Turn AI on or off for your organization

Accept the AI terms and switch AI features on for the whole organization, or switch them off with a reason and a choice about what happens to summaries and drafts AI already produced.

In the sidebar, open Administration, then choose AI Governance under Team & Access. The page address is /settings/org/ai-governance.

Before you start

• This is the master switch. Nothing AI-powered runs anywhere in Nova, including NovaAI on calls and AI teammates, until an authorized admin turns it on here.
• Your role needs permission to read the AI policy to see the page, and separate permissions to accept the terms, turn AI on and turn it off. Turning AI off with a purge needs the AI data permission too.
• AI also has to be part of your plan. The Entitlement gates list on the page shows Satisfied or Blocked for each requirement.

Steps

To turn AI on:

1. Read the status card. It shows AI enabled, AI disabled, Acceptance required, Acceptance expired or Not eligible, with the current terms version.
2. Find the AI is off card, beside the policy details (below them on a narrow screen). Its title reads Accept terms to turn AI on or Turn AI back on.
3. Type your name in Admin signature, at least three characters.
4. Press Accept terms and enable AI. When the current terms were already accepted, the button reads Enable AI instead. Nova confirms that AI is on and NovaAI now shows in your menu.

To turn AI off:

1. Under Disable AI, choose Existing output handling: Preserve existing AI outputs keeps past summaries and drafts stored but hidden while AI is off; Restrict existing AI outputs keeps them but only admins with the right permission can reach them; Request governed purge starts deleting what can be deleted.
2. Read What will happen under your choice.
3. Type a Reason of at least 10 characters. It goes in the audit trail.
4. Type your name in Admin signature and press Disable AI. Nova confirms that AI is off and NovaAI leaves your menu.

What you see

• Policy Acceptance shows whether the current terms are accepted, when and by whom, the last change, how many times AI was turned on and off, and what happens to existing output.
• Activation history lists the last ten changes, newest first, with the signature and any reason.
• After a purge request, the Data action tile shows progress such as "3/5 completed" and how many records were blocked by a legal hold or policy.
• NovaAI settings at the top opens the call controls once AI is on, if your role can see them; see Turn on NovaAI for calls.

If something looks different

• The status reads Acceptance expired: Nova's AI terms changed since they were last accepted. Repeat the steps to accept the new version; nothing AI-powered runs until then.
• The status reads Not eligible: your plan does not include AI. Check the plan page.
• Disable AI stays greyed out: the reason is too short, the signature is missing, your role cannot turn AI off, or you chose Request governed purge without the AI data permission.
• Purged AI output does not come back when AI is turned on again; only preserved or restricted output does.

Open AI Governance