The two ways the week goes
One person away shouldn't stop the business
Without Coverkey
- The one person who knew how the compressor was fixed left with no notice — and no one wrote it down.
- A new starter asks how something's usually handled, and nobody remembers.
- Payroll's due Friday. The bank login is on a phone in Lanzarote.
- The VAT return is due. The accounts code goes to a phone that's off sick.
- Someone leaves on bad terms — and walks out still holding every password.
- Months later, a dispute. Nobody can say who ever had access to what — nothing was written down.
With Coverkey
- Send a voice note the moment it happens. It's filed, searchable, and never forgotten.
- Ask the Diary anytime — the answer comes with who said it, and when.
- Flip one switch. Whoever's covering sees the login and the live code — work carries on the same morning.
- Switch cover off and every login locks that instant — nothing to collect back, no passwords to chase.
- A leaver's logins are in your hands immediately — get in, change the password, move on.
- Every view on the record, permanently. You can always show exactly who saw what, and when.
Send it, and it's remembered
- 1
Send a voice note when it matters
About a fix, a customer, a reason why — anyone on the team, straight to one WhatsApp number. No app to install, no login of their own.
- 2
It's filed for you
Coverkey writes it up — what happened, what was done, why — and tags it so it's easy to find. Review it whenever suits, not before it's useful.
- 3
Ask it anything
From the dashboard or the same number: ask what someone else would've known. The answer names who said it and when, so you can always check.
- 4
It stays current
Mark a note reviewed, or out of date when something's changed. Anything out of date is flagged as such, so an answer never passes it off as current.
One switch, not a rollout
- 1
Save the logins that matter
The bank, the accounts package, the email. For each one, Coverkey keeps the username, the password and the authenticator details — so whoever's covering gets in straight away, the day someone's off. Done in an afternoon.
- 2
Put someone on cover
Off sick, on a beach, or gone for good — one deliberate switch unlocks their logins for whoever's covering. Only the owner, or an admin they've named, can flip it — staff don't have accounts here at all. Switch back, and it's locked.
- 3
Cover carries on without them
Whoever's covering opens the login and types it in themselves. The 6-digit app code works like the one-time codes your bank uses — it dies every 30 seconds and a fresh one takes its place.
- 4
Every view goes on the record
Who looked, at what, and when — written down for good. Nobody can tidy it up afterwards, not even the boss. Export it any time you need to prove who had access — for an audit, an insurer, or a dispute.
What's said is kept — plainly, and on purpose
When someone sends a voice note, we keep their exact words as well as the tidy write-up — so if a summary ever looks off, the original is still there to check. Nothing is invented: if the Diary hasn't been told something, it says so, instead of guessing. And it only ever answers from your own business's notes — never anyone else's.
Honest about what it covers
Coverkey covers logins that use a password and an authenticator-app code — which is most of the software a business runs on: the accounts package, email, payroll, the tax office.
Some systems only text a code, or ask for a tap on the absent person's phone. Nobody can cover those — so we tell you plainly, per login, instead of showing a code that isn't real. Most of them also offer an authenticator app, and switching takes minutes. Worth doing for the logins that matter.
A person types the code. Always.
Nothing signs in for you, ever. Whoever's covering reads the code and types it in themselves — so nothing can ever log in by accident, a person stays accountable for every access, and no robot ever touches another service's sign-in page — the thing their rules actually prohibit.
Fair questions
Is this recording our calls?
No — nobody's calls are recorded or listened in on. The Diary only files what someone deliberately sends it: a voice note or a text, sent on purpose, to one number your business owns.
What if the write-up gets something wrong?
Every filed note keeps the person's exact words alongside the tidy version, so you can always check. Mark anything reviewed once you've checked it, or out of date the moment it stops being true — the Diary flags anything marked out of date rather than answering as if it still stood.
Can anyone see what's been said?
Only your own team, through your own dashboard or your own number — never another business's notes, never ours. Every question anyone asks is on the record too, the same as every login view.
What happens to someone's notes when they leave?
They stay. That's the point — the knowledge was always the business's, not just theirs, and it doesn't walk out the door with them.
Does the person covering see my colleague's real password?
Yes — that's what cover means, so it comes with guard-rails: the login is only visible while cover is switched on, every single view goes on the permanent record, and the app code dies every 30 seconds anyway. If someone's left for good, the first job is to sign in and change that password — which is exactly what Coverkey is for.
Who decides when cover is on?
Only the owner — or an admin they've named. Staff don't have Coverkey accounts at all; they're records, not users. Nobody can quietly grant themselves access, and the record shows who flipped every switch.
What about systems that text a code, or ask for a tap to approve?
Nobody can store those, so we say so plainly on each login rather than show a code that isn't real. Most systems that text also offer an authenticator app — switching takes minutes and Coverkey covers it fully. Codes read out by phone call are on the way.
What happens when they're back at work?
Switch cover off and every one of their logins locks that instant. Nothing to collect back, nothing to remember to undo — and the record of what was viewed stays, permanently.
What if someone leaves for good?
Mark them as left. Their logins open for whoever takes over — get in, change the passwords, and carry on. The value is moving immediately, without needing their cooperation, with every step on the record.
Built to hold what your business can't afford to lose
Coverkey holds the notes your team relies on and the logins your business can't afford to lose, so it's built like it: layered, locked by default, and on the record.
Encrypted where they live
Logins are stored encrypted in an EU data centre, keys held separately from the data.
Locked by default
Viewing is only possible while someone's on cover or has left — enforced in the database itself.
The key never leaves
Only the 6-digit code ever comes out; the authenticator key behind it stays inside the database.
A record no one can edit
Every view is written permanently. Nobody using Coverkey, including the owner, can edit or delete it.
Each business walled off
Businesses are isolated from each other at the database level, tested with every release.
Never automated
Nothing signs in to your systems for you — a person types the code, every time.
Every word, on the record
Voice notes and their write-ups are kept exactly as sent — nothing is edited, and nothing is guessed when the Diary doesn't know.
Notes stay inside your business
Search only ever looks at your own team's notes — isolated the same way your logins are, tested with every release.
Priced for how much you use it, not how many people you have
Your staff aren't users here — they're records, and every one of them is covered on every plan. What scales the price is how much you actually use the Diary each month.
100 messages a month — every note filed or question asked, whichever comes first.
Start free500 messages a month — for a business that leans on the Diary daily.
Start free- 21-day free trial — no card to start
- Unlimited admins and saved logins
- The activity log is permanent on every plan
- Annual billing is two months free
Someone's off.
The work doesn't stop.
The business owns its logins — not somebody's pocket.