Transferring Clients from One SwipeClock Partner to Another

When a client using SwipeClock wants to change providers (move from one SwipeClock partner to another), a Client Transfer can be requested by the partner acquiring the client (referred to in this document as the "New Partner"). After the existing partner (referred to in this document as the "Current Partner") has agreed to the transfer and all paperwork is completed, SwipeClock will perform a Client Transfer for a fee.
 
Client Transfers require the consent of the client's Current Partner. If the existing partner does not consent to the Client Transfer, then the New Partner will need to create a new account for the client.
 
This article explains the process of a Client Transfer, but you can also download our SwipeClock Client Transfer Process and Client Transfer FAQ documents if you would prefer a hard copy of the documentation.
 
All attached documents are also available at the bottom of this article.

Data Included in the Client Transfer

When SwipeClock performs a Client Transfer, the account and the following data will be moved under the New Partner:
  • Employee records, including historical punch data
  • User logins and passwords
  • Any active scripting
  • Clocks that are the sole property of the client and assigned to the account prior to the move. Clocks leased or owned by the Current Partner will not be moved.

Client Transfer Steps

The Client Transfer process requires signed paperwork to be completed by all three parties involved: the client, the New Partner and the Current Partner. Those documents are included in this article.
 

1- Submit a Tech Support Case with the Following Authorization Docs

First, the following forms will need to be completed by the New Partner acquiring the account and the client. These need to be submitted to SwipeClock Technical Support. This should be done through a Support Center case and include the client's name exactly as it appears in our system.

The client name should be listed exactly as it appears in the system
 
IMPORTANT: A Client Transfer also requires written consent of the previous Partner.  This will be facilitated by SwipeClock. W will contact the current Partner for approval once the above forms are completed and returned.

The forms can be faxed to 801-617-1235, but this may delay the process.

If a client (end user) contacts SwipeClock directly requesting a transfer, SwipeClock’s policy is to refer the client back to their Current Partner. 

2- Current Provider Signs and Submits the Release

Once SwipeClock has authorization documents from both the client and New Provider, we will contact the existing provider with the Current Provider Release form.
 
If the existing partner does not respond with a completed Current Provider Release form in 4 business days, then we will perform the Client Transfer without the consent form.
 

3- SwipeClock Schedules and Transfers the Account

Once the current provider returns the release from step 2, we suggest that all parties agree on a "transfer date". On that date, SwipeClock will transfer the account and the new partner will see the account in their Client List.
 
We strongly suggest that transfers are scheduled on a pay period start date and near the start of the month. The reason for this is explained in the next section.

Client Transfer Fee & Billing

The Partner receiving the client is responsible for the Client Transfer fee. The cost for the Client Transfer is $125 per account, which includes the physical clocks or WebClock.
 
Additionally, SwipeClock will NOT pro-rate client activity charges. This means, if you acquire a client and the transfer is performed on April 30th, you will be billed for their April activity. As such, client transfers will only be completed at the beginning of a new month after billing has been completed for the previous month. If the receiving Partner would like to have the account transferred immediately upon approval, they must initial the area on the New Provider Authorization form, agreeing to assume activity charges for the entire month that the transfer takes place.
 

By initialing this box, the New Partner can acquire the account as soon as the Current Partner approves.
The New Partner will assume all activity charges for the month.

SwipeClock Policies Regarding the Client/Partner Relationship

SwipeClock will not mediate in the event of interruption of service for the client, however SwipeClock will not hold punches that keep a payroll from being processed. SwipeClock will limit the involvement of support by only contacting the appropriate party to resolve any situation.
 
As per our Partner Agreement, the client owns the timekeeping data and the partner is a steward of the data only and not the owner.

Transferring Clocks

When transferring physical clocks, they must remain active. DO NOT de-activate any clock associated with the transfer.

What If the Current Partner Doesn't Approve the Transfer?

Then SwipeClock will not perform the Client Transfer and a new account must be created and setup by the New Partner. The New Partner will also incur all applicable activation and scripting fees for the new account.
 
The transition of data from the old to the new account (i.e. employees, time off requests, clocks, etc.) would then need to be facilitated by the client.
 
The client should also work with their current provider to maintain access to the old account so they can run any necessary reports and payroll.
 
SwipeClock will not transfer clocks, scripting or account settings if the Current Partner does not approve the Client Transfer. The client will be responsible to request that their clocks be deactivated from the Current Partner so the New Partner can activate them on the new account.

Attachments

Client_Transfer_FAQ.pdf Client_Transfer_FAQ.pdf
Transferring_Clients_from_One_SwipeClock_Partner_to_Another.pdf Transferring_Clients_from_One_SwipeClock_Partner_to_Another.pdf
New_Provider_Authorization.pdf New_Provider_Authorization.pdf
Current_Provider_Release.pdf Current_Provider_Release.pdf
Client_Letter_of_Authorization.pdf Client_Letter_of_Authorization.pdf

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