Account administrator change

For company accounts, Swan offers a dedicated process to change the account administrator: the account membership holding the legal representative capacity. The account administrator change applies to all accounts belonging to the same account holder.

Why and when

This process is useful when:

• The current administrator leaves the company.
• An internal reorganization changes who manages the accounts.
• A general assembly or board decision appoints a new administrator.

Swan's KYC team reviews the change request and, once approved, sets the new administrator as the legal representative on all of the account holder's accounts.

How requests work

There can only be one ongoing change per account holder at a time.

The form used to submit the request is unauthenticated, meaning the requester doesn't need to be an existing account member. This allows third parties, such as a company secretary, to submit the request.

Requester and new administrator

The person filling out the form (the requester) can be the same person as the new administrator, or a different person.

• Requester is the new administrator: The requester provides the new administrator's details directly. No additional requester information is needed.
• Requester is different from the new administrator: The requester provides both their own details and the new administrator's details.

Form limitations

The form doesn't collect residency address or tax identification number for Germany, Netherlands, and Italy accounts. Partners must collect them separately.

Eligibility

To be eligible for an account administrator change, the account holder must meet all of the following conditions:

Condition	Requirement
Account holder type	Company
Company subtype	Company, Association, HomeOwnerAssociation, or Other (not SelfEmployed)
Verification status	Verified
Existing change request	No ongoing account administrator change: none of the request statuses Ongoing, Pending, WaitingForInformation, or InvitationSent

Individual accounts and self-employed account holders aren't eligible.

Follow the guide to change the account administrator to submit and track a change request.

Reasons for change

When submitting the form, the requester selects a reason for the change. The reason determines which supporting documents are required.

API value	Description
CurrentAdministratorLeft	The current administrator has left the company.
InternalReorganization	The change is due to an internal reorganization.
AppointedByGeneralAssembly	The new administrator was appointed by a general assembly.
AppointedByBoardDecision	The new administrator was appointed by a board decision.
Other	Other reason.

Required supporting documents

The required documents depend on the account holder's company type, whether the requester is the new administrator, and whether the new administrator is the company's legal representative.

Core document

This document is always required:

• Company or association registration: Proof of the company's or association's existence (CompanyRegistration or AssociationRegistration).

tip

For French companies with a valid registration number, Swan automatically retrieves the company registration document from the INPI registry.

Conditional documents

Document	When it's required
LegalRepresentativeProofOfIdentity	The new administrator isn't the company's legal representative (the current legal representative's ID).
PowerOfAttorney	The new administrator isn't the company's legal representative.
GeneralAssemblyMinutes	The company subtype is Association or HomeOwnerAssociation and the reason is AppointedByGeneralAssembly.
AdministratorDecisionOfAppointment	The company subtype is Association or HomeOwnerAssociation and the reason is AppointedByBoardDecision.

Statuses

A change request moves from Ongoing through review to Verified, Refused, or Expired. Review the status machine and full status table with the other membership lifecycles.

Canceling a request

Account administrator change requests can't be canceled directly via the API or Dashboard. You have two options:

• Wait for expiry: If the status is still Ongoing, the form URL expires automatically after 7 calendar days.
• Contact Swan Support: If the status is Pending or WaitingForInformation, contact Swan Support via the support ticket to request a refusal.

After expiry or refusal, a new request can be initiated.

API reference

Track and update an ongoing change request programmatically with the publicAccountAdminChange query and its companion mutations. Review the Using the API guide.