How does the Owner profile work and how do I transfer it to another employee?

The Owner profile represents the person primarily responsible for the company's account in Day.io. It is initially assigned to the first employee who creates the account and has access to the company's settings and employees.

This profile is unique: only one employee can be the company's Owner at a time. If another person becomes responsible for managing the account, the profile must be transferred to them.

Important: the employee assigned as Owner cannot be deactivated while they remain in this profile. Before deactivating them, transfer the profile to another employee.

What is the difference between Owner and Administrator?

The Owner is the person primarily responsible for the account and holds an exclusive profile within the company.

Administrators, on the other hand, receive permissions to access and manage specific areas of the platform. A company can have more than one employee with administrative permissions, but only one can be the Owner.

Even if an Administrator has access to all features available under their permissions, this does not automatically make them the account Owner.

When is it necessary to transfer the Owner profile?

The transfer may be necessary when:

• The current person responsible is leaving the company;
• Another person will take over account management;
• The current Owner's account will no longer be used;
• The person responsible needs to be deactivated as an employee;
• The company wants to centralize platform management under another user.

The transfer must be completed before deactivating the current Owner.

Before transferring the profile

Confirm that the new person responsible:

• Is registered as an active employee;
• Has access to the platform;
• Uses a valid email address and phone number;
• Is authorized to access the company's employees and settings;
• Is aware that they will become the person primarily responsible for the account.

Prefer using an individual account and avoid sharing accounts or credentials between multiple people.

How to transfer the Owner profile

The transfer must be performed from the profile of the employee who will become the new person responsible for the account:

1. Go to People;
2. Locate and open the profile of the employee who will become the new Owner;
3. In the upper-right corner, click Actions;
4. Select Set as owner;
5. Confirm the change.

Because the Owner profile is unique, once this process is completed, the selected employee becomes the company's new Owner, replacing the previous person responsible.

Important: complete the transfer before deactivating the current Owner. After the change, review which permissions should remain assigned to the previous Owner.

What should I do after the transfer?

After completing the change:

1. Confirm that the new person responsible appears as Owner;
2. Ask them to access the platform and check their access;
3. Review the previous Owner's permissions;
4. Define which access they should keep if they remain with the company;
5. If they have left the company, deactivate them only after confirming that the transfer was completed.

If the previous Owner will continue using the platform, assign the permissions that match their current role.

How can I confirm who the current Owner is?

Open the employee's profile and review their access and permission information. The user responsible for the account will be identified with the Owner profile.

You can also confirm the transfer by checking that ownership is no longer assigned to the previous person and is now assigned to the new employee.

What if the Owner also needs to be a Supervisor?

The Owner profile is unique and cannot have another permission added to the same account. Therefore, the person cannot remain Owner and have the Supervisor permission at the same time.

If this person needs to act as a Supervisor:

1. First, transfer the Owner profile to another employee;
2. Confirm that the new Owner can access the company normally;
3. Return to the previous Owner's profile;
4. Add the Administrator permission;
5. Also add the Supervisor permission;
6. Configure the teams and any other access required for them to act as a Supervisor.

This allows the previous Owner to have both Administrator + Supervisor permissions and perform both roles.

Important: the Owner profile also cannot be deactivated while the employee remains the company Owner. To deactivate them or assign other permissions, transfer the Owner profile first.

Best practices

• Transfer the profile before the current person responsible leaves the company;
• Do not share the Owner's access with other people;
• Keep the current Owner's contact information up to date;
• Choose someone authorized to manage the entire account;
• Review the previous Owner's permissions after the transfer;
• Confirm the new Owner's access before deactivating the previous one;
• Keep an internal record of who is currently responsible for the platform.

Frequently asked questions

1. Can a company have two Owners?

No. The Owner profile is unique and can only be assigned to one employee at a time.

2. Does an Administrator have the same access as the Owner?

Not necessarily. An Administrator can receive broad or customized permissions, but it remains a different permission level from the Owner profile.

3. Can I deactivate the employee who is currently the Owner?

Not while they remain in this profile. First, transfer the Owner profile to another employee and confirm the change.

4. What happens to the previous Owner after the transfer?

They are no longer the person primarily responsible for the account. If they remain with the company, assign them a profile and permissions appropriate to their role.

5. Does granting all permissions to another user transfer account ownership?

No. Additional permissions expand the employee's access, but they do not replace transferring the Owner profile.

6. Who should receive the Owner profile?

An employee responsible for overall account management, with individual access and authorization to view company-wide information.

7. Does the new Owner need to be registered as an employee?

Yes. Before the transfer, the new person responsible must have an active employee profile and access to the company on the platform.

8. Can the Owner also have the Supervisor permission?

No. While assigned as Owner, the employee's profile cannot receive another permission.

9. Can I deactivate the Owner directly?

No. You must first transfer the Owner profile to another employee.