Census helps admins keep member data accurate and current. It makes it easy for members (or company managers) to review and update key information, so your records stay clean with less manual work.
Prefer to watch a video? Watch our Census demo.
What You’ll Find in This Article
Overview
Steps
What is a Census?
A Census is a one-time request for members to confirm or update their information. Think of it like a data check-in with a due date.
Send a Census it once a year, once a quarter, or to specific groups as needed.
You can run multiple censuses at the same time.
Decide whether responses update automatically or require admin approval.
Admins can use the Census tool to prompt selected members to review and update their personal or company information. For added control, you can choose to require admin approval before any submitted changes are applied.
Trade associations often use Census to let company managers confirm staff rosters or update company details.
Types of Census Requests
When you create a Census, you’ll choose whether it applies to People or Companies:
People → Individuals review their personal profiles.
Companies → Company managers review either:
Profile fields (company info), or
Staff rosters (add/remove employees).
📌 Note: Each company Census can only be one type (fields or roster). To collect both, create two separate censuses.
In the Census settings, you’ll have the flexibility to specify exactly which people or companies will receive the request.
How Census Works
Admins create and send a Census.
Members receive an email with a personalized link.
Members will receive an email with a personalized link to their Census. They don't to log in unless you require it.
Once members click the button, they'll be taken to a dedicated Census page where they can either update their information or confirm that no changes are needed.
They’ll also see an alert in their Member Compass until the Census is completed.
What Members See
Members will review each field the admin has included in the Census.
They can update their information or indicate that no changes are needed.
After submitting their responses, members will see a confirmation page (either a "success" or "thank you" message).
📌 Note: If a Census includes a restricted field (one that’s available in the admin only or not editable from the frontend), members will be able to submit an update while the Census is live. Any changes they submit will require admin approval.
Creating a Census
When creating a Census, you have the option to either create a new Census from scratch or copy an existing census.
Create a New Census:
From the lefthand menu on the backend of your site, go to Members > Census.
Click the Create Census button in the top right which will open a new Census modal.
Copy an Existing Census
From the lefthand menu on the backend of your site, navigate to Members > Census.
Find the Census you’d like to copy.
In the Action column for that Census, open the dropdown menu on the right.
Select Copy.
📌 Note: When you copy a Census, all of its settings are duplicated into a new draft. You’ll need to give the new Census its own name and adjust the settings as needed. Any responses or results from the original Census are not carried over to the copy.
Naming and Recipient Selection
After clicking Create Census, fill out the required fields in the pop-up modal:
Name of Census – Enter a name that will display on both the backend and frontend.
Record Type – Choose whether the Census will be sent to People or Companies.
People: Select this option if you want individual members to review and update their own personal profile information.
Companies: Select this option if you want company managers (those with management access) to either:
Update the company’s profile information, or
Manage and update the company’s staff roster.
📌 Note: For companies, each Census can focus on either profile fields or the staff roster, not both. If you want members to review both, you’ll need to create and send two separate Censuses.
After clicking Save & Edit Details, your Census will be created in draft mode, and you’ll land on the Settings tab.
1. General
Description – Add a description that will be visible to users on the Census page.
Recipients – Select groups, committees, and/or individual records to receive the Census.
💡 Tip: Test your Census with a small group (such as staff) before sending it to a larger audience. This helps confirm everything looks and functions as expected.
2. Require Login
Login Requirement – Decide whether users must log in to complete the Census. Toggling this ON ensures that recipients must log in before they can view or respond to the Census.
If they are not already logged in, they'll be prompted to do so once they click the Census link in their email.
If this is not required, anyone with access to the link can complete the Census, whether they are logged in or not.
💡 Best Practice: In most cases, you can leave Require Login OFF. Recipients already need a unique link from their email or access through their Member Compass to complete the Census, which provides a built-in layer of security. Turn this setting on only when you need extra protection.
3. Record Type
This setting determines if the Census will be sent to people or companies, and each Census will only be sent to the contacts of the selected type.
People: Select this option if you want individuals to review and update their personal profile information.
Companies: Choose this option to ask individuals with management access to their company to either:
Edit the company’s profile information, or
Update the company’s staff roster.
4. Census Type (Companies Only)
If sending to companies, choose whether the Census will collect profile field updates (Fields Census) or updates to the staff roster.
Fields: Collect updated information on the selected member fields and custom fields included in the Census.
Staff Roster: Allow company managers (Primary, Billing, or Management Access contacts) to review their staff roster and make updates, such as adding or removing team members.
To have members review both, you will need to send more than one Census.
5. Census Members
This section is where admins select the groups, committees, or individual records who will receive the Census. At least one recipient must be added, but you can also combine multiple segments to reach a larger audience.
Columns
Type – Shows whether the recipients came from a group, committee, or individual record.
Count – Displays the number of records in that segment. Note: this doesn’t always mean every record will receive the Census email (see notes below).
Action – Provides Remove and Add options while the Census is still in Draft mode. Once the Census is sent, the recipient list becomes permanent and can’t be changed.
