The Santa Barbara Web Design and Marketing Blog

When Building a Website: The Essential Checklist Every Business Owner Needs to Protect Their Digital Assets

As a Santa Barbara web consultant with decades of experience, I have witnessed countless business owners fall into the same digital trap — an all-too-common scenario where people lose control of their most important online asset: their website. It happens in every industry and in businesses of all sizes, from solo entrepreneurs to established companies. The root of the problem? Failing to obtain and retain ownership of critical website data, logins, and intellectual property.

This post addresses a vital yet often overlooked topic: What should you receive from your web designer after your new website is built and launched? Whether you’re working with a local agency, an independent freelancer, or a national design firm, the principles remain the same. It’s your website — treat it like the valuable business asset it is.

Why Website Ownership Matters

Your website is not simply a digital brochure. It is the storefront, the brand hub, the primary channel for communicating with customers in an always-online world. Without clear ownership and access, you risk losing it all. I’ve seen the worst-case scenarios: web designers who treat sites as though they belong to them, who hold their clients’ data hostage, who even let domains or hosting lapse due to non-payment, crippling the business in the process.

Securing every component related to your website is not just a best practice — it’s a vital necessity for your business continuity, reputation, and growth. If you ever want to rebrand, migrate to a new provider, or sell your business, these assets are essential and expected by any future owner.

Here’s what you absolutely must secure from your web designer and why.

1. Collect and Secure Usernames and Passwords

From the very beginning of any web project, insist on acquiring a comprehensive list of usernames and passwords for every digital service related to your website. This includes:

- Website hosting account (cPanel, Plesk, or another control panel)

- Domain name registrar account

- Content Management System (CMS) admin login (e.g., WordPress dashboard)

- Email provider admin account

- FTP or SFTP credentials

- MySQL or database control panel access

- Third-party plugins, tools, and software licenses

- Any other services tied into your site (e.g., email marketing, analytics, automation, etc.)

Why is this so important? Possession is control. Without access, you are at the mercy of your web designer for every change, update, or repair. Worse, if they move on, vanish, or hold a grudge, retrieving access could become an expensive, time-consuming ordeal.

My recommendation: Store these credentials in a secure password manager and update passwords after launch or any personnel change.

2. Obtain a Full Backup Copy of Your Website

Never assume your web designer will always be available to rescue your website. From the start and after every significant update, request a full backup including:

- All files that make up your site (HTML, PHP, CSS, images, media, scripts)

- The entire website database (typically MySQL for WordPress, often with a file called .sql)

- Any custom code, theme files, or configuration files

A website is not just web pages. Modern content management systems like WordPress build everything dynamically — so the database contains every page, post, user, setting, image reference, and plugin configuration. Without a copy of both the files and the database, “restoring your site” is impossible.

Make this standard practice: keep an offsite copy, separate from your web host or designer. Test that it works by restoring it in a clean environment, if possible.

3. Domain Name: Registrant Rights and Control

Your domain name (such as yourbusiness.com) is the cornerstone of your web presence. Far too often, owners let their designer register the domain on their behalf and never receive the registration login. They might not even be listed as the legal registrant.

Red flags:

- The web designer registers your domain with their own email address.

- The domain is “owned” by the agency, not your business.

- The web designer is listed as the admin, billing, or technical contact.

Always:

- Register domains in your name or your company’s name.

- Use an email address you control for all contacts (registrant/admin/billing/tech).

- Keep domain credentials somewhere safe and change the password after your web designer has set up your site.

Why? Losing control over your domain can mean the literal loss of your online identity. Domains can be sold, hijacked, or used to hold your website for ransom if not managed diligently.

4. Web Hosting: Access and Responsibility

Your website files and database “live” on a web host. Sometimes, web designers offer “bundled” hosting and take full control — but this creates risk. If they miss a payment, or the relationship sours, your site could disappear.

Best practice:

- Purchase web hosting yourself, using your own credit card or business account.

- Provide the necessary access to your web designer to build and maintain the site — but never cede ownership or payment duties.

- Learn how to access your hosting dashboard: you may need it for support, email setup, or migration someday.

If your website designer is setting up hosting on your behalf, request to be added as the primary owner or at least an authorized admin. When your project is complete, change your passwords.

5. Email Provider: Choose Wisely, Maintain Control

Your business email is essential for communication, branding, and security. While many web designers offer to “set up your email for you,” this can lead to trouble if they use their own providers or accounts.

The safest approach:

- Select and pay for your own business-grade email service (Google Workspace, Microsoft 365, etc.).

