Handing a brand over, moving a manual, leaving

Three things that sound alike: giving a whole brand to another account, moving one manual into another brand, and leaving a team, which is not the same as closing your account. Here is what each one does.

Which one you want

A brand has its own team, address and library. A manual is one document inside it. See Brands, manuals and how they fit together.

Who may do each of these

Manage billing and plan and Delete the workspace are owner only and cannot be added to a role you build yourself. See Roles and Custom roles.

Handing the brand to somebody on the team

WhereDashboard, Team, next to the person

Press Transfer ownership beside their name and type transfer to confirm. Then:

1. They become the owner.
2. You become an Admin of the same brand. You keep working as before, apart from billing and deletion.
3. The brand counts against their plan and stops counting against yours, at once.
4. The change is written into the brand's history.

This transfer does not check whether their plan has room for another brand. If it puts them over a limit, they get the same 14 day grace period a plan change gets, and can upgrade or tidy up inside it. See What a downgrade freezes.

You cannot give somebody the owner role from the role picker, and the owner cannot be removed from the team.

Offering the brand to an account outside the team

WhereDashboard, Settings, Ownership

Use this when the new owner is not on your team and may never have logged in here. The offer is a link, accepted once.

1. Fill in Email of the new owner. It cannot be your own address.
2. Type the brand's address in Type {slug} to confirm. The field shows the exact text it wants.
3. Decide Stay on the team as an admin after the hand over. It is checked by default. Unchecked, you are removed from the team the moment they accept.
4. Press Offer the brand.

The offer is mailed to that address, and the link is also shown to you with a copy button so you can send it yourself.

Accepting an offer

The link opens a page headed Take over {brand} with one button, Accept and become the owner. Three things can stop you:

• Wrong account. Signed in as somebody else, the page names the address to use instead.
• No account yet. The page offers Log in and Create account, and brings you back to the offer afterwards.
• No room on your plan. Free holds 1, Pro 5 and Business 25 brands. See What each plan includes. The offer stays open for the rest of its 7 days while you delete a brand or move to a larger plan.

On success you land in the dashboard with the new brand already selected.

What changes hands

Everything inside the brand travels with it:

• The manuals, their sections, their versions and their comments.
• The asset library, its folders, categories and trash.
• The team, the custom roles and the open invitations.
• The address, any connected domain, and the analytics recorded so far.
• The whole history, with every name still on it.

What changes for the two accounts:

Withdrawing and expiry

• An offer works for 7 days. After that the link says the offer is no longer open. Make a new one.
• One open offer per brand. Offering the same brand to a second address is refused while one is open. Withdraw the first. Offering it again to the same address replaces the offer and gives it a fresh link, a fresh 7 days and a new seat choice.
• Withdraw stops the link at once. You stay the owner and nothing else changes.
• An accepted offer cannot be withdrawn. Only the new owner can hand it back.

Moving a manual to another brand

WhereDashboard, Settings, Move a manual to another brand

Pick the Manual and the Into brand, decide about the files, and press Move manual. Only brands where you may manage settings are offered.

The sections, the saved versions and the comments all travel with it.

The move is refused unless all four are true:

1. You may manage settings in both brands, not just the one the manual is leaving.
2. Neither brand is frozen.
3. The receiving brand has room for one more manual under its owner's plan. The message names the count and the plan.
4. The files fit, when you asked for them to be copied.

The files: copy them or not

A file belongs to the library of the brand it was uploaded into, not to the manual that shows it. The box Copy the files it uses as well is checked by default.

If one file cannot be copied, the manual keeps using the original, which still works, and the result message says how many files were left behind.

What the move changes about the manual

• The address may change. If a manual with that address already exists in the receiving brand, the moved manual takes a suffix.
• Primary does not carry. A moved manual is primary where it lands only if it is the first manual there. If it was primary in the brand it left, the oldest remaining manual takes that place.
• A manual subdomain may be dropped. If the receiving brand may not hold that host, the manual falls back to the receiving brand's address. See Addresses.
• The order it was shown in does not carry. Somebody in the receiving brand has to order it again.
• Views stay with the brand that recorded them. The manual starts counting again under its new brand. See Analytics.

The move is written into the histories of both brands.

Leaving a team

WhereDashboard, Team

Ask an admin or the owner to remove you from the member list. You cannot remove yourself, and the owner cannot be removed at all: an owner who wants out hands the brand over first.

When somebody is removed:

Removing somebody does not delete their account. Getting back in means a fresh invitation. See Inviting people.

Deleting a brand

WhereDashboard, Settings, Danger zone

Delete workspace is owner only and asks you to type the brand's address to confirm. It permanently removes that brand's manuals, sections, memberships and uploaded files, and it cannot be undone. Your account is not touched, and neither is any other brand you are in. One brand fewer brings your account back under its plan straight away.

Closing your account

WhereDashboard, Account, Delete account

Open the form, then type DELETE in capitals and your password. Before you do:

1. Download your data if you want it. Download my data gives you one JSON file covering your profile, memberships, uploads, comments and activity.
2. Deal with the brands you own that other people are in. The form refuses while any exist and names them. Hand each one over on the Team page, or remove the other members, then come back.
3. Check what is deleted with the account. Brands only you are in are deleted along with it, manuals and uploaded files included. The form lists them by name before you confirm.

Your work stays with the brand and loses your name. History entries, comments, uploaded files, manual versions and file versions you were named on are relabeled Deleted account. Your profile picture and your memberships are removed with the account, and you are signed out. See Your account, your data, and closing it.

Questions that come up

The pages themselves are Settings (opens in a new tab), Team (opens in a new tab) and Account (opens in a new tab).