# Systems Inventory This page lists the technology systems SHHA uses. For each system, we document what it does, who administers it, and how it is accessed. *Items marked **TODO** need information filled in by someone with direct knowledge of that system.* ## 1. Microsoft 365 Microsoft 365 is SHHA's primary platform for email, mailing lists (Microsoft Groups), shared role mailboxes, and file storage (SharePoint).
**Type**Cloud-based (Microsoft-hosted)
**Primary admin**Anna (office staff) handles day-to-day membership changes; IT admin handles mailbox permissions and configuration
**Backup admin****TODO:** Identify and document a backup administrator
**Login**[admin.microsoft.com](https://admin.microsoft.com) (admin), [outlook.com](https://outlook.com) (email), SharePoint links (files)
**Licensing**Only office staff and IT admin need paid licenses; volunteers are free external guests
## 2. QuickBooks Used for SHHA financial accounting.
**Type**Cloud-based
**Primary admin / user****TODO:** Who is the primary user? (Treasurer? Office staff?)
**Backup****TODO:** Is there a backup user with access?
**Login****TODO:** URL and login method
**Notes****TODO:** Version (Online vs Desktop), billing, who pays for the subscription
## 3. Membership Database **TODO:** Document the membership database system.
**System name****TODO:** What system/software is used?
**Type****TODO:** Cloud-based or local?
**Primary admin****TODO:** Is Ryan the primary outside admin?
**Backup admin****TODO:** Is there a backup?
**Data stored****TODO:** What member data is in this system? (names, addresses, dues status, etc.)
## 4. Gusto Used for payroll and employee benefits administration.
**Type**Cloud-based
**Primary admin****TODO:** Who manages Gusto? (Office manager? Treasurer?)
**Backup****TODO:** Is there a backup admin?
**Login**[app.gusto.com](https://app.gusto.com)
**Notes****TODO:** How many employees are on payroll? Billing responsibility?
## 5. SHHA Website The public-facing website at [sandiahomeowners.org](https://sandiahomeowners.org).
**Type****TODO:** What platform/CMS runs the website? (WordPress, Squarespace, custom?)
**Hosting****TODO:** Where is it hosted? Cloud-based?
**Primary owner****TODO:** Who manages content updates?
**Backup owner****TODO:** Is there a backup person?
**Outside consultant****TODO:** Is there a web consultant? If so, who? How are they paid?
**Login****TODO:** Admin URL and login method
## 6. GRIT Newsletter The GRIT is SHHA's community newsletter, currently produced monthly.
**Production tool****TODO:** What software is used for layout? (InDesign, Canva, Google Docs, etc.)
**Distribution method****TODO:** Print, email, or both?
**Editor / layout person****TODO:** Who currently does layout and editing?
**Gmail account**shhagrit@gmail.com — **TODO:** document what this Gmail is used for (submissions? Google Drive access? legacy?)
**Related page**See the *GRIT Layout Monthly Guide* in the Specialty Topics chapter for the step-by-step production process
## 7. Square Used for Sandia Tram ticket sales and advertising payments.
**Type**Cloud-based
**Primary user****TODO:** Who manages Square transactions?
**Backup****TODO:** Is there a backup?
**Login**[squareup.com](https://squareup.com)
**Notes****TODO:** What specific transactions go through Square? Revenue amounts?
## 8. Other Systems **TODO:** Are there additional systems not listed above? Examples might include: - Bulk email / email blast service (Mailchimp, Constant Contact, etc.) - Google Workspace (shared Google Calendar for Board reminders uses Gmail — is there a full Google account?) - Domain registrar for sandiahomeowners.org — **TODO:** who manages DNS and domain renewal? - Any other SaaS tools or vendor portals