This guide explains how to properly transfer Account Owner responsibilities to a colleague or successor in ORCA while avoiding credential and authentication conflicts.
Overview
Every ORCA organization has a designated Account Owner who holds primary administrative permissions, billing management, and organizational control.
When transitioning ownership (for example, due to a role change or employee departure), it is essential to follow the correct procedure. Never share credentials or attempt to overwrite an existing user profile's email address.
Important: Do Not Take Over Existing Profiles
Each ORCA user profile is cryptographically tied to its own Secret Key and two-factor authentication (2FA) setup.
If an incoming owner attempts to use an existing user profile:
- The previous owner's Secret Key remains required to access the profile on any new device.
- The previous owner's authenticator app (2FA) will block login attempts for the new user.
- Audit logs and action histories will incorrectly attribute past actions to the wrong person.
Always create a fresh, dedicated user profile for the incoming owner.
Step-by-Step: How to Transfer Account Ownership
Step 1: Invite the New Owner
Before changing ownership, ensure the successor has their own active ORCA user profile:
- Log in to ORCA as an Admin or the current Account Owner.
- Go to Account Administration > Users.
- Click Invite User.
- Enter the successor's email address and assign them the Admin role.
- The new user must accept the email invitation, complete account registration, and securely save their unique Safety Kit (containing their Secret Key).
Step 2: Transfer the Account Owner Role
Once the new user has successfully logged into ORCA:
- As the current Account Owner, navigate to Account Administration > Users.
- Locate the new user in the user list.
- Open the user options menu and select Make Account Owner.
- Confirm the prompt to transfer ownership.
Step 3: Manage the Former Owner's Profile
After the ownership role is successfully transferred:
- If the former owner still requires access to the organization, their role will automatically revert to Admin, or you can adjust their permissions to Editor or Reader.
- If the former owner is leaving the organization, an Admin or the new Account Owner can safely deactivate or remove their profile from Account Administration > Users.
Need Assistance?
If an account owner has already departed without completing the transfer, or if you encounter 2FA lockouts during a handover, contact your dedicated ORCA Customer Success Manager or reach out to support@withorca.com.