- Retain the admin login and billing information.

- Only allow your web designer or IT consultant temporary admin or delegated access as needed.

Consider this scenario: Your web designer misses a payment or lets their account lapse, and you wake up to find all business emails offline or, worse, lost. Prevent this by insisting on direct ownership.

6. Plugins, Tools, and Third-Party Services

Modern websites often rely on dozens of third-party tools — analytics scripts, automation plugins, SEO software, premium themes, e-commerce payment gateways, and more. These add-ons sometimes require annual licenses or have specific terms.

Here’s what you need to clarify:

- Which plugins, themes, or tools have been purchased specifically for your website?

- Which items are covered under the designer’s “developer license,” and what happens if you part ways?

- Who holds the account ownership — you, or your designer?

In some cases, plugins may stop working (or lose advanced features) if the designer revokes their “umbrella license” or removes you from their master account. For critical tools, insist on being the license holder or, at the very least, know exactly how to transfer licenses should you move providers.

Keep a Master Inventory of Every Tool and Service Used

Insist that your designer provides a detailed list of:

- All plugins (with version numbers and which features are enabled)

- Where each was obtained or licensed, including purchase receipts

- Any ongoing maintenance fees or renewal dates

You want to be able to easily maintain or migrate your website and ensure you can renew your licenses independently.

7. Design Files, Visual Assets, and Intellectual Property

Your website isn’t just code — it’s also images, custom graphics, logos, and sometimes even copywriting that the designer may have created or sourced on your behalf. Explicitly clarify:

- Who owns these assets and the copyright, especially for custom graphics or photography

- Whether design files (Adobe Photoshop, Illustrator, Figma, etc.) will be provided at project’s end

- Any stock images or fonts used and their licensing status

Having the raw editable files (not just web-optimized images) is crucial for making future modifications, branding changes, or even just creating new marketing collateral. Do not assume your designer will keep them on file forever.

8. Ownership in the Context of Business Sale or Transfer

Many business owners don’t realize this until it’s too late: when you sell your business, the buyer requires 100% of the digital property — including the website, domains, hosting, and all related accounts.

If you cannot provide:

- A clear transfer plan for all logins and ownership

- Documentation of licenses

- Proof that you own all creative assets

…it could cast doubt on the value of your business, or even kill the sale entirely. From the very start, treat website ownership as you would any lease, deed, or title for a physical property.

How to Talk to Your Designer About Ownership

Some designers — especially those accustomed to controlling “everything” for their clients — may resist turning over full control. But this is not their property; it’s your business asset, paid for by you. Here are tips for an effective conversation:

- Set ownership standards in your contract or agreement before work begins.

- Ask for a “handover” checklist including all above items, to be delivered on launch.

- Express upfront your desire to document everything for business continuity.

- If they offer to register domains or host your website, ask to be the bill-to contact and owner of records.

Quality professionals recognize the importance of client ownership and will respect your wishes. If they refuse — that’s a big red flag.

What to Do If You’re Missing Access or Assets

Already dealing with an uncooperative web designer? Take these steps:

1. Gather what you can: check your email for any previous communications, passwords, or billing notices from web hosts, registrars, or software providers.

2. Attempt a “friendly ask” — many designers will cooperate when approached professionally and fairly.

3. If stonewalled, consult your contract: you may have rights to the materials, especially if you paid for development.

4. In severe situations, legal counsel may be necessary. However, it almost always pays to start with documentation and clear, respectful communication.

5. As a last resort, most hosts and registrars have processes for regaining access if you can prove your business or identity (e.g., company letterhead, tax records, payment receipts).

The Bottom Line: Protect Yourself, Your Assets, and Your Business

Your website is often the single most valuable marketing and operational asset your business owns. Maintaining control, access, and ownership is your right — and your responsibility.

Here’s a quick review of what you should always receive from your web designer:

- Website admin logins (WordPress, etc.)

- Domain name account access

- Hosting provider logins

- Database and file backups

- Admin access to email and third-party tools

- Licenses for premium themes, plugins, and services

- Design files and original artwork

- A master inventory of every asset and tool

When in doubt, request a full “website handover kit.” Preferably, agree on this before the project starts, and update it over time as you add new features, content, or functionality.

By following these guidelines, you ensure that your website, brand, and business remain firmly in your hands — today, tomorrow, and far into the future.

Questions? Need help auditing your assets or planning a website migration? Drop your questions in the comments or reach out — I’m here to make sure you never lose what’s yours.

Until next time, keep your digital assets protected, your passwords secure, and your business future-proofed!