Who Holds the Keys to Your Website?
If you run a business or a nonprofit, your website depends on more than the pages visitors see. Someone has to hold the logins for the domain, the hosting, email, Google and social accounts—and renew them on time.
It is normal, and often wise, for a trusted, long-time web designer or the agency that manages your site to hold and manage those keys. The trouble starts when a stranger, a former employee, a vanished freelancer or simply nobody knows who has them.
1. Why Someone Holding the Keys Can Be a Good Thing
What it looks like: Your web team renews the domain, updates DNS when email changes and keeps hosting current—so you are not chasing expiration emails or expired cards.
Why it matters: Technical renewals and zone-file changes are easy to miss when you are running the business. A reliable partner who already manages this work can prevent quiet outages.
What to do: Know who that person or company is, how to reach them and what they handle. Keep that written down.
2. Where the Real Risk Is
What it looks like: The only login sits with someone who left, a freelancer who disappeared, a vendor you cannot reach or a personal email nobody monitors.
Why it matters: When something breaks—or when you want to make a change—you are stuck. Domains can expire. Listings can go unmanaged.
What to do: If you are not sure who holds each piece, ask now, while things are calm. We can help you sort out what you already have.
3. A Simple Checklist
What it looks like: No single place that lists who manages what.
Why it matters: A one-page list saves hours in an emergency.
What to do: Write down, for each item, who manages it and how to reach them: domain, hosting, website, email, Google Business Profile and social accounts. Confirm that person is still active and reachable. Update the list when something changes.
4. Domain, Hosting, Email and Google
What it looks like: Different people touched different pieces over the years.
Why it matters: Website and email often share the domain. Google Business Profile owners are easy to lose track of after staff changes.
What to do: For each piece, know who renews it and who can log in. You do not have to run the technical settings yourself—just know who does.
5. If You Part Ways With Your Designer or Agency
What it looks like: The relationship is ending, and the logins still sit with them.
Why it matters: An orderly handoff keeps the site and email online. Silence or surprise fees are the warning signs.
What to do: Ask for a clear handoff: who will manage the domain and hosting going forward, and how access will transfer. Do not pay a demand you do not understand just to “get the password back.” Official recovery paths exist; we can help you check where things stand.
The One Rule to Remember
Know who holds the keys to your domain, hosting, email and Google listing—and how to reach them. The danger is not a trusted web team managing those settings. The danger is not knowing, or depending on someone you can no longer reach.
For our clients, we register and renew domains and handle the technical settings, so nothing lapses. Send questions to [email protected].
Frequently Asked Questions
Is it okay if our web person holds the domain?
Yes, when you trust them, can reach them and understand what happens if you ever part ways. Many small businesses work that way on purpose so renewals and DNS changes do not fall through the cracks.
What should be on our one-page list?
Who manages the domain, hosting, website, email, Google Business Profile and social accounts—and a phone number or email for each.
What if we cannot reach the person who built the site?
Start with any invoices or old emails that show who was paid. Registrars and Google have recovery processes. Ask us and we will help you check what you still control.
Does Seaport keep client domains in Seaport’s account?
For clients we manage, we typically register and renew domains and handle the technical settings so renewals and DNS do not get missed. Ask us anytime what we hold for you and how to reach us about it.
What about Google Business Profile?
Someone you trust should be able to manage it. Prefer more than one person with access when you can, so a staff change does not lock you out.
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What AI is fine for, what never to paste in, email assistants, voice-cloning scams, and how to keep staff safe.
Strong unique passwords, your browser’s built-in saver and two-step sign-in—without the scare tactics.
A calm checklist for the moment the site will not load, before you pay anyone for a “fix.”
Ownership, hosting, timelines and red flags, without the sales pitch.