Admin Access Register

module: admin-access-register
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Scope": null
  "Ownership": null
  "Review": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

System or Tool,Category,Main Admin,Backup Admin,Department,Access Level,Number of Admin Users,Billing Owner,Plan,Seats,Renewal Date,Company Owned Account,Shared Login,Password Manager Entry,Two Factor On,Last Access Review,Next Access Review,Offboarding Checklist Item,Risk Level,Status,Notes,Admin ID
Example Product,General,Example Admin,Example Backup Admin,Delivery,Full,3,Example Owner,Business,5,2026-01-15,TRUE,FALSE,Shared vault - Finance,TRUE,2026-01-15,2026-01-15,"Remove from payroll, revoke accounts, collect laptop",Low,Provisioned,Shared logins retired after the February access review; two orphaned accounts still need an owner.,

CREATE TABLE admin_access_register (
  system_or_tool VARCHAR(255),
  category VARCHAR(100) NOT NULL,
  main_admin VARCHAR(255),
  backup_admin VARCHAR(255),
  department VARCHAR(255),
  access_level VARCHAR(100) NOT NULL,
  number_of_admin_users NUMERIC NOT NULL,
  billing_owner VARCHAR(255),
  plan VARCHAR(255),
  seats NUMERIC NOT NULL,
  renewal_date DATE NOT NULL,
  company_owned_account BOOLEAN NOT NULL,
  shared_login BOOLEAN NOT NULL,
  password_manager_entry VARCHAR(255),
  two_factor_on BOOLEAN NOT NULL,
  last_access_review DATE NOT NULL,
  next_access_review DATE NOT NULL,
  offboarding_checklist_item VARCHAR(255),
  risk_level VARCHAR(100) NOT NULL,
  status VARCHAR(100) NOT NULL,
  notes TEXT,
  admin_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_admin_access_register_status ON admin_access_register (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Admin Access Register",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "System or Tool": { "type": "string" },
      "Category": { "type": "string" },
      "Main Admin": { "type": "string" },
      "Backup Admin": { "type": "string" },
      "Department": { "type": "string" },
      "Access Level": { "type": "string" },
      "Number of Admin Users": { "type": "number" },
      "Billing Owner": { "type": "string" },
      "Plan": { "type": "string" },
      "Seats": { "type": "number" },
      "Renewal Date": { "type": "string", "format": "date" },
      "Company Owned Account": { "type": "boolean" },
      "Shared Login": { "type": "boolean" },
      "Password Manager Entry": { "type": "string" },
      "Two Factor On": { "type": "boolean" },
      "Last Access Review": { "type": "string", "format": "date" },
      "Next Access Review": { "type": "string", "format": "date" },
      "Offboarding Checklist Item": { "type": "string" },
      "Risk Level": { "type": "string" },
      "Status": { "type": "string" },
      "Notes": { "type": "string" },
      "Admin ID": { "type": "integer" }
  },
  "required": [
      "Category",
      "Access Level",
      "Number of Admin Users",
      "Seats",
      "Renewal Date",
      "Last Access Review",
      "Next Access Review",
      "Risk Level",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| System or Tool | Title | Use as the database title |
| Category | Select (add options after import) | Convert to Select, add options: "General", "Operations", "Finance", "People", "Compliance" |
| Main Admin | Text | Leave as Text |
| Backup Admin | Text | Leave as Text |
| Department | Text | Leave as Text |
| Access Level | Select (add options after import) | Convert to Select, add options: "Full", "Write", "Read", "No Access" |
| Number of Admin Users | Number | Convert to Number |
| Billing Owner | Text | Leave as Text |
| Plan | Text | Leave as Text |
| Seats | Number | Convert to Number |
| Renewal Date | Date | Convert to Date |
| Company Owned Account | Checkbox | Convert to Checkbox |
| Shared Login | Checkbox | Convert to Checkbox |
| Password Manager Entry | Text | Leave as Text |
| Two Factor On | Checkbox | Convert to Checkbox |
| Last Access Review | Date | Convert to Date |
| Next Access Review | Date | Convert to Date |
| Offboarding Checklist Item | Text | Leave as Text |
| Risk Level | Select (add options after import) | Convert to Select, add options: "Low", "Medium", "High", "Critical" |
| Status | Select (add options after import) | Convert to Select, add options: "Requested", "Approved", "Provisioned", "Review Due", "Revoked" |
| Notes | Text | Leave as Text |
| Admin ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |