Staff Transition Checklist

Last updated: September 17, 2026

Checklist to manage staff changes in Novi - remove users, assign replacements, and ensure smooth handoffs.

By preparing an admin succession plan, you’ll ensure your Novi operations remain secure, continuous, and ready to support your members - even during transitions. Use this checklist as a guide to help prepare for staff changes.

→ Learn More: 📄 Association Admin Succession & Transition Planning in Novi

Prior to staff changes:

✅ Identify Secondary Authorized Users (aka Backup Contacts)
​Particularly important for Primary & Billing Association Admins, and single staff organizations.

  • For single-staff organizations, consider board members (like the Treasurer) who will be comfortable accessing the backend of Novi and running basic admin operations if needed.

  • Note this information internally in your organization's standard operating procedures documentation.

✅ Inform Novi Support of the secondary contact(s)

  • Send us a message via the "blue bubble" on the backend, or by emailing us at help@noviams.com.

  • Include the secondary contact(s) Name, role, email, phone, and other pertinent information.

✅ Maintain a list of other accounts to update:

At minimum:

If applicable:

  • Higher Logic, FORJ, Sengii, Breezio, or other online communities

  • Event management, grant, award, or accreditation services

  • Learning management systems

  • Video conferencing applications

✅ Document Key Details in Novi Notes

✅ Plan for New Staff Training

When a staff or admin leaves (all admin roles):

✅ Update user access for all accounts associated with Novi and your organization.

  • Remove access in your admin users list for any departed staff or admins

    → 📄 Managing Association Admins

    • Remember: if someone should no longer have access to QuickBooks Online, they should not have admin access in Novi.

✅ Remove the person's record from any applicable front-facing areas:

If you display your staff on your website, check these places:

✅ Remove inactive staff from your company profile in Novi HQ.

✅ Remove access from connected accounts (as applicable):

  • Update access for all services integrated with Novi (e.g., QuickBooks Online, Mailchimp or Constant Contact)

  • Third party platforms such as Community forums, event platforms, etc.

When a new admin user starts:

✅ Create their new individual record and add them as an admin:

✅ Provide training resources:

✅ Add the person's record to any applicable front-facing areas:

If you display staff on the website:

Tip: Let them know they should upload their headshot, contact info, job title, and professional bio to their record!

Related Articles