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Account & Password Inventory: One Trusted List

A document box with labelled dividers next to a hard drive and a printed cover page on a dark shelf, quiet grey light — admin records and estate guide

The accounts that matter most are the ones you cannot get back into — email, banking, the phone account, government logins and anything holding money or photos. This guide builds the single inventory that fixes that: a list of every account that matters, how you sign in to each, and where the passwords live. It walks the honest upgrades too — a password manager so unique strong passwords become possible, two-factor authentication on email and banking, recovery codes printed into the emergency folder, and a copy of the map somewhere a trusted person could reach if you were unavailable.

⚡ Free instant check

Build the single inventory of every account that matters and how your passwords are managed — the list that stops lockouts, finds the forgotten subscriptions and gives your family a way in when you cannot be asked.

Answer 0-10 (10 = the stronger end for every question — no wrong answers). Your answers stay on this device — nothing is stored.

No one could find anything — 5 — A trusted person has the map
No summary exists — 5 — One-page summary, updated yearly
One copy, never tested — 5 — Two copies, tested yearly
Set up once, never touched — 5 — Yearly ten-minute update kept

Why it matters

  • The accounts that matter most are the ones you cannot get back into: email, banking, the phone account, government logins and anything holding money or photos. If you lost access to all of them today, a written inventory would be the fastest rescue.
  • A password manager is the honest answer to 'too many passwords': one master password unlocks unique strong passwords for every site, and most managers also store the recovery codes and notes a family would need.
  • The two worst habits are reusing one password everywhere (a single leak opens every account) and keeping the only list on the same device that gets lost or stolen.
  • Two-factor authentication changes the game for email and banking: even a leaked password is useless without the second factor, and recovery codes should be printed and filed, not stored only on the phone.
  • The inventory is also the account map your family needs in an emergency — which is why it names the accounts, not just the passwords, and lives somewhere a trusted person can reach.

Your checklist

  • List every account that matters: email, banking, phone, utilities, government logins, insurance, work, and anything you pay for or hold photos on.
  • Note for each account how you sign in today: unique password, reused password, password manager, phone login, or 'no idea'.
  • Set up a password manager if you do not have one, and move the accounts that matter most first — email and banking before everything else.
  • Turn on two-factor authentication for email and banking, and print the recovery codes into the emergency folder.
  • Write the inventory: account name, the email or username it uses, and where the password lives (manager name, not the password itself).
  • Store a copy somewhere a trusted person could reach in an emergency, and tell that person it exists.
  • Review the inventory twice a year and delete accounts you no longer use as you find them.

❓ Account & Password Inventory: One Trusted List — FAQ

Is writing down passwords safe?

A written inventory that names accounts and where passwords live is safer than reusing one password everywhere or keeping the only list on the one device that can be lost or stolen. The inventory names locations — the manager, the safe, the folder — not necessarily the passwords themselves.

Which accounts should get two-factor authentication first?

Email and banking, before everything else. Email is the reset key to most other accounts, so securing it secures the chain; banking is where the money is. Print the recovery codes into the emergency folder rather than storing them only on the phone.

Why does the inventory matter to my family?

Because it is also the account map for an emergency. If you were unavailable, a trusted person with the inventory could reach the accounts that hold money, photos and obligations — which is why the list names accounts, not just passwords, and lives somewhere reachable.

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Educational information only — not legal, financial, insurance or tax advice, and never a guarantee of outcomes. Admin systems vary by country and situation (we write from a New Zealand base; your local rules may differ): the tools give plain-language estimates and next steps, not professional opinions. For wills, powers of attorney, tax, insurance or medical matters that matter, a qualified local professional is the right next step. Refunds honoured.
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