When joining a franchise network, new franchisees can take over an existing child account. This keeps bookings, customer records, and reporting intact without creating duplicate accounts.
This article explains the steps to smoothly transfer a child account to a new franchisee.
Step 1: Confirm account details
Before starting, check:
Who pays the Bookwhen subscription, HQ or the franchisee
Whether HQ is listed as a team member on the child account
Any updates to commission fees for the new franchisee
Step 2: Remove old franchisee information
On the child account, remove:
Previous franchisee team members
Contact information linked to the old franchisee
Stripe or other payment details associated with the old franchisee
✨ Useful article: Team management.
Step 3: Invite new franchisee team members
Add the new franchisee(s) as account owners
Ensure they accept the Terms & Conditions sent with the invite
✨ Useful article: Inviting team members.
Step 4: Add new payment and contact information
The new franchisee can add their Stripe account and personal contact details
✨ Useful articles: Integrating with Stripe and Account details.
Step 5: Optional – Clear old bookings and customer data
Existing bookings and customer records remain in the account by default
To remove historical data, set a period of inactivity in Booking Preferences. This automatically clears bookings and customer records after the defined period
💡 Important note: Please export any historical data you want to keep before clearing, as this process cannot be reversed.