Keep a list of your computers and software
Every computer and program, renewal reminders, an issues log, and passwords locked behind an authenticator code.
What this is for
One list of the shop's computers (where each one is, who uses it, what's gone wrong with it) and the programs you pay for (what each is for, the plan and cost, when it renews, which computers it's on and the login). Passwords and computer access codes can be kept here too, locked, so only the people you choose can see them, only with a code from their phone, and you get an email every time one is looked at.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Computers & software list
- Add a computer · Add a program
- HR only.
- Computers · Open issues · Programs · Renewing in 30 days
- How many of each, computer issues not yet fixed, and programs renewing in the next month or whose renewal date has passed.
- Needs attention
- Renewal dates passed (put in the new date), programs renewing soon, and computers with open issues.
- Computers
- Each computer with any open issues, Access code saved when there is one, where it is and who uses it.
- Software
- Each program with Renews soon or Renewal date passed, Password saved when there is one, what it's for, the plan, the cost (HR only), how many computers it's on, and the renewal date.
- Taken off the list
- Computers and programs you've taken off, for HR to open or put back.
Adding a computer or program
- Name · Where it is · Who uses it · Notes
- For a computer. Pick the people from your staff.
- Brand and name · What it's for · Subscription or plan
- For a program, like Adobe Illustrator, artwork and proofs, Creative Cloud 2 seats.
- Cost
- Dollars a month, a year, or one-off. Only HR sees it.
- Renewal date · Show the renewal on the planner
- HR gets a reminder in Sign OS and by email a month before, a week before and on the day. Tick the box to show the date on the Planner (it takes no capacity).
- Login name
- The username or email you sign in with. Not the password.
- Which computers it's on
- Pick from your computers.
One computer or program
- Change · Gone or replaced · Cancelled or not used
- HR only. Taking one off the list keeps its history and stops renewal reminders. Put back on the list undoes it.
- Details
- Everything above, with links between a program and the computers it's on.
- Access code · Password
- Saved, locked or Not saved. Show, Change, Add and Clear appear only for people the owner has allowed; Change, Add and Clear only for those allowed to change them. Each one asks for the 6-digit code from your authenticator app.
- Show
- After the code, the value shows for 30 seconds with Copy and Hide now, then hides itself.
- Issues · Log an issue
- On a computer: the date and what's wrong. Fixed marks it done, with what fixed it if you like; Not fixed after all opens it again. Anyone who can open the list can log and fix issues.
- Who viewed or changed it
- HR only. Every time the password or access code was viewed, saved, changed or cleared, who did it and when, and for a view whether the owner's email went. Never the value.
Before you start
- Your shop has the HR add-on. HR people add and change the list.
- To see or change a password or access code, the owner has switched on See computer and software passwords for you under Users, and you have an authenticator app set up (Account, at the bottom of the menu, or right there when you first press Show).
Step by step
- 1
Open HR & Safety → Computers & software and press Add a computer. Name it, say where it is and who uses it. Save.
- 2
Press Add a program for each subscription: what it's for, the plan, cost, renewal date, login name and which computers it's on. Save.
- 3
On the computer or program, press Add access code or Add password, type it, press Save, then enter the code from your authenticator app.
- 4
To look one up later, press Show and enter the code. Copy it within 30 seconds; it hides itself.
- 5
When a computer plays up, open it and press Log an issue. Press Fixed when it's sorted.
- 6
Owner: under Users, open a person, and in Access under HR & safety set See computer and software passwords to View (see them) or Edit (see and change them). Hidden keeps them out.
Tips & gotchas
- How passwords are protected: each one is locked with AES-256 before it's saved. The key to unlock them lives on Sign OS's web server, not in the database, so a copy of the database alone is scrambled text. It's the same lock used on every shop's Xero, Stripe and email connections. The locked values can't be read by the browser at all; only the server unlocks one, for the 30 seconds you asked for.
- The owner email: every time anyone views a password or access code, the shop's owners (everyone with the Admin role) get an email and a Sign OS notice saying who viewed which one and when. The password itself is never emailed. If the email doesn't go, the view still happens and is still recorded.
- Every view and change also goes in the item's Who viewed or changed it list for HR, even if the email fails. If a view can't be recorded, the password isn't shown.
- A code is needed every time, whatever your sign-in setting. One code covers five minutes, so you can look up a few in a row.
- Passwords never show in the list, reports, exports, search or ReAct.
- Lost your phone? The owner can reset your two-step sign-in from Users, then you set it up again.
- The risk that remains: someone who broke into both the database and the web server's settings could unlock them. That's the same for the Xero and Stripe keys. Keep two-step sign-in on for anyone who can see passwords.
- Don't put passwords in the Notes boxes. Only the password and access code boxes are locked.