📌 Important Notes
When Record Type = People → If a group or committee contains companies, the Census will only be sent to the individual people included in that group or committee.
When Record Type = Companies → The system identifies company records within the selected groups, committees, or individual records.
Delivery depends on the Census Access setting, which allows you to send to:
Primary Contacts
Billing Contacts
Users with general Management Access
Or any combination of the three
If multiple people at a company have management access, only the first person to complete the Census will be able to submit a response. Once it’s submitted, the Census is considered complete and others won’t be able to make changes.
Groups & Committees
The Census is sent once to the records within the selected group/committee.
New members added to the group/committee later will not automatically receive the initial Census email.
However, if a company had no managers at the time of sending but is assigned a manager before the Due Date Reminder is sent, that manager will still receive a reminder email, if one is set.
Once sent, the Census Recipients list cannot be edited. You cannot add or remove records, groups, or committees, but you can modify the fields included in the Census.
⌛ Save & Continue Later
If you're not ready to send the Census after configuring your settings, click the Save button at the top-right corner of the page. This keeps the Census in draft mode so you can return and complete it when you're ready.
Choosing Census Fields
One of the most powerful features of the Census is the ability for admins to select specific fields they want members to review and update.
Add Fields to the Census
Click in the "Select a Field" drop-down to select from member fields and custom fields for recipients to review and update. Tip: Start typing the field name to quickly filter the list. Once you've found the desired field, select it and click Add on the right.
📌 Important Notes:
When adding fields to your Census, fields that have been setup to be not editable on the frontend will show a warning ⚠️ icon in census builder. These fields also have the Require Approval switch automatically enabled.
If a field (like Unit Count or Annual Sales) has the “users cannot change" setting turned on: Members will be able to submit an update, but only during the Census. Any changes they submit require admin approval before they go live.
If a field is hidden on the frontend and/or is restricted to certain member type(s) or record type(s), but is also included in the Census, the system will follow the field settings.
If a member clicks their Census link and doesn't have any fields visible they will see a “No Visible Fields” message.
Please Note: Once the Census is sent, you can still add or remove fields, but it will only affect the recipients who haven't submitted their responses yet.
Field Requirement Settings
Admins can check boxes within the list of fields to decide:
If answers are required for any fields: Answer Required
If updates to any fields require admin approval before being accepted: Requires Approval
If Requires Approval is:
Unchecked/Off, any changes the member makes to fields in their Census submission will automatically be updated on their member record.
Checked/On, an admin will need to go through the submissions later and approve the updates before the member's record information will be updated. More on this below.
Note that Staff Roster Census requests for companies do not have an admin review option. Changes made to staff rosters are made in real-time as the user completes the census.
Best Practice: Consider requiring admin approval for fields that impact dues calculations or require verification, such as Unit Count and Credentials. However, avoid making all fields require approval—reviewing every update, like phone number changes, may not be necessary.
Tip: If any fields require approval, set a reminder for an admin to review and approve the submissions once the Census is closed (or periodically throughout the time the Census is open).
Example of Census Fields with Requirement Settings:
Organizing Census Fields
Display Order: Drag and drop the fields within the list to change the order.
Sections: Optionally add Sections to group related fields together, and include a description of the section if it would be helpful for users.
In the screenshot above, there is a link at the top right to "Add New Section" which will open a modal like the screenshot below.
Existing sections can then be edited by clicking the "Edit Name & Description" link, or deleted by clicking the "Delete" link, on the right side of the field list.
📌 Novi Tip: If you create a new custom field, consider sending a Census to request members to fill it out. This ensures your data stays complete and up-to-date while making it easy for members to provide the information in a structured way.
Setting Deadlines and Reminders
Pick a Due Date (required). The Census closes after this date.
Optionally, set a Due Date Reminder date. This will automatically email only non-responders.
📌 Important Notes:
Reminders: Only members who have not yet responded will receive the reminder email. Admins cannot pick and choose recipients. It automatically goes to all non-responders.
Reminder Date: You can adjust the reminder date even after the first reminder has been sent. This will trigger a second reminder on the new date.
Past Dates: A Census cannot be sent if the Due Date is already in the past.
Due Date vs. Scheduling: The Due Date simply closes access to the Census when it passes. It does not schedule when the Census will be sent. (Currently, scheduling a Census to send at a future date is not available.)
Example Reminder Email:
Customizing Email and Confirmation Messages
Admins can customize the Census Request Email as well as the Confirmation Information message that appears once a member submits their response.
A link to complete the Census will automatically be included in the Census Request Email.
Not all merge fields are available for Census at this time.
You can use the merge field [[DueDate]] to display the Census due date.
You can also use the merge field [[FirstName]] to display the recipient's first name, but keep in mind that your Census email automatically includes a salutation that greets a member by first name.
The Confirmation Information message appears on the success page after a user submits their Census response. If any fields require admin approval, consider including a note such as, "We will review your responses and update your profile shortly."
Previewing a Census
Before sending the Census, admins can preview both the request email and the Census form in the Preview tab.
Select a name from the drop-down menu to view the email that will be sent to that individual. If no names are available, check that recipients are set on the Settings tab.
