---

name: admin-access-register description: 'Admin account register: system, main and backup admin, seats, plan, 2FA, shared logins and access-review dates, as CSV, SQL, JSON Schema or Notion on request. Use for access reviews.' category: business risk: safe source: self source_type: self date_added: '2026-09-26' author: WHOISABHISHEKADHIKARI tags:

• sme
• business
• operations
• database
• csv
• notion
• sql
• protect tools: [] source_repo: WHOISABHISHEKADHIKARI/sme-ops-system-builder

---

Admin Access Register

What it is: Who holds admin rights on each system, with a backup admin and review dates.

Overview

Works out the smallest useful Admin Access Register setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 7: Protect. Fits: Growth stage. Table code: n/a.

When to Use This Skill

• admin access register
• system access review
• privileged account list
• quarterly access review

Also use it when the user says "who holds admin rights on each system, with a backup admin and review dates", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: How many admin accounts exist?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Scope - Which systems? / How many admins? / Vendor or employee admins?
• Ownership - Who approves access? / Named owner per account? / Any shared logins?
• Review - How often reviewed? / What happens on leaving? / Evidence kept?
• Current process - Is it recorded now? / IT ticket or nothing? / Is it current?
• Outcome - What do you need? / A register, a review cycle or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

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

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Keep one row per named admin account with a system, an owner and a last-reviewed date. Shared logins are the first thing to fix.

Why this one: Privileged accounts are the ones that matter after someone leaves. Naming an owner per account is what makes removal possible.

Workflow: System listed → Admin account → Owner and approver → Periodic review → Removal

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user requests a workbook. A CSV carries no types, so after it, name the columns that need a number, date or currency format applied.

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 |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference

| # | Field | Type | SQL | JSON Schema | Notion | CSV example | |---:|---|---|---|---|---|---| | 1 | System or Tool | text | VARCHAR(255) | string | Text | Example Product | | 2 | Category | select | VARCHAR(100) | string | Select (add options after import) | General | | 3 | Main Admin | text | VARCHAR(255) | string | Text | Example Admin | | 4 | Backup Admin | text | VARCHAR(255) | string | Text | Example Backup Admin | | 5 | Department | text | VARCHAR(255) | string | Text | Delivery | | 6 | Access Level | select | VARCHAR(100) | string | Select (add options after import) | Full | | 7 | Number of Admin Users | number | NUMERIC | number | Number | 3 | | 8 | Billing Owner | text | VARCHAR(255) | string | Text | Example Owner | | 9 | Plan | text | VARCHAR(255) | string | Text | Business | | 10 | Seats | number | NUMERIC | number | Number | 5 | | 11 | Renewal Date | date | DATE | string, format: date | Date | 2026-01-15 | | 12 | Company Owned Account | checkbox | BOOLEAN | boolean | Checkbox | TRUE | | 13 | Shared Login | checkbox | BOOLEAN | boolean | Checkbox | FALSE | | 14 | Password Manager Entry | text | VARCHAR(255) | string | Text | Shared vault - Finance | | 15 | Two Factor On | checkbox | BOOLEAN | boolean | Checkbox | TRUE | | 16 | Last Access Review | date | DATE | string, format: date | Date | 2026-01-15 | | 17 | Next Access Review | date | DATE | string, format: date | Date | 2026-01-15 | | 18 | Offboarding Checklist Item | text | VARCHAR(255) | string | Text | `Remove from payroll, revoke acc