admin-access-register – Data & Science skill for AI agents

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 by default. A requested review may transiently use supplied data; minimize it rather than promising the host never processes it.

How It Works

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

The upstream shared execution contract is not bundled; use this file directly. For an account-by-account register, derive a separate confirmed account identifier and grain instead of repeating the system aggregate counts on every account. Store a vault reference only, never passwords, tokens or recovery codes.

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 system with named main and backup admins, aggregate admin count and review dates. 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),
  main_admin VARCHAR(255),
  backup_admin VARCHAR(255),
  department VARCHAR(255),
  access_level VARCHAR(100),
  number_of_admin_users INTEGER CHECK (number_of_admin_users >= 0),
  billing_owner VARCHAR(255),
  plan VARCHAR(255),
  seats INTEGER CHECK (seats >= 0),
  renewal_date DATE,
  company_owned_account BOOLEAN,
  shared_login BOOLEAN,
  password_manager_entry VARCHAR(255),
  two_factor_on BOOLEAN,
  last_access_review DATE,
  next_access_review DATE,
  offboarding_checklist_item VARCHAR(255),
  risk_level VARCHAR(100),
  status VARCHAR(100),
  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": ["integer", "null"], "minimum": 0 },
      "Billing Owner": { "type": "string" },
      "Plan": { "type": "string" },
      "Seats": { "type": ["integer", "null"], "minimum": 0 },
      "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": []
}

| 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 |
| 

… (full content is in the download package)