Record every domain, SSL certificate, hosting plan, subscription and support contract: where it was bought, the account there, what it costs and when it expires.

Overview

The Services page lists them soonest expiry first, with a badge for the days left: green, yellow within 30 days, red once expired. Canceled services sort to the bottom and are hidden until you change the Status filter.

Each service records:

• Name and Kind: Domain, SSL certificate, Hosting, Subscription, Support contract or Other.
• DNS hosted at (domains) or the hostnames it covers (certificates, one per line).
• Purchased from: the Vendor, Account number, Their service ID (what the provider calls it), Order or reference, and Managed at (the portal's address).
• Cost, Per (Month, Year, 2 years, 3 years or One time), Quantity, Purchased, Expires and Renews automatically.
• Status (Active or Canceled) and Notes.

Keep logins in your password manager. The notes can say which entry to use.

Domains and certificates are checked for their real expiry every morning. See Expiry checks.

Requirements

• Role: See domains, certificates, hosting and subscriptions to view (every built in role by default). Add, edit, renew and delete them to make changes (Admin, Manager and Technician by default).

Add a service

1. In the sidebar, open Software and renewals, then Services.
2. Click Add service.
3. Enter the Name and choose the Kind. Name a domain exactly as it is registered, such as acme.com, so it can be checked.
4. For a certificate, list the hostnames it covers in the hostnames box, one per line.
5. Fill in Purchased from. You can add a new vendor from the Vendor list without leaving the form.
6. Enter the cost, term and dates, and save.

You are put on the new service's reminder list automatically.

Record a renewal

1. Open the service and click Record renewal.
2. When the service has a monthly or yearly term, Now expires is filled in one term after the current date. Change it if needed.
3. Click Save renewal.

The old date stays in the activity log. You can also record renewals from the Renewals calendar.

Find what expires soon

On Services, open the filters and turn on Expires within 30 days, or already expired. The Services expiring in 30 days card on your home page opens the same list.

The service page

• Details: kind, expiry, whether it renews automatically, purchase date, cost, and the hostnames a certificate covers.
• Purchased from: the vendor (with its support phone, if recorded), account number, service ID, reference and portal link.
• Certificate check or Registration check: what the last automatic check found. See Expiry checks.
• Reminders: who is on the reminder list. See Reminders.
• Changes: change records that touched this service, when you use change management.

Notes

Note: A service that ended is better marked Canceled than deleted. Delete is for a record made by mistake; the activity log keeps its history either way.

Note: When your company manages clients, each client has its own services. Pick a client in the switcher before you click Add service.

Troubleshooting

The registration check says "The name is not a domain, so it cannot be looked up." Rename the service to the bare domain, such as acme.com, and click Check now.

I cannot find a canceled service. The list shows active services by default. Set the Status filter to Canceled.

FAQ

Can I store passwords here? No. There is no password field. Record which password manager entry to use in Notes.

What does Quantity mean? Seats or licenses, when the service has them. It shows in the cost, such as "$6.00 a month for 25".