Brand & digital asset inventory tracker
A fill-in tracker to catalog every logo, file, login, and account Chykalophia will need to work on your project — so nothing gets missed or lost.
Every project requires us to access files, accounts, and credentials you already have. The most common source of project delays is not design or development — it's waiting for access to something we didn't know we needed.
This tracker helps you catalog everything up front: your brand files, your hosting and domain accounts, your platform logins, and any third-party tools we'll need to connect. Think of it as a master checklist of your digital assets.
Quick summary
Work through this tracker before your project kicks off. It takes about 30 minutes and saves hours of back-and-forth later. Share the completed tracker with your Chykalophia project lead — do not include actual passwords in this document. We'll use a secure method to collect credentials separately.
What you'll need
Beginner 30–45 minutesYou may need to check with your IT person, web developer, or whoever set up your accounts. If you can't find something, write "unsure — need to find."
Do not include passwords in this document
This tracker is for cataloging what exists and who has access — not for storing passwords. We will collect credentials separately using a secure method. See our guide on how to share a password safely.
How to use this template
Copy the tracker below into a Google Doc, spreadsheet, or ClickUp document.
Work through each section. For each item, fill in whether you have it, where it lives, and who currently has access.
Mark anything you can't find as "can't locate" — this flags it for discussion so we can plan around it.
Share the completed tracker with us via your ClickUp project task or email to support@chykalophia.com. Again — no passwords in this document.
Template
Copy everything below this line into a new document and fill it in.
Section 1: Brand files
| Asset | Do you have it? | Where is it stored? | Notes |
|---|---|---|---|
| Logo (primary, full color) | Yes / No / Unsure | [location] | [notes] |
| Logo (reversed / white version) | Yes / No / Unsure | [location] | [notes] |
| Logo (stacked / alternate layouts) | Yes / No / Unsure | [location] | [notes] |
| Logo as SVG file (vector format) | Yes / No / Unsure | [location] | [notes] |
| Logo as PNG (transparent background) | Yes / No / Unsure | [location] | [notes] |
| Brand colors (hex codes) | Yes / No / Unsure | [location] | [notes] |
| Brand fonts / typefaces | Yes / No / Unsure | [location] | [notes] |
| Brand guidelines document | Yes / No / Unsure | [location] | [notes] |
| Favicon (small icon for browser tab) | Yes / No / Unsure | [location] | [notes] |
| Brand photography (professional photos) | Yes / No / Unsure | [location] | [notes] |
| Brand video(s) | Yes / No / Unsure | [location] | [notes] |
| Product photos | Yes / No / Unsure | [location] | [notes] |
| Headshots (team / founder) | Yes / No / Unsure | [location] | [notes] |
Section 2: Website & hosting
| Account | Do you have it? | Provider name | Who is the account owner? | Notes |
|---|---|---|---|---|
| Domain name registrar (where domain is registered) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| Web hosting account | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| WordPress admin login | Yes / No / Unsure | [URL] | [name + email] | [notes] |
| Website platform login (Webflow, Squarespace, etc.) | Yes / No / Unsure | [platform] | [name + email] | [notes] |
| DNS / Cloudflare account (if separate) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| SSL certificate | Yes / No / Unsure | [provider] | [name + email] | [notes] |
Section 3: Email & business tools
| Account | Do you have it? | Provider | Who is the account owner? | Notes |
|---|---|---|---|---|
| Business email (Google Workspace, Microsoft 365, etc.) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| Email marketing platform (Mailchimp, Klaviyo, etc.) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| CRM (customer database) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| Project management tool (ClickUp, Asana, etc.) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
Section 4: Analytics & marketing
| Account | Do you have it? | Who is the account owner? | Notes |
|---|---|---|---|
| Google Analytics (GA4) | Yes / No / Unsure | [name + email] | [notes] |
| Google Search Console | Yes / No / Unsure | [name + email] | [notes] |
| Google Tag Manager | Yes / No / Unsure | [name + email] | [notes] |
| Google Business Profile (formerly Google My Business) | Yes / No / Unsure | [name + email] | [notes] |
| Google Ads | Yes / No / Unsure | [name + email] | [notes] |
| Meta Business Suite (Facebook / Instagram ads) | Yes / No / Unsure | [name + email] | [notes] |
| LinkedIn Page admin access | Yes / No / Unsure | [name + email] | [notes] |
Section 5: E-commerce & payments
| Account | Do you have it? | Provider | Who is the account owner? | Notes |
|---|---|---|---|---|
| Payment processor (Stripe, PayPal, etc.) | Yes / No / Unsure | [provider] | [name + email] | [notes] |
| E-commerce platform (WooCommerce, Shopify, etc.) | Yes / No / Unsure | [platform] | [name + email] | [notes] |
| Booking or scheduling tool | Yes / No / Unsure | [provider] | [name + email] | [notes] |
Section 6: Design & creative
| Asset | Do you have it? | Where is it stored? | Notes |
|---|---|---|---|
| Figma files (existing designs) | Yes / No / Unsure | [location] | [notes] |
| Adobe files (Illustrator, InDesign, Photoshop) | Yes / No / Unsure | [location] | [notes] |
| Canva account | Yes / No / Unsure | [location] | [notes] |
| Previous website backups | Yes / No / Unsure | [location] | [notes] |
Section 7: Other accounts or assets
Use this section for anything that doesn't fit above — plugin licenses, third-party tool subscriptions, stock photo accounts, or anything else relevant to your project.
| Account or asset | Do you have it? | Provider / location | Who is the account owner? | Notes |
|---|---|---|---|---|
| [Item 1] | Yes / No / Unsure | |||
| [Item 2] | Yes / No / Unsure | |||
| [Item 3] | Yes / No / Unsure |
Section 8: Access notes
Are there any accounts where the owner has left your company or is no longer reachable? [Your answer here]
Are there any accounts you've lost access to and need help recovering? [Your answer here]
Are there any accounts managed by a previous web developer or agency that need to be transferred? [Your answer here]
Any other notes about access, ownership, or tricky situations? [Your answer here]
Why each section matters
Brand files
Searching for a logo in the right format on a deadline is a stressful, preventable problem. Having every brand file cataloged — with notes on what format exists — means we can start design work immediately.
Website & hosting
Without the right access to hosting and the domain, we cannot move, update, or launch your site. Knowing who owns what accounts — and whether you can access them — is the first step.
Email & business tools
If we're building email automations, CRM integrations, or contact forms, we need to connect your existing tools. Discovering a missing account mid-project delays everything.
Analytics & marketing
We check analytics before we build anything, and we often need to connect analytics to the new site after launch. Missing access here means missing data — and missing data means decisions made in the dark.
Design & creative
Existing design files save significant time. Knowing whether editable source files exist (not just exported images) changes what's possible in the design phase.
Common questions
Related guides
- Giving Chykalophia access: start here
- Access checklist for a new project
- How to share a password safely
- Project intake form template
- How to revoke our access later
- Organizing your brand assets
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