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How to Change or Transfer the Super Admin Role in PyjamaHR

Updated over 2 weeks ago

Executive Summary

The Super Admin role in PyjamaHR controls critical account settings, billing, user management, and access to all platform features. Changing or transferring this role is essential when the current Super Admin leaves the company, changes their email, or when your organization rebrands. This guide provides a comprehensive, step-by-step process to transfer Super Admin access securely and efficiently, addresses common pitfalls, and answers the most frequent customer questions.

Detailed Overview

What is the Super Admin Role?

  • Super Admin is the highest level of access in PyjamaHR. This user can:

  • Manage billing and subscriptions

  • Add, remove, or change user roles (including other Super Admins)

  • Access all jobs, candidates, and company settings

  • Perform critical actions like closing jobs, upgrading plans, and integrating with external tools

When and Why Change the Super Admin?

  • Common scenarios:

  • The current Super Admin is leaving the company

  • The Super Admin’s email/domain is changing (e.g., company rebranding or email migration)

  • The Super Admin’s email is no longer accessible (e.g., account deactivated, lost access)

  • You want to assign Super Admin rights to a different person or a generic company email (e.g., [email protected])

  • Compliance or audit requirements

Integration with Other PyjamaHR Features

  • Only Super Admins can manage billing, user access, and critical company settings.

  • Super Admin changes impact who can upgrade plans, manage invoices, and access sensitive data.

  • The Super Admin role is required for integrating with certain external tools (e.g., LinkedIn, email).

Business Impact

  • Ensures business continuity when key personnel change

  • Prevents lockout from critical features and billing

  • Maintains compliance and security by keeping access up-to-date

Step-by-Step Guide: Changing or Transferring the Super Admin Role

Prerequisites

  • You must be logged in as the current Super Admin, or have access to the Super Admin’s email.

  • If you do not have access to the current Super Admin’s email, see the “Troubleshooting & Common Issues” section.

Standard Process (When Current Super Admin is Available)

  1. Log in as the Current Super Admin
    - Go to PyjamaHR Login

  2. Navigate to Team Members
    - Click your profile icon (top right)
    - Go to Settings > Team Members

  3. Invite the New Super Admin
    - Click Send Invitation
    - Enter the new user’s work email address
    - Select Super Admin from the access type dropdown
    - Click Invite

Screenshot suggestion: Show the Team Members page with the “Send Invitation” dialog open and “Super Admin” selected.

  1. New Super Admin Accepts the Invitation
    - The invited user receives an email. They must click the link and complete onboarding.

  2. Remove the Old Super Admin (Optional but Recommended)
    - Once the new Super Admin is onboarded, log in as the new Super Admin.
    - Go to Settings > Team Members
    - Find the old Super Admin’s email and click Remove User.

  1. (Billing/Seat Management Tip)
    - To avoid being charged for two Super Admins, complete the add/remove process within 20 minutes. If you delay, you may be billed for an extra user seat.

Alternate Pathways & Special Scenarios

A. Changing Super Admin When Email Domain Changes (e.g., rebranding, migration)

  • Invite the new email (with the new domain) as Super Admin.

  • Complete onboarding.

  • Remove the old email (with the old domain).

  • If you have multiple users to update, repeat for each.

B. Current Super Admin Has Left and Email is Inaccessible

  • If you cannot log in as the current Super Admin:
    1. Contact PyjamaHR Support via chat or email.
    2. Provide:

    • Company registration documents

    • LinkedIn company page URL

    • Proof of employment/authority (if requested)
      3. Support will verify your identity and update the Super Admin email from the backend.

C. Only One User on the Account

  • Invite the new email as Super Admin.

  • Remove the old email within 20 minutes to avoid extra charges.

D. Multiple Super Admins

  • PyjamaHR allows more than one Super Admin (each is billable).

  • To add another, simply invite as above.

  • To downgrade or remove, use the Team Members page.

Advanced Usage & Best Practices

  • Always Use a Generic Company Email for Super Admin (e.g., [email protected]) to avoid disruptions when staff change.

  • Document the Super Admin Process internally, so transitions are smooth.

  • Complete Transfers Quickly (within 20 minutes) to avoid being billed for extra seats.

  • Regularly Audit User Access: Remove ex-employees and update roles as needed.

  • For Temporary Transfers (e.g., leave), assign Super Admin to a trusted team member, then revert after return.

  • Communicate Changes: Notify your team when Super Admin changes to avoid confusion.

Troubleshooting & Common Issues

1. Can’t Access the Old Super Admin Email

  • Contact PyjamaHR Support with company verification documents.

  • Support will manually update the Super Admin after verification.

2. “Remove User” Option Not Visible

  • Only Super Admins can remove other Super Admins.

  • If you’re not seeing the option, check your access level.

3. Invited User Not Receiving Email

  • Check spam/junk folders.

  • Ensure the email address is correct and active.

  • If using a group/alias email, ensure it can receive external emails.

4. “You Will Be Charged for an Extra User” Warning

  • Complete the add/remove process within 20 minutes.

  • If you’re billed for an extra seat, contact support for assistance.

5. Super Admin Role Not Updating

  • Refresh the page after changes.

  • Log out and log back in.

  • If still not updated, contact support.

6. Account Blocked or Flagged

  • Sometimes accounts are blocked due to suspicious activity or security checks.

  • Provide company documents and LinkedIn URL to support for manual verification.

7. No Super Admin Exists

  • If the only Super Admin has left and no one else has access, contact support for recovery.

Comprehensive FAQ

1. Who can change the Super Admin in PyjamaHR?
Only an existing Super Admin can invite a new Super Admin and remove themselves or others.

2. Can there be more than one Super Admin?
Yes, but each Super Admin is a billable user.

3. What if the Super Admin’s email is deactivated or lost?
Contact support with proof of company ownership to update the Super Admin.

4. Will I be charged for two users if I add a new Super Admin?
Only if both Super Admins remain active for more than 20 minutes. Remove the old one promptly to avoid extra charges.

5. Can I transfer Super Admin to a generic email (e.g., [email protected])?
Yes, and it’s recommended for continuity.

6. What if the invited Super Admin doesn’t receive the invitation?
Check spam, verify the email, or try resending. If issues persist, contact support.

7. Can I change my own access from Super Admin to another role?
No, another Super Admin must change your access or remove you.

8. What happens to jobs, candidates, and data when Super Admin changes?
All data remains intact. Only access rights change.

9. Can PyjamaHR support change the Super Admin for me?
Yes, but only after verifying your authority and company ownership.

10. What if I have only one user and want to change the Super Admin?
Invite the new email as Super Admin, onboard, and remove the old email within 20 minutes.

11. How do I know who the current Super Admin is?
Go to Settings > Team Members; Super Admins are labeled.

12. What if I get an error about “email already in use”?
The email may already be registered. Contact support for resolution.

Related Features & Next Steps

Recommended Next Steps:
- Audit your Team Members list and update roles as needed
- Document your internal Super Admin transfer process
- Set up a generic company email as Super Admin for future-proofing

Still need help?
If you encounter issues not covered here, contact PyjamaHR Support with your company details and a description of your issue.

Article last updated: June 2024
​ Related articles:
- Understanding Access Types in PyjamaHR
- Inviting Team Members
- Managing Your Subscription

This guide is based on real customer scenarios and support conversations to ensure you have all the answers you need to manage Super Admin transitions smoothly in PyjamaHR.

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