a Certified Advisor.
       2. Follow the Nominate a new Account holder steps and select your staff record as the new Account holder.
    2. Login and accept the transfer nomination.
    3. Raise a case with our support team, requesting that the account is linked to your partner record as you normally would.
  • you are currently the Account holder for a WorkflowMax customer’s account and would like to transfer the ownership back to the customer; follow the Nominate a new Account holder steps to do so.

• Nominate a new Account holder

  You may wish to nominate a new Account holder for a variety of reasons:

  • The current Account holder is leaving the business.
  • You wish to make a different person responsible for the account.
  • No staff member is currently identified as the Account holder.
  • Ownership of the business has changed, requiring a change of staff responsibilities.

  The staff member who is to take over the role of Account holder must:

  • be able to log in to the account
  • have both Administrator and Financial privilege allocated in their staff record
  • provide full credit card details for the credit card that is to be used for ongoing billing of the account. Even if you do not wish to change the credit card that is currently used to pay the subscription, the nominated Account holder will be required to provide the card details when accepting the nomination.

  You will need the following to be able to nominate a new Account holder for your WorkflowMax account:

  • if the Account holder has been identified in your account, you must be the existing Account holder
  • if the Account holder has not been identified in your account, you (or anyone else) must have Administrator and Financial privilege to nominate a new Account holder, who must also have those privileges.

  To nominate a new Account holder for your WorkflowMax account:

  1. Go to Business > Subscription.
  2. On the Subscription screen, do one of the following:
     • Click Change Account Holder (if the existing Account holder has been identified), or
     • Click Nominate Account Holder (if the Account holder has not yet been identified).
  3. In the Transfer to drop-down list, select the member of staff you wish to nominate as Account holder.
  4. Click the Request transfer button. A transfer request is created for the nominated staff member. The staff member is notified of the nomination by email and also by a pop-up message in WorkflowMax. The nominated staff member needs to accept the nomination to take over the role from the existing Account holder.

• Stop a transfer request

  To stop an existing transfer request before the staff member accepts the nomination:

  1. Go to Business > Subscription.
  2. On the Subscription screen, click the Change (or Nominate) Account Holder button. Details of the current nomination are displayed.
  3. Click the Stop existing transfer button. The transfer request is cancelled and WorkflowMax redisplays the drop-down list of staff that you can nominate as Account holder.

• Accept the Account holder nomination

  If you have been nominated to become the new Account holder, you will receive an email showing details of how to accept the nomination. You'll also see a small pop-up message at the foot of the Dashboard screen the next time you log in to WorkflowMax.

  The nomination remains active for up to 7 days from the initial transfer request, or until you accept or decline the nomination. If you have not accepted the nomination within that time frame, the transfer is cancelled.

  To accept the nomination to become the new Account holder:

  1. Do one of the following:
     • In the pop-up message, click the click here link.
     • In the email message, click the Accept Invitation link.
  2. On the Accept account holder transfer screen, click Accept account and continue.
  3. On the Confirm plan screen:
     • your current subscription plan is shown selected. Continue with the selected plan or select a larger plan now.
     • the Lead Manager is shown selected if you already have it enabled. If it’s not already selected, you can include the Lead Manager in your subscription now.
  4. When you are ready, click the Update billing details button.
  5. On the Billing details screen, enter the details of the credit card you wish to use for ongoing payment of your WorkflowMax subscription, then click the Review and confirm button.

     Even if you do not wish to use a different card from the one you are currently using, you must enter card details for security purposes.

  6. On the Review and confirm screen, review the details of your selected options and payment. Any unpaid invoices for your account will also be shown as pending payments.

     If you need to make any changes, click the Confirm plan or Billing details heading to go back to that screen.

  7. Select the Accept terms and conditions checkbox and then click Confirm transfer. You are now the Account holder for the account.