Systems access

Systems access is a checklist on every profile: one tick box per system — Google Workspace, GitHub, your password manager — saying whether that person has been given access.

It is a record you keep by hand. Ticking a box does not grant access, and clearing one does not remove it. Nothing here is connected to the systems themselves, so it is only as accurate as the last person who updated it.

Switching it on

It is off until an HR admin switches it on.

1. Open Settings, then Systems access. (There is also a Set up systems access button at the top of the list in People.)
2. Tick Show systems access on profiles.
3. Add each system you want to track under Systems.

Switching it off again hides the section and keeps everything recorded, so nothing is lost if you switch it back on.

The list of systems

On Settings → Systems access each system shows how many current people are marked as having it.

• Add system puts a new box on every profile, unticked.
• Rename changes the label everywhere and keeps the ticks.
• Remove takes the system off every profile. What was recorded is kept but no longer shown.

Two systems cannot share a name, whatever the capitalization. The list holds up to 50.

Recording access

Open a person in People and scroll to Systems access. Tick a box when they have been given access; clear it when it has been taken away. Each box saves as you click it and shows when it last changed and who recorded it.

You can do this for somebody with no profile yet — a new starter's accounts are usually set up before they have filled anything in.

Offboarding

When somebody has been archived and still has boxes ticked, their profile says so, and Settings → Systems access lists them under Left, and still marked as having access with the systems outstanding. Offboarding is finished when that list is empty.

Archiving somebody does not clear their boxes for you. That is deliberate: a box should be cleared when the access has actually been removed, not when the person was archived.

Who can see and change it

HR admins only. Nobody else sees the section, on their own profile or anybody else's, and the assistant will not report it to them.

Asking the assistant

The assistant can tell an HR admin who is recorded as having access to what, and who has left with boxes still ticked. An HR admin can also ask it to tick or clear a box. It updates the record only, the same as the page.