Helping members transfer from a personal account to an institutional/enterprise license

As an administrator managing your organization’s BioRender license, you play a crucial role in ensuring a smooth transition for members moving from personal accounts to institutional access. Here's a guide to help your members gain access to the institutional Premium features and manage their accounts effectively.

Premium access

Benefits of transitioning to an institutional license

• Members will gain Premium access, unlocking advanced features without needing individual subscriptions.
• Depending on your institution’s license, Premium features may be available at no cost or a discounted rate.
• Ensure your members understand these benefits and how they can leverage Premium features for their work.

Managing subscriptions

Canceling a personal subscription

• Members with existing personal BioRender subscriptions can cancel them by going to the Plan & Billing tab in their BioRender account.
• This will prevent them from being billed for their personal subscription moving forward.

Support for members with active subscriptions

• If a member has already been added to the organization’s license but still has time left on their billing cycle, they should contact BioRender Support (support@biorender.com).
• The Support Team will cancel their personal subscription and process refunds for any overlapping subscription periods.
• Provide them with the necessary contact information and support resources such as this article to facilitate this process.

Maintaining files during the transition

File retention

• Files will remain intact during the transition as long as the member’s existing account is added to the license.

Updating email addresses

• If members need to update their email address to reflect their institutional credentials, they can do so within their BioRender settings. Please direct them to this support article.
• Changing the email address does not affect file access, as files are tied to the account itself.

Handling pre-existing accounts

• If a member signs up for a new account to join the institutional license, their previous files will not be carried over.
• To retain file access, it is best to add pre-existing accounts to the institutional license whenever possible.

Related articles

• Inviting members to your organization
• How to change or update the email address of your BioRender account
• Your institution (work/college/university) bought a subscription

Need help?

1. Email: support@biorender.com
2. Live Chat: Available by clicking on the "Help" bubble in the app on the bottom right-hand corner.