Company Email & Accounts

What it is: Work email, groups and tool accounts for every person.

Overview

Works out the smallest useful Company Email & Accounts setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 3: Onboard. Fits: Starter stage. Table code: n/a.

When to Use This Skill

• company email accounts
• work account register
• google workspace account list
• tool account tracker

Also use it when the user says "work email, groups and tool accounts for every person", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: Which tools need an account per person?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Tools - Which systems? / Google Workspace? / Any paid tools?
• Accounts - Who is admin? / Backup admin? / Per user or per device?
• Security - Two-factor required? / Password manager? / Shared logins in use?
• Current process - Where is the list now? / Admin console or nothing? / Orphaned accounts?
• Outcome - What do you need? / An account register, provisioning or removal?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: company-email-accounts
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Tools": null
  "Accounts": null
  "Security": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Build an account register tied to people records, then provision and remove from that one list.

Why this one: Account sprawl is a security problem, not an admin problem. One register per person, with join and leave dates, is the whole fix.

Workflow: Joiner → Create accounts → Assign tools → Leave → Remove access → Log

The one rule that makes this register mean anything: Access Removed Date is empty for as long as the account is live, and is set on the day access is actually removed. Never pre-fill it with a planned or probable leaver date, because a removal date that was only a forecast is indistinguishable from one that happened, and the register is read to answer "does this person still have access". A record that is Active with a removal date is a contradiction: fix the status or clear the date, never leave both. Closed and Pending Offboarding must carry the date, or the offboarding is not finished.

Security columns are facts, not targets. Two Factor On, Recovery Email Set and Password Policy Met

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