Sometimes the wrong person ends up as the owner. A typical case is a practice manager or PA who signs the clinic up and becomes the owner and the only practitioner, when the clinician should be both.
The owner looks after billing, data exports and the team, and can see every confidential note. So the Atlacare team checks every change of owner before it happens. You send a request from Settings → Team, and we usually approve it within a working day. Nothing changes until then, and no appointments are lost.
Only the current owner can send a request, and a clinic can have one request open at a time.
Free and Solo plans: Request owner change
Free and Solo are plans for one practitioner, so changing the owner is done by the Atlacare team. You don't need to invite the new owner first.
- Scroll to the Request owner change card at the bottom of Settings → Team and click Request owner change.
- Enter the new owner's full name and email, and a short reason. For example: "I set the clinic up as the PA. Dr Patel is the psychologist and should own it."
- Choose your own role afterwards. Manager is the usual choice if you'll keep running the admin side. Pick Receptionist if you only book and bill.
- If you hold the plan's one practitioner place, leave Give my practitioner profile to [name] switched on so the new owner takes it over (see below).
- Enter your password and click Send request.
We email you to confirm we've received it. Once we approve it, we email the new owner an invitation, which lasts 72 hours. They become the owner as soon as they accept it:
- New to Atlacare: they set a password from the link.
- Already have an Atlacare account: they sign in first with their own password, then accept. We never change an existing account from an invite link.
If the person is already on your team, we make them the owner as soon as we approve.
Clinic, Practice and Enterprise plans: Request ownership transfer
On these plans the new owner must be on your team first. If they aren't, click Invite member, enter their name and email and choose Manager. Managers don't use a practitioner seat. They get an email and set up their account. Then:
- Scroll to the Request ownership transfer card at the bottom of Settings → Team.
- Choose the new owner and your own new role.
- Choose what happens to practitioner profiles (see below).
- Type the clinic name and your password, then click Send request.
As soon as we approve it, they become the owner.
While you wait
The card shows Waiting for Atlacare to approve, usually within a working day. Click Cancel request if you change your mind. A request that isn't approved within 14 days expires, and an approved invitation expires after 72 hours. Either way, you can send a new request.
If we can't approve it, we email you the reason and nothing changes.
When it's done
You both get an email. Every device you're signed in on is signed out, and when you sign in again you have your new role. The new owner now looks after billing, data exports and the team. If the clinic's billing email was your address, it moves to theirs.
Handing over the practitioner profile
The Free plan has one practitioner place. If you hold it and the new owner doesn't have a profile, the request offers Give my practitioner profile to [name]. With it on, they take over the profile with its diary, working hours, services and appointments. Your title, registration number and bio are cleared. Afterwards the new owner opens their card in Settings → Team, clicks the pencil, and sets their profession, title and registration number.
This is only possible when the profile has no clinical notes (including drafts) and no treatment plans, because a note must always stay under the name of the clinician who wrote it. If it does have notes, upgrade to get an extra practitioner seat, or keep your profile.
If your plan has a free practitioner seat, you'll see Also make [name] a practitioner instead, which gives them a profile of their own.
Changing someone's role
Click the role icon on a team member's card, pick the new role and save. They're emailed about the change, and it applies straight away.
- You can't make someone the owner from here. Use the request card at the bottom of Settings → Team.
- Owners can give the manager, practitioner and receptionist roles.
- Managers can switch people between manager, practitioner and receptionist, but can't change their own role or an owner's.
- A clinic always keeps at least one owner.
- Making someone a practitioner gives them a practitioner profile, which uses one of your plan's practitioner seats.
- Making a practitioner a receptionist switches their profile off, because receptionists can't see clinical notes. Their notes and history are kept, and you'll need to reassign any upcoming appointments.
Changing the owner doesn't change the clinic name. For the first 30 days after signing up, the name, the clinic name in texts and the public page address can't be changed. Contact support from the Help icon (?) if one needs fixing sooner.