Before you start
A few quick points that apply to all licence transfers:
Only an Organisation Admin can transfer licences or membership seats. Let us know if you need to find out your organisation's admin.
Seats can be reassigned multiple times during the year/term, which helps you stay flexible when your team changes.
If you’re closing a user account, you need a record transfer (explained below).
Option 1: Transfer a Society membership seat, but no user account closure is required.
Best for: When someone changes roles, but their user account does not need to be closed because they are staying within the same team.
Your Organisation Admin can transfer a Society membership seat to another user. Nothing else is required. Our guide to transfer licences is here.
Because the seat is already paid for, it stays valid for your organisation for the remainder of the Society year (end of March to April). The seat can be reassigned again later if needed.
You can bulk add the new user to any disposal records within the application as follows:
Navigating to the disposal page
Select the table view
Select the disposals you want to add the user to
Applying the bulk action
Should you require the outgoing user to be removed from their existing disposals, either:
Manually remove them in the application via a disposal management page, or
Request a human agent via support channels, and we can action for you.
Option 2: Transfer a Pro licence seat, but no user account closure is required.
Best for: When someone changes role, but their user account does not need to be closed because they are staying within the same team.
Your Organisation Admin can transfer a Society membership seat to another user. Nothing else is required. Our guide to transfer licences is here.
Because the seat is already paid for, it stays valid for your organisation for the remainder of the contracted term. The seat can be reassigned again later if needed.
You can bulk add the new user to any disposal records within the application as follows:
Navigating to the disposal page
Select the table view
Select the disposals you want to add the user to
Applying the bulk action
Should you require the outgoing user to be removed from their existing disposals, either:
Manually remove them in the application via a disposal management page, or
Request a human agent via support channels, and we can action for you.
Option 3: Transfer a Society membership seat, including the closure of the outgoing user.
Best for: When someone is leaving and their account needs to be closed, or when someone is moving teams, and both their licence and records are being taken over by a new user.
If the user’s account needs to be closed, do the seat transfer first:
Your Organisation Admin transfers the Society membership seat to another user.
Once the transfer is complete, request a human agent so we can transfer the departing user’s records to a new owner (details below).
After records are transferred, we can proceed with closing the user account.
Option 4: Transfer a Pro licence seat, including the closure of the outgoing user.
Best for: When someone is leaving and their account needs to be closed, or when someone is moving teams, and both their licence and records are being taken over by a new user.
If the user’s account needs to be closed, do the seat transfer first:
Your Organisation Admin transfers the Pro licence seat to another user.
Once the transfer is complete, request a human agent so we can transfer the departing user’s records to a new owner (details below).
After records are transferred, we can proceed with closing the user account.
Why record transfers are needed when closing a user account
In Kato, every record must have an owner. This ensures:
Filters work correctly
Workflows and reporting remain accurate
Marketing content always has at least one point of contact associated
When a user account is closed, any records they own must be transferred to another active user.
What you’ll need to provide for a record transfer
Before requesting a record transfer, make sure you have:
The name and email of the user whose records are being transferred
The name and email of the user who will receive the records
Confirmation that the receiving user has an active Kato account
If they don’t, create one first via your organisation admin settings
Roles and responsibilities
Organisation Admin
Signs off the transfer request
Transfers seats in the admin area
Provides the details needed for record transfer
Kato Support (human agent)
Transfers records to the new owner
Confirms when the transfer is complete
Supports account closure where required
Step-by-step: how to action your request
Identify what you need
Seat transfer only (Option 1 or 2)
Seat transfer + account closure (Option 3 or 4)
Gather the details
Who the seat is being transferred from and to (names and emails)
Who should receive the departing user’s records (if closing the account)
Make sure the receiving user has an active account
Create an account first if needed
Transfer the seat
Organisation Admin completes this in the organisation admin area
Request a human agent (if closing an account or transferring records)
We will confirm the details and complete the record transfer