What every website owner should know

Click to start your day with a thought or smile.

I love getting new clients but am troubled by how often I get them because the site is broken and they have no access. Often, they are ghosted by the website creator and the client is lost without access to the site, their domain and /or their web hosting, all of which are needed for me to fix, change or replace their site. That’s not the time for them to jump through the hoops necessary to secure their site from bad actors, but which make it difficult for the actual owner to regain control. Owning a website is an exciting step for any business, but too often, business owners don’t have the critical information they need to manage and protect their website. Whether you manage your site yourself or work with a web designer, keeping track of these essential details ensures you stay in control and avoid future headaches.

Website Logins: Keep Track of Your Credentials

To manage your website effectively, you need usernames and passwords (and customer pins or identification numbers, if used) for several key accounts:
• Domain Registrar – This is where you purchased your domain (e.g., GoDaddy, Namecheap). Without access, you can’t renew or transfer your domain.
• Web Hosting Provider – Your hosting service stores your website’s files (e.g., Bluehost, GoDaddy). Losing access could leave you unable to fix issues or move your site.
• Website Admin Login – For CMS-based websites (like WordPress, Shopify, or Wix), this lets you edit your site’s content and settings.
• Email Hosting Login – If your email is tied to your domain (e.g., Google Workspace, Microsoft 365), you need access to manage accounts.
• FTP or cPanel Access – For advanced troubleshooting, website migrations, and backups, you may need file transfer access or control panel credentials.
Why It Matters: Losing access to any of these could mean losing control of your website. Always store these credentials securely and update them after changing personnel who have had access to these accounts.

Understanding Domain vs. Web Hosting

Many business owners confuse these two essential components:
• Domain Name – Your website’s address (e.g., yourbusiness.com). It’s registered through a domain registrar and must be renewed periodically.
• Web Hosting – The service that stores your website’s files and makes them accessible online. Some companies provide both domain registration and hosting, but they are separate services.
Why It Matters: If your domain expires, your website goes offline. If your hosting lapses, your site may be lost or difficult to recover. If you change web hosing companies, your domain name needs to be redirected to the new host.

Website Format: What Platform Are You Using?

Your website’s format or platform affects how it can be updated and maintained, and who can do it. The most common types include:
• WordPress – The most popular CMS, offering flexibility and customizability. Its also good to know if a WordPress site builder or framework was used on your site (such as Elementor, Genesis, WP Bakery, etc.), because if you want to change web personnel, you will need someone versed in the framework of your site.
• Website Builders (Wix, Squarespace, Shopify, etc.) – User-friendly but with limitations.
• Custom-Coded Sites – Developed using HTML, CSS, JavaScript, or frameworks like Laravel or React.
Why It Matters: Knowing your website’s format helps you understand your options for updates, security, and scalability. Rarely used formats can severely limit who is able to work on your website.

Website Backup: Always Have a Plan

Regular website backups ensure you can recover your site in case of an issue. Key things to know:
• Where are your backups stored? (Hosting provider, cloud storage, local device)
• How often are backups taken? (Daily, weekly, monthly)
• How can you restore a backup if needed?
Why It Matters: If your site crashes or is hacked, a backup is the quickest way to restore it.

Website Security: Protecting Your Site

Security is essential to prevent hacks, data breaches, and downtime. Important factors include:
• SSL Certificate – Encrypts data for secure connections (HTTPS instead of HTTP).
• Strong Passwords & User Roles – Limit admin access to trusted users only.
• Security Plugins – For CMS sites, tools like Wordfence (WordPress) can add extra protection.
Why It Matters: A secure website protects your business reputation and customer data.

Renewal Dates: Keep Track of Expirations

Your domain name, hosting plan, and security certificates all have expiration dates. Missing renewals can cause website downtime or even loss of your domain. Why It Matters: Set calendar reminders to renew services on time and avoid unexpected disruptions.

Who Owns Your Website?

If a web designer or agency built your site, make sure you have full ownership and access. Verify:
• The domain is registered under your name or business.
• You have administrator-level access to hosting and the website.
• Any third-party accounts (email, analytics, plugins) are under your control.
Why It Matters: Without ownership, you could lose control of your website if you part ways with your developer.

Final Thoughts

Keeping track of these essential website details ensures that you remain in control of your online presence. If you’re unsure about any of these aspects, take the time to gather this information now—it will save you time, money, and stress down the road. Need help managing your website? At Richterworks Web, we ensure our clients have full access and knowledge of their websites. Contact us for expert guidance!