---
key: keep-access-details-on-a-record
title: Keep gate codes and passwords on a customer or record
audience: staff
section: resources
routes: ["/accounts/:accountUid", "/accounts/:accountUid/:tab", "/work-orders/:uid/:tab?/:itemUid?", "/work/projects/:uid/:tab?/:itemUid?", "/work/tasks/:uid/:tab?/:itemUid?", "/work/portfolios/:uid/:tab?/:itemUid?"]
since: 0.0.1
updated: 0.0.1
status: published
summary: Store lockbox codes, alarm codes, Wi-Fi and portal logins on a customer or record's Access tab, reveal one briefly when you need it, and change or remove it later.
keywords: [gate code, lockbox, alarm code, door code, password, wifi password, login, key code, access code, vault]
related: [find-your-way-around-a-record, add-a-note-to-a-record, turn-folders-on-or-off-for-one-record]
---

Open the customer or record, then press its **Access** tab. For example, in the sidebar open **Accounts**, then **All Accounts**, open the customer, and press **Access**; the page address ends in `/access`. A work order shows its customer's access details too.

Secrets stay hidden until someone with permission reveals them, and every reveal is recorded. Keep codes here rather than in notes.

## Before you start

Seeing an item, revealing its secret, adding, changing and deleting each need their own permission on that kind of record. Buttons you lack are missing or greyed out.

## Steps

1. Press **Add access**. The **Add access item** panel opens.
2. Type a **Name**, such as "Side gate lockbox", and pick the **Type**: **Generic**, **Password**, **API key**, **Token**, **SSH key** or **Credential**.
3. Fill in what applies: **Username**, **Website / host**, a **Location hint** such as "Front office", a **Description** and **Tags**. Pick a **Folder** if folders are on.
4. Type the code or password in **Secret value**.
5. Under **Policies**, you can narrow who may read the item and who may reveal the secret.
6. Press **Create**. Nova says **Access item created.**

To add many at once, open the arrow beside **Add access** and choose **Add several at once**. Type or paste one login per line (a name and a secret, separated by a tab or a comma), check the rows, and press **Add items**.

## What you see

- Each row shows the item's name, type and where it applies. Press the eye button (**Reveal secret**) to show the secret right in the row; it hides itself again after a few seconds, with a countdown. **Copy secret** copies it without showing it.
- The row's menu has **Reveal**, **Rotate** (replace the secret with a new one: type it under **New secret** and press **Rotate**), **Edit**, **Pin** or **Unpin**, **Policies** and **Delete**.
- Press the **Access** title to switch between **All access**, **Pinned**, **Recently used**, **Needs rotation** and **Trash**. Type in **Search access labels**, or filter by type and tag.

## If something looks different

- **Delete** moves the item to **Trash** after you confirm. Open **Trash** and press **Restore access item** to bring it back.
- **Reveal not permitted** or "You do not have permission to reveal secrets.": your role can see the item but not its secret. Ask someone who can.
- The **Access** tab is missing on a work order: the work order has no customer, or your role cannot see access details.
- **Details saved, but the secret could not be updated.**: the name and details changed, but the old secret is still in place. Try **Rotate**.