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 (admin), 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 
 Notes TODO: How many employees are on payroll? Billing responsibility? 
 

 5. SHHA Website 
 The public-facing website at 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 
 Notes TODO: What specific transactions go through Square? Revenue amounts? 
 

 8. DigitalOcean Productivity App Hosting 
 SHHA has a DigitalOcean droplet for hosting ad-hoc productivity apps: small internal tools that help office staff or volunteers with specific workflows but are not the public website and are not Microsoft 365 itself. 
 SHHA Reminders is one of these apps. It runs in Docker on the droplet, uses Caddy for HTTPS reverse proxying, and is available at https://reminders.sandiahomeowners.org . The app listens internally on port 3030 , with Caddy proxying public HTTPS traffic to 127.0.0.1:3030 . 
 
 Hosting DigitalOcean droplet 
 Current app SHHA Reminders 
 Production URL https://reminders.sandiahomeowners.org 
 App directory /opt/shha/SHHA-emailer 
 Internal port 3030 
 Reverse proxy Caddy 
 Operational files to back up .env , data/state.json , and /etc/caddy/Caddyfile 
 Secrets note Do not commit the production .env file to git. 
 

 SHHA GitHub 
 SHHA's GitHub organization is https://github.com/Sandia-Heights-Homeowners-Association . 
 This is where SHHA stores source code and local documentation backups for technical projects. For access, contact Heidi. 

 9. 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