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Systems inventory

Status: Template, pre-formation. Real credentials, account IDs, and billing details are never stored in this repository. They live in the Guild's password manager and the sealed emergency credential envelope (see break-glass procedure).

Owner: Administrator (acting as sysadmin), per administrator role description. Reviewed: Quarterly, jointly with at least one director who is not the sysadmin. Logged on the compliance calendar.

Purpose

This inventory is the canonical list of every digital system the Guild depends on. It exists so that:

  1. No system can fall off the radar at renewal, audit, or transition
  2. Every account has a documented owner of record, primary administrator, secondary administrator, and recovery contact
  3. The board can verify least-privilege access at the quarterly review without depending on the sysadmin's memory
  4. A successor sysadmin (or the Board Chair under a break-glass scenario) can reconstruct full administrative control from this document plus the emergency credential envelope

What goes in the inventory

For every system the Guild uses — domain registrar, DNS, hosting, CMS, email, member portal, payments, email marketing, project management, accounting, helpdesk, code repository, file storage, password manager, and any third-party integration with admin or billing rights — record the columns in the table below.

If a contractor or consultant has been granted admin access on a temporary basis (e.g., a developer or a bookkeeper), they are listed as Active users with an end date, not as an administrator.

Inventory table (template)

Replace … with actual values in the private working copy. Keep this public copy as the structural template.

System Category Account email of record Primary admin Secondary admin Recovery contact Billing source MFA enforced Last access review
Domain registrar Infrastructure domains@… Sysadmin Treasurer Board Chair Guild card on file Yes YYYY-MM-DD
DNS provider Infrastructure domains@… Sysadmin Treasurer Board Chair Same as registrar Yes YYYY-MM-DD
Hosting (Cloudways Autonomous) Infrastructure ops@… Sysadmin Treasurer Board Chair Guild card Yes YYYY-MM-DD
Public CMS / member hub (WordPress + BuddyBoss on ganjierguild.com) Web n/a (multi-user) Sysadmin Communications chair Board Chair Bundled in hosting Yes YYYY-MM-DD
LMS (self-hosted Moodle on learn.ganjierguild.com) Education n/a (multi-user) Sysadmin Education chair Board Chair Bundled in hosting Yes YYYY-MM-DD
Google Workspace Identity / email admin@… Sysadmin Board Chair Registered agent Guild card Yes YYYY-MM-DD
Stripe Payments finance@… Treasurer Sysadmin Board Chair n/a (revenue) Yes YYYY-MM-DD
QuickBooks Online Accounting finance@… Treasurer Sysadmin (read-only) Board Chair Guild card Yes YYYY-MM-DD
Klaviyo Email/SMS comms@… Sysadmin Communications chair Board Chair Guild card Yes YYYY-MM-DD
Library (WP custom post types: replays + resources) Education bound to WP Sysadmin Education chair Board Chair Bundled Yes YYYY-MM-DD
Community (BuddyBoss Platform on WordPress) Member experience bound to WP Sysadmin Membership chair Board Chair Bundled (free plugin) Yes YYYY-MM-DD
Events (Zoom + RegFox) Events events@… Sysadmin Events chair Board Chair Guild card Yes YYYY-MM-DD
Certificates (mod_customcert Moodle plugin) Education bound to Moodle Sysadmin Education chair Board Chair Bundled (free plugin) Yes YYYY-MM-DD
Video hosting — YouTube unlisted (Public/Internal) Education video@… Sysadmin Education chair Board Chair Free tier Yes YYYY-MM-DD
Video & document storage — Google Drive Restricted folders (Workspace ACLs) Education bundled with Workspace Sysadmin Education chair Board Chair Bundled Yes YYYY-MM-DD
HubSpot CRM Member experience crm@… Sysadmin Membership chair Board Chair Guild card Yes YYYY-MM-DD
Project management (Asana) Operations ops@… Sysadmin Board Chair Registered agent Guild card Yes YYYY-MM-DD
GitHub (proposal & code repos) Code dev@… Sysadmin Board Chair Registered agent Guild card or free tier Yes YYYY-MM-DD
Automation (Make.com / Zapier) Operations ops@… Sysadmin Board Chair Registered agent Guild card Yes YYYY-MM-DD
Analytics (Plausible or GA4) Operations analytics@… Sysadmin Communications chair Board Chair Guild card Yes YYYY-MM-DD
Helpdesk (HelpScout / Front) Member experience support@… Sysadmin Membership chair Board Chair Guild card Yes YYYY-MM-DD
Password manager Security vault@… Sysadmin Board Chair Registered agent Guild card Yes (required) YYYY-MM-DD
Cloud file storage (Drive) Operations bundled with Workspace Sysadmin Board Chair Registered agent Bundled Yes YYYY-MM-DD

Standing rules for the inventory

  1. No personal email, no personal credit card. Every "Account email of record" must be a Guild-controlled mailbox routed through Google Workspace. Every billing source must be a Guild-controlled card or ACH. The sysadmin's personal email and the founder's personal card are explicitly disallowed as account-of-record or billing source.
  2. Two humans, never one. Every system has at least a Primary admin and a Secondary admin who is not the same person. The Secondary administrator is named in writing in this inventory.
  3. MFA is required on every system that supports it. A system that does not support MFA is escalated to the Audit & Finance committee at the next quarterly access review with a recommendation to migrate or accept the documented risk.
  4. Active users for each system are listed in a working sub-table maintained alongside this inventory in the Guild's password manager — not in this public file. The quarterly access review compares the live user list to this inventory and resolves discrepancies.
  5. Onboarding and offboarding of any user with admin or billing rights is a documented event in the systems log, with the date, the change, and the approver.
  6. Vendor renewals and cancellations are tracked on the compliance calendar. The sysadmin reviews the renewal list at the start of each fiscal quarter.

Categories defined

Category Definition
Infrastructure Domain, DNS, hosting, certificates — failure of any of these takes the Guild offline
Web Public site, member portal, database — content and member-facing systems
Identity / email Google Workspace and any SSO source — failure here cascades into every other system
Payments Stripe, accounting integrations — anything that touches money in or out
Accounting QuickBooks Online, bank/payment integrations — financial system of record
Education LMS, library, certifications, exam delivery, video and resource hosting
Member experience Community platform, CRM, helpdesk
Events Webinar, registration, badge issuance
Operations Project management, automation, analytics, file storage
Security Password manager, monitoring, backup verification

What this document is not

  • Not a credentials store. Credentials live only in the Guild's password manager and the sealed emergency envelope. This file lists that a system exists and who administers it, not how to log in.
  • Not a vendor contract repository. Executed contracts live in the board's secure document store. This file references them by system name only.
  • Not a runbook. SOPs for using each system live in the tech/ directory or in the relevant program directory.

Cross-references