What do you need to takeover management of a website?

To takeover management of a website a number of user access permissions need to be provided. Top of the list are Domain and Hosting. For a WordPress website there is also administrative access to the WordPress Dashboard. If there are Google Analytics and Search Console accounts, then these as well. There may be others depending on any other features in use.

Taking each, let me explain some typical situations:

1. Domain(s)

If we are to takeover management of a website and make major changes or moving hosting and/or email or building a new website then we will need to update Domain DNS records. Not having access to your Domain is a brick wall. Everything else, there is a way around if access is not available.

What does a Domain record do?

The domain record points to where your website and email are hosted (not necessarily at the same place). As well as a number of ancillary records covering alternative names (eg. ALIAS and CNAME) managing redirecting, email security (eg. SPF) and validation records (eg. Google verification).

What if NAMESERVERS have been changed?

DNS records may be set up at the domain provider or elsewhere (such as the hosting provider) by changing NAMESERVERS.

It is common to purchase the domain, the website hosting and email services from separate companies. Many companies now use Microsoft 365 or GMail email trusting these will be more reliable than free email bundled with website hosting. This also allows website hosting to be moved as required without affecting email. But it is also common for small organisations to keep all three together with one company as it is neater and easier.

We would need access to the DNS records where ever they reside to make changes.

Note: We would also need access to the domain provider if domains are to be transferred to our preferred supplier.

If you do not know where they are we can do some investigation via WHOIS records. For simple set ups like 1 or 2 it is usually very easy to trace. Convoluted cases or cases where privacy as been selected can be more difficult to trace.

2. Website Hosting Control Panel

Website hosting packages have a control panel for managing how websites are hosted including software installation (such as WordPress), file and database management, backups, SSL certificates, any Email mailboxes etc. There may also be error reporting processes and maintenance schedules.

To make any substantial changes to websites, fix problems and deal with hosting company we would need access to the hosting control panel.

If we are moving hosting then access to the existing hosting control panel is needed to copy the website.

If email is hosted with the same provider it may be possible to copy historical emails (but this can be problematic so you may need to ensure you have your own email backup).

3. Website Dashboard eg WordPress

If we are to takeover management of a website which uses WordPress we will need full administrator access to make any changes to the website or to move it to new hosting.

Some web designers give site owners full Administrator user access. This means they have unrestricted access to change anything on the website. This covers all content, design, structure, features etc.

Other web designers only give restricted access to site owners so they can update content.

We need full Administrative access to the WordPress Dashboard to allow us to do more than just edit content.

Note: Some WordPress sites may use premium PLUGINS with a regular licence fee or the THEME may have been purchased. Premium PLUGINS are common for Ecommerce and Membership type sites. In these cases some arrangement will be needed to keep licences up to date. Letting these licences expire may not loose functionality but the software will get out of date and will then become a security risk.

4. Google Accounts

Google Analytics is used by most websites for keeping track of visitor numbers. Google Search Console is useful for feedback from Google as to how well your site is optimised.

If your site is linked to Google Analytics and/or Google Search Console software we will need to be added as a full admin user to these accounts or we will need to scrap them and create new accounts.

Note: we do not need anyone else’s access details, we need to have our own. Google security uses 2FA (2 Factor Access) which makes it very difficult to use someone else’s account because validation codes are sent to phone numbers associated with the account to validate it is really you.

Conclusion: takeover management of a website

This seems like a lot, I know, but with the cooperation of your current web designer there should be no problems.

All of these are potential stumbling blocks to taking over management of a website cleanly. Unfortunately starting fresh with a new domain is going to hamper your current business and loose you all rankings currently built up in Google so should only be done as a last resort.