Managing login details and credentials properly is essential for maintaining security, continuity, and efficiency across projects. Tecology Workspace provides a structured way to store, update, and share credentials securely using the Vault.

This ensures access is controlled, auditable, and never dependent on individual inboxes or informal sharing.

Where login details should be stored

All login details and credentials should be stored in the Vault, including:

• Website and CMS logins
• Hosting and server access
• Cloud services and third-party platforms
• Email and system administrator accounts
• Software licences and API keys

Credentials should never be shared via email, live chat, task comments, or support tickets.

Creating and organising credentials

When adding credentials to the Vault, it’s important to keep entries clear and well organised.

Best practice includes:

• Using clear, descriptive names
• Adding the relevant URL or service name
• Including notes or context where helpful
• Assigning credentials to the correct category

This makes it easier for both your team and Tecology to understand what each credential is for and when it should be used.

Access control and permissions

Credentials in the Vault are only visible to users who have been granted permission to view them.

You can:

• Control who can see specific credentials
• Share access with selected Tecology team members
• Remove or update access at any time

This ensures sensitive information is only accessible to those who genuinely need it.

Updating credentials and changes over time

Credentials often change due to:

• Password updates
• Security reviews
• Staff or supplier changes
• Platform migrations

When credentials change, they should be updated in the Vault as soon as possible. Keeping outdated credentials can cause delays, failed access, or security risks.

If access needs to be removed or reassigned, this should also be reflected promptly in the Vault.

Ownership and responsibility

Clients remain the owners of all credentials stored in the Vault.

Tecology uses provided credentials solely for the purpose of delivering agreed services and does not retain access beyond what is necessary for active work.

If you are unsure whether a credential is required, missing, or no longer relevant, you should contact the Tecology support team for guidance.

Why this matters

Consistent credential management helps:

• Reduce security risks
• Avoid unnecessary delays
• Ensure continuity when team members change
• Maintain clear accountability and audit trails

Using the Vault as the single source of truth for login details is a key part of Tecology’s secure and professional working practices.