In some cases, the primary "Member" or account holder for a Deskworks profile needs to be updated. Whether the new primary is an existing co-member or a new user, Deskworks provides two main approaches depending on your desired outcome. Follow the steps below to ensure a smooth transition.
Option 1: Update Info on the Outgoing Primary Member Profile
Use this method if you want to maintain all past and future billing, payment, and reservation activity under the existing primary Member account. This ensures continuity and preserves the account's complete history.
Steps:
Edit the Primary Member Profile
- Select the outgoing primary Member via User Search or Smart Search.
- Navigate to MEMBERS > VIEW/EDIT PROFILE.
- Update the name, email, login credentials, phone number, and any other relevant details with the new account holder’s information.
Error Handling: Unique Email and Username Requirement
- If you encounter an error while updating the email or username, it may be because the new user already has a profile in Deskworks.
- Use User Search or Smart Search to search for their email or username and locate the existing profile.
- Option 1: Modify the email and/or username on the existing profile to free them up for use on the primary Member profile.
- Option 2:If the existing profile is no longer needed and contains no critical data, record the profile information needed, scroll down to MEMBERSHIP and delete it.
- Important! Before deleting any profile, check the Billing and Reservation tabs to ensure no valuable history will be lost. If billing or reservation history exists, modify rather than delete. Deleting a user cannot be undone.
Reset Password
- After updating the profile, the new primary Member should use the "Forgot Password?" option at login. This will provide them with a temporary password, so they can access their account to set a new one under MEMBERS > VIEW/EDIT PROFILE.
Optional: Record the Changes
- Document the updates in the COMMENTS section of the primary Member profile. This ensures a clear record for future reference.
Option 2: Transfer Info to a New Primary Member Profile
Use this method if you want to keep past and future billing, payment, and reservation activities distinct for each user. This ensures that each account holder maintains their own independent history.
Steps:
Remove Co-members
Select the outgoing primary Member via User Search or Smart Search.
Navigate to MEMBERS > VIEW/EDIT PROFILE.
Scroll to the co-members section and click the red Delete button for each co-member.
- A pop-up window will appear. Uncheck the box labeled “Make Co-Member inactive?” and click OK.
- Repeat this process for all co-members.
- If a co-member is accidentally made inactive, you can reactivate them through their profile in User Search.
- Transfer Recurring Billing(s)
Open two browser tabs:
- In the first tab, go to BILLING > RECURRING BILLING for the outgoing primary Member.
- In the second tab, select the new primary Member via User Search or Smart Search.
On the new Member profile, go to BILLING > RECURRING BILLING and add a NEW CHARGE +.
- Manually replicate the recurring billing details from the outgoing primary Member account.
Make all recurring billings inactive for the outgoing primary Member.
- Transfer Open Invoices
- On both accounts, go to BILLING > POST PAYMENTS OR CHARGES.
- For the new primary Member, manually recreate any open invoices from the outgoing primary Member account.
- Once the new invoice is created, delete or reverse the corresponding charges from the outoging primary Member account.
Reassign Co-members
- On the new primary Member profile, navigate to MEMBERS > VIEW/EDIT PROFILE.
Scroll to the co-members section and click ADD EXISTING USER.
- Search by name, company, or email to reassign co-members (including the former primary account holder, if applicable).
- Missing a co-member? Ensure their profile is active by accessing their account via User Search or Smart Search. Navigate to MEMBERS > VIEW/EDIT PROFILE, and review their MEMBERSHIP status.
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