This article outlines what can and cannot be done in a Change of Ownership for a single location.
Note: This guide applies if you have a single location in Phorest. If you have multiple locations in Phorest, check out this guide.
Sometimes, a business may change ownership when someone steps back, and a new owner steps in to take over the previous owner's ownership and data. There are two types of Change of Ownership:
1. Name Change:
This is the easiest and quickest way to change the account owner. The system will remain unchanged unless the new owner requests updates, such as New Services, Staff lists, Online Booking, or Phorest Pay setup. Common use cases for this are when a staff member is taking over the business, or an external person has an agreement with you to access all previous financial data as is. Paperwork is sent digitally to the existing owner and the new owner to complete the account change.
This is for new owners planning to take over the current system and all its data.
Important: Please be aware that this includes previous financial data.
2. New System Required:
Our team will discuss and agree on which system information you'd like to share with a potential new owner. Paperwork is sent digitally to the existing owner and the new owner to complete the account change. A new system will be set up for the new owner. This system will include a copy of the data agreed between you & Phorest and imported to the new system (e.g., only the Client list to be copied)
This is a slightly longer process. It can depend on the resources available, the time required to complete the change-of-ownership paperwork, and the availability of both existing & new owners.
Important: Please be aware that all data is a copy shared with a new owner
Please review the information below carefully.
Information that CAN be transferred to the new account:
- Clients
- Future Appointments
- Staff Members
- Services
- Products
- Barcodes
- Service & Product History
- Vouchers
- Packages
- Treatpoints
You will not be able to report on a client's past service and product history transferred to the new Phorest system, and this information can't be used in marketing filters for campaigns or client exports.
Information that CANNOT be transferred to the new account:
- Online Booking appointments - If the appointment was booked online, the deposit will be dropped and remain linked to the previous system. The same goes for client courses; they won't show as courses, but just as regular-priced services.
- Online Booking deposits - This will mean that the no-shows cannot be charged for clients with upcoming appointments that are being imported
- Service History & Product History - This information is READ-ONLY. Previous client history is viewable in the client’s profile for reference. Targeted marketing based on the imported previous history cannot be done.
- Patch Tests
- Courses/Series - Any course/series session appointments will transfer as full-priced services into the new system. These need to be manually changed to 0, or the appointment needs to be rebooked as a course session.
- Previous Financial Reporting Data
- Consultation Forms - Any forms built using pre-made or custom options, and any forms completed out by the client previously
- Rosters
- Custom-built SMS & Email Marketing Templates
- TreatCard Settings - Including point configuration, rewards, etc.
- Staff Service Qualification Settings
- Courses & course sessions booked - Course sessions on the appointment screen will appear as full price. You will need to manually change to 0)
- Reviews (under Marketing > Reviews)
Important: The Branded App will need to be rebuilt, and clients will need to create brand-new online booking accounts to use your new online booking system.
Next Steps
Please reach out to the team to discuss any upcoming opportunities related to your Phorest systems. We’re happy to answer any questions, provide more clarity, and discuss the next steps.
Email: onboarding@phorest.com