Start with five important accounts
Fictional example: Mara notices a subscription charge but cannot remember which email address she used. Her messages are spread across three mailboxes. Instead of listing every service at once, she starts with her main email, mobile provider, cloud storage, one subscription and a frequently used shop. That small selection already solves a practical problem. The inventory can grow when needed; completing everything in one evening is unnecessary and may make the task harder to maintain.
Choose fields that help you act
Begin with the service name, official entry point, purpose, sign-in address and review date. Add the sign-in method: a separate password, a passkey or sign-in through another account. For recovery, a status such as “alternative email checked” may be sufficient. “Annual subscription; cancellation in provider account” is a useful note; a full payment-card number is not. Use labels you will understand months later. Each row should show what you need to do, rather than gather every possible piece of information.
Make linked sign-ins visible
If you reach one service through another account, record that dependency. Before closing the main account, you can then see which other access routes may be affected. Its list of connected applications can help you check your notes. With Google, removing a sign-in connection does not itself delete your information at the other service. Distinguish between reviewing a connection, establishing an alternative sign-in and closing the separate provider account. These are different jobs and should not become one vague “delete” task.
A password-free document is still private
The inventory can reveal health-related services, financial relationships and personal interests even without any secrets. Do not leave it in a publicly accessible folder. Check actual sharing permissions for a digital document and physical access for a notebook. If another person helps you organise things, a reduced copy containing only the relevant task may be enough. A relative does not automatically need a list of every account you use. Do not upload the inventory to an AI service or unfamiliar organiser app without considering that disclosure.
Update the list when something changes
Revise a row when you change its email address, cancel a subscription or add a service. Use a simple status such as active, review or closed. For a closed account, you may retain a brief dated confirmation; keep access credentials out of the inventory. Treat this document as a navigation aid, not a legal authorisation or estate plan. If somebody will need to manage your accounts, investigate appropriate provider features and separate advice where necessary. Start today with one service whose arrangements are currently unclear.
Your checklist
The checkboxes are for your own reference. No entries are sent to us. To keep a copy, print the page or save it as a PDF using your browser menu.
Common questions
Is a spreadsheet better than a notebook?
Choose a format you can keep current and private. A spreadsheet is easy to search and edit; paper may remain available independently of a locked account. Consider both access and confidentiality.
Should I list every free registration?
Prioritise accounts involving important files, payments or access to other services. Add the others when you encounter them. A maintained short list is more useful than an outdated collection you cannot navigate.
Does this replace a password manager?
No. The inventory describes accounts and tasks, while a password manager stores sign-in secrets. They can complement one another, but they serve different purposes and have different protection needs.
Sources and further information
Primary sources from public authorities, consumer organisations and providers. A source may be in another language; follow the guidance that applies to your service and where you live.
- Google: Manage links with other appsSource review date:
- Google: Set up recovery optionsSource review date:
