Transfer company ownership to a different employee

Transfer company ownership to a different employee 

When the person who originally set up your Leave Dates company is leaving your organisation, you don't need to create a new company or edit their existing account.

Instead, transfer the administrative responsibilities to another employee by giving them the appropriate permissions.

In this article:

Before you begin

Step 1: Make sure the new administrator has an employee profile

Step 2: Give the employee administrator permissions

Step 3 (Optional): Give them approver permissions

Step 4 (Optional): Update employee and department approvers

Step 5 (Optional): Update the billing contact

Step 6: Archive the outgoing administrator (if they are leaving)

Before you begin

Before transferring ownership, make sure:

• The new administrator already has their own employee profile in your Leave Dates company.
• They have (or will have) their own login using their own email address.
• You are signed in to your Leave Dates account as an administrator.

If the new administrator doesn't yet exist in your company, first add them as an employee and invite them to join Leave Dates before continuing.

Step 1: Make sure the new administrator has an employee profile

Go to Settings > Employees.

Search for the employee who will become the new administrator.

If they don't already have an employee profile:

1. Select Add employee.
2. Enter their details.
3. Add their email address.
4. Invite them to join Leave Dates (or save the profile if you want to invite them later).

Step 2: Give the employee administrator permissions

1. Go to Settings > Employees.
2. Open the new administrator's employee profile.
3. Select the Permissions tab.
4. Enable the Admin role by ticking the box next to Admin.
5. Select Save changes.

Administrators have full access to company settings, employee management, leave configuration, reports, and other administrative features.

Once saved, the employee can immediately begin managing your Leave Dates company.

Step 3 (Optional): Give them approver permissions

Many company administrators also approve leave requests.

If the new administrator should approve leave:

1. Open their employee profile.
2. Go to the Permissions tab.
3. Enable the Approver role by ticking the box next to Approver.
4. Save your changes.

This allows them to review and approve leave requests in addition to their administrator responsibilities. You will usually also need to assign them as the approver for the relevant department(s) to ensure they receive the correct leave requests.

{insert blue callout box} Being an administrator does not automatically make someone a leave approver. If they are expected to approve leave requests, make sure the Approver role is also enabled.

Step 4 (Optional): Update employee and department approvers

If the outgoing administrator currently approves leave requests, you'll usually want to replace them with the new administrator.

There are two places this may need updating:

Department approvers

If your company uses department-level approvers, update each department that currently uses the outgoing administrator as approver.

Go to:

Settings > Departments

Update the default approver(s) for each affected department and save your changes.

Employees in those departments will automatically inherit the new approver unless their profile has a custom approver configured.

Employee-specific approvers

Some employees may have custom approvers that override their department settings.

To identify these quickly:

1. Open the Approvers report.
2. Use the Approver filter to select the name of the outgoing administrator so that the results show all employees they currently approve the leave for.
3. The Source column of the report shows you the reason why they are each person’s approver:
   1. Employee means they have manually been made approver at the employee-specific level; 
   2. Department shows that they are the approver for that specific department;
   3. Admin means that they are the default approver for that employee because the employee hasn’t been added to a department or is in a department without an approver.
4. You can click on the link in the Source column to quickly access either the individual employee’s record or the department to change the approver (whichever is relevant).
5. Or if you’d prefer, you can use the download button to download the full report to make the changes more systematically later (often better if there are many changes to make).

Step 5 (Optional): Update the billing contact

If the outgoing administrator is also responsible for billing, you may want to update your billing contact.

Open the Billing Portal from your subscription settings and update the contact details to the new administrator. Hit SAVE when you have added their details. 

If needed, add a new payment method too and make it the default payment method. 

This ensures future invoices, renewal reminders, and subscription notifications are sent to the correct person.

Step 6: Archive the outgoing administrator (if they are leaving)

Once the handover is complete and the old administrator has left the organisation, the new administrator can archive their employee profile. If you are the outgoing administrator, you cannot archive your own profile, so this is a good first task for the new administrator to complete.

Go to:

Settings > Employees

Open their employee profile and select Archive employee.

Archiving removes the employee from your active employee list while preserving their leave history, approvals, allowances, and other historical records.

If needed, the profile can be restored later.