Digital assets

Digital assets are the online accounts your company pays for or shares: software subscriptions, supplier portals, design tools, AI tools, domain and hosting logins. Site Connect keeps them in one vault, with the login details encrypted, who uses each account, what it costs and when it renews, plus alerts when someone who used an account has left.

Where to find it

Menu: HR › Digital assets › List, Fee tracking and AlertsAddress: hub.siteconnect.ai/digital-assets · /digital-assets/billing · /digital-assets/alertsWho can use it: Admins by default. On the Permissions page, the Digital assets rows are List, Fee tracking and Warning; View on a row shows that menu item. Adding an account needs Create; editing, assigning, locking and scanning need Edit; removing one needs Delete — see Roles and permissions.

Add an account

1. Go to List and select Add account.
2. Under Account type, choose:
   • Shared: one login used by several people, such as the office's design-tool account. It needs an Account name * and an Owner, the person responsible for it.
   • Individually granted: an account that belongs to one employee. Pick the person in Assign to employee *; the account takes their name and their email fills in the username.
3. Pick the provider under Supplier, or Other. You can't change it later.
4. For a shared account, you can also Assign to employee right away.
5. Fill in the Login URL and the Username / Email.
6. Under 🔐 Secret (encrypted), enter the Password, and if the account has them, an API key / Secret and Recovery codes / 2FA backup.
7. If the account costs money, tick 💳 Recurring fee and fill in:
   • Amount, Currency and Cycle (Monthly, Yearly or One-off)
   • Next renewal date and Remind before (days) (7 by default)
   • Payment method, for example which company card pays for it
   • Auto-renew, if the provider charges automatically
8. Select Create account.

If you don't choose an owner, you become the owner.

Find an account

The list shows each Account with its provider, the Username, whether it's Shared or Individually granted (Owned), the Owner, the Fee (or Free) with its cycle and renewal date, and the Status.

• Use the views at the top: All, Shared or Individually granted.
• Search by name, username or provider.
• Open Filters to filter by Supplier (the provider), Owned or Status.

People who don't have full access only see the accounts they own or have been assigned to.

Open an account and see the password

Select an account to open it. You see its provider, URL, owner and notes, the fee and next renewal, and who it's assigned to.

To see the login, select View password in the 🔐 Login credentials box. The password, API key and recovery codes appear with a copy button; select Hidden to cover them again.

Who can view passwords

Viewing stored passwords needs its own permission, which admins have. Anyone else gets a permission message instead of the password. People without full access can only open the accounts they own or are assigned to.

Give someone access, or take it away

1. Open the account.
2. Under Assigned employees, choose a person in Assign to an employee... and select Assign.

To take access away, select the bin icon next to the person and confirm with Revoke. Remember to change the password with the provider if they knew it.

Edit or remove an account

• Edit: open the account and select Edit. Change what you need and select Update. Leave the password fields empty to keep what's stored. You can also change the Status here: Active, Password change needed, Locked, Needs attention or Archived.
• Remove: in the list, select the bin icon at the end of the row and confirm. This deletes the account and its stored login permanently. To keep the record, set its status to Archived instead.

Track fees and renewals

Fee tracking lists every account with a recurring fee, the next renewal first. The cards at the top show:

• Paid accounts: how many accounts have a fee.
• Estimated spend / month: the monthly total of your fees. It only adds up fees entered in VND; fees in USD are listed below but not counted.
• Due soon / overdue: accounts whose renewal falls within their Remind before (days) window, or has already passed.

The table shows each Account, its Fee, Cycle, Renew date and how many days are Remaining. Overdue renewals are flagged in red. Select a row to open the account and update the Next renewal date once you've paid.

Keep renewal dates current

The due-soon and overdue flags are worked out from the Next renewal date. After each renewal, open the account, select Edit and move the date forward.

Handle alerts when someone leaves

Alerts lists accounts that need attention: those marked Password change needed, Locked or Needs attention, with the owner and a short reason. When there's nothing to do, it shows No warnings — all accounts are fine. 🎉

Scan for people who have left

After you deactivate an employee on Employees, select Scan former employees on the Alerts page. Site Connect checks every account assigned to someone who has been deactivated, and:

• removes that person from the account,
• marks a Shared account Password change needed, because the person knew the password,
• marks an Individually granted account Needs attention, so someone closes or hands it over.

The scan doesn't run on its own, so run it whenever someone leaves.

Flag an account yourself

Open the account and select Lock, then confirm. The account moves to Alerts: a shared account as Password change needed, an individually granted one as Needs attention. Site Connect doesn't change anything with the provider; it reminds your team to act.

Clear an alert

1. Change the password (or close the account) with the provider.
2. Open the account in Site Connect, select Edit and save the new password.
3. In the red box at the top, select Password changed / handled, then confirm with Dismiss warning.

The account goes back to Active and leaves the Alerts list. If there's no red box (someone set the status by hand), select Edit and set the Status back to Active instead.

Good to know

• Digital assets are separate from equipment. Laptops, phones and tools belong in the Asset list.
• Currency choices for fees are VND and USD.

Related

• Asset list
• Employees
• Roles and permissions