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Account Ownership in Jane

  1. Account Basics
  2. Account Ownership in Jane

    3. 7 min read
    Balance Plan Practice Plan Thrive Plan Legacy Plans

The Account Owner is the legal custodian of data in Jane. This guide covers what that means, how to find out who's listed as Account Owner, how to transfer ownership, and what to do if the Account Owner has left your clinic.

What makes the Account Owner profile unique?

As per Jane's Terms of Use, the Account Owner is the legal custodian of data in Jane. Only the Account Owner can:

  • Access the Jane Subscription settings to update clinic contact information, change the subscription plan, update the credit card on file, and review invoices.
  • Authorize the Jane team to make changes to the account, such as enabling Early Access features or updating certain settings.
  • Authorize data requests. If you ever need to delete or alter data in a way that isn't possible within Jane, the Account Owner can authorize Jane to assist.
  • Authorize data transfers between accounts and receive chart exports sent by the Jane team.
  • Delete chart entries and intake forms, regardless of the author.
  • Transfer ownership to another staff member.

📣 Heads up: Jane requires a single Account Owner as the point of contact. If your clinic has multiple owners, only one person can hold this role in Jane. We recommend having an agreement outside of Jane about who that person is.

How to find out who the Account Owner is

Finding the Account Owner depends on your staff access level.

If you have Full Access:

  1. Go to Settings > Staff Permissions.
  2. Look for the black Account Owner badge next to a staff member's name.

The Staff Permissions page showing a black Account Owner badge next to a staff member's name

If you have a lower access level:

  1. Go to the Staff tab.
  2. Click a staff member's name in the left sidebar to open their profile.
  3. Look for the black Account Owner badge next to their name.

A staff profile with a black Account Owner badge displayed next to the staff member's name

📣 Heads up: If you have the Practitioner (Limited) staff access level, you won't be able to see other staff profiles in Jane, so these steps won't work for you. In this case, ask your clinic's owner or manager who the Account Owner is.

How to transfer Account Ownership

If the Account Owner badge is next to the wrong person's name, the current Account Owner can transfer ownership by following these steps.

📣 Heads up: Once ownership is transferred, this cannot be undone unless the new Account Owner transfers ownership back. Make sure the new Account Owner can successfully log into Jane before you proceed. If they can't log in after the transfer, no one in the account will be able to maintain the subscription.

  1. Confirm that the new Account Owner has a staff profile in Jane. If they don't, any Full Access user can create one.
  2. Ask the new Account Owner to log into their Jane profile and confirm they can access the account.
  3. Go to Settings > Staff Permissions.
  4. Click Transfer Ownership next to the new Account Owner's name.
  5. Click Yes, Transfer Ownership to confirm.

What to Expect

The staff member you selected is now listed as the Account Owner and will have a black Account Owner badge next to their name in Staff Permissions. The previous Account Owner no longer has access to Jane Subscription or the other Account Owner-only capabilities listed above. If the previous Account Owner no longer needs access to the account, a Full Access user can deactivate their staff profile.

Handling a change in Account Ownership

When the Account Owner is leaving your clinic

Before their last day, the Account Owner should:

  1. Go to Settings > Jane Subscription and verify that the credit card on file is up to date. If they've been paying for the subscription and won't be going forward, work with the new Account Owner to update this before transferring.
  2. Transfer ownership to the new Account Owner using the steps above.

🩵 Jane Tip: Completing the transfer before the Account Owner leaves makes it possible to deactivate their staff profile right away, which is a good security practice.

If your clinic uses Jane Payments

Transferring Account Ownership doesn't automatically transfer access to your Jane Payments (Stripe) account. Before the Account Owner leaves, make sure the new Account Owner has access to the connected Stripe Express account and that the payout bank account on file is correct. If these details are missed, funds can end up deposited to the wrong place.

In some cases, such as when a clinic changes hands, the new Account Owner may prefer to set up their own Jane Payments account from scratch rather than updating the existing one. Reach out to [email protected] so we can help figure out the best path forward.

If the Account Owner has already left

The quickest resolution is to contact the former Account Owner directly and ask them to transfer ownership before deactivating their profile. Even if their email address on file is no longer active, as long as they know their password, they will still be able to sign in to resolve ownership.

If that's not possible, email [email protected] and explain the situation. Because the Account Owner is the legal custodian of data, these requests may take some time to complete, and Jane is not able to guarantee that we can transfer ownership.

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