Click the Form sub-tab to view the Census form they'll be asked to complete.
📌 Important Note: The preview will not be branded to your association's colors but the live Census form will.
Sending and Tracking
Once your Census is built, you can either:
Save & Send (A) → Immediately sends the Census to all selected recipients. (Once sent, this option disappears.)
Save as Draft (B) → Keeps the Census in draft mode so you can finish later.
Important Notes Before Sending
Groups & Committees as Recipients
If a group or committee is still calculating when you click Send, you’ll see a message to try again later.
When first added, the system shows a snapshot of members in that group/committee at that moment. Because groups are dynamic, the list may change over time.
If your Census sits in Draft for a while, the system will refresh the recipient list automatically when you send, so it always reaches the right people.
Want to confirm the most current list before sending? Click Sync All Members (C). This step is optional. The system always sends to the latest group membership, whether you sync or not.
After Sending
The Census status changes from Draft → Active.
Recipient status updates from Not Sent → Not Complete.
The “Not Sent” number may temporarily look high (for example, if some records lack email addresses). Refresh the page, and it should adjust—moving those recipients into “Not Complete.”
You can track responses in real time from the Members tab. More on this below.
If a Group or Committee was used to select recipients, please note:
If new records are added to the Group/Committee after the Census is sent, they will not receive the initial email but will receive the reminder email.
If any records are removed from the Group/Committee before the reminder email is sent, they will not receive the reminder, even if they originally received the initial Census email.
How Members Respond
Once a Census is sent, members receive a Census Request Email containing:
Your custom subject and body text
The due date
A link unique to each member allowing them to review and update their data
When members click the link, they’re directed to a dedicated Census form page on your site.
Example Census Request Email:
Members can also access this page directly through their Member Compass where they'll see an alert on their dashboard...
...and a dedicated Census tab where they can access one or Census requests that they've received:
Clicking the link in their email or accessing the Census from their Member Compass directs members to a Census form page. This page displays the fields the admin has requested and gives members the option to submit changes or confirm that no updates are needed.
Staff Roster Census
Staff Roster Census requests operate a bit differently. These are sent to one or multiple manager contacts at a company (Primary, Billing, or Management Access).
Members with any level of management access updating a staff roster must login.
They can then update their existing staff profiles or add new ones.
Anyone who is a Primary, Billing, or Management Access contact can assign general Management Access to others. However, changes to the Primary or Billing contact can only be managed by an association admin.
Census Frequently Asked Questions (FAQ)
How can I see what a Census looks like to a member?
Before sending the Census, this can be seen in the Preview tab under the Form sub-tab. After the Census is sent, admins can impersonate a member who received the Census request and navigate to their Member Compass.
Where does the Description field display?
The Description appears on the Census form page itself. Email content is controlled separately in the Email Body field within settings.
What if a member’s email address changes?
Even if their email changes, members will still be prompted to complete any open Census requests when they log in and view their Member Compass.
Can Census emails be forwarded to someone else?
Yes, if login is not required (the default setting). The recipient can forward the link to someone else at their company to complete on their behalf.
Can the Census be used for people without user accounts?
Yes. And you can encourage them to create one by adding a prompt in the Confirmation Information field (shown after submission).
How can I avoid sending to anyone whose opted out of marketing emails?
When building your Census recipients group, you can add conditional logic to include or exclude those users based on the “Do Not Send Marketing Emails” field.
Can the Census request info from non-members?
Yes, but they must still have a record in the system.
Can I change recipients after sending?
No. Once sent, the Census request email is locked to those initial recipients. However, new records added to recipient groups or committees will still receive reminder emails and can follow the included link to complete the Census.
If records are removed from the recipient group or committee before a reminder is sent, they won’t get that reminder.
Which custom fields can’t be used?
Internal-use-only fields
Number fields with summation settings
File Upload fields
Headshot/Logo fields
All other custom field types are supported.
Are there notifications or timeline activity for Census actions?
Not currently. We’ve held off based on feedback that too many notifications would be overwhelming. We’d love your input on what tracking would be most useful!
What happens if a member doesn’t complete the Census?
They’ll continue to see the Census notification in their Member Compass until it’s completed or closed. You can also set up automated reminders.
What if a Census has no required fields?
No admin action is needed. Once finished, we recommend archiving the Census for clarity.
Can archived Censuses be viewed?
Yes. Use filters to find archived Census requests at any time.
Can I extend a Census for non-respondents?
Yes. Update the Due Date to extend it, or close the Census early if needed.
What happens if someone clicks the link after responding?
They’ll see: Request Complete – If you’d like to update your fields, please visit your profile or the Companies section of the Member Compass.
What if someone clicks the link after the Census closes?
They’ll see: Census is past the Due Date.
Related Articles
Reviewing & Managing Census Responses – You've sent a Census. Now what?
Create a Census to Verify Profile Details or Staff Rosters – Getting started with building a Census.
Creating Custom Fields in Novi - Useful for creating new fields to include in a Census.
Creating a New Group in Novi - Brush up on Groups knowledge to build a list of Census recipients.