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.
Transition Checklists
Prior to staff changes:
✅ Identify Secondary Authorized Users (aka Backup Contacts)
Particularly important for Primary & Billing Association Admins, and single staff organizations.
Who will have admin access if the primary contact leaves?
Who is authorized for billing/accounting privileges?
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 of the secondary contact(s) via Intercom.
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:
Payment Processor: Novi Pay, QuickBooks Payments, or Stripe
Mailchimp, Constant Contact, or other marketing & communication platforms
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.
Record nuanced practices, dues rules, special billing, and other unique workflows.
✅ Plan for New Staff Training
Explore Novi’s resources to train new association staff.
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.
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.
Don't overwrite the previous employee's record with the new person's info!
✅ Provide training resources:
Your organization's Novi Notes
✅ 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!
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