The 5 Online Credentials Your Business Needs on Hand (But Likely Doesn’t)

One thing that still surprises me, especially in ‘digitally savvy’ organizations, is how often businesses don’t know where their most important internet-related records actually live.

If the website goes down, email stops working, a domain expires unexpectedly or a campaign launch gets delayed because no one can update a DNS record. Suddenly, there’s a scramble to figure out who the vendor is, what the login credentials are, who would know…?

When I ask why no one has this information, I usually hear the same responses: “The last agency handled that.” Or “The old IT guy set that up.” Or “I think someone who left the company had access.”

These aren’t just frustrating moments—they’re operational risks. And they cost time, money, and credibility.

To avoid that kind of emergency, make sure your team has records of these five critical digital resources. They’re the backbone of your online presence—and while some may be managed through the same vendor, they’re often split across different providers.

1. Domain Registrar

Why it matters:
Your domain name is your business’s online identity. If your domain expires—even for a day—it can go offline entirely or be bought by someone else, taking down your website, email, and more.

What to track:

• Registrar name (e.g., GoDaddy, Google Domains, Namecheap)
• Account credentials
• Auto-renew status and expiration date
• Billing contact and payment method

Where to look:
Start with a Whois lookup to find the registrar and expiration details. It’s often the same company that initially set up your website or email.

2. DNS Host

Why it matters:
DNS (Domain Name System) host controls where your domain points. This includes your website, email, and subdomains. If DNS settings are inaccessible or misconfigured, everything connected to your domain can go down— even if your hosting is fine.

This comes up often in digital marketing. If you don’t have access to your DNS, you can’t make updates that impact email deliverability or verify your domain with platforms like Facebook, Google Ads, or LinkedIn Campaign Manager. In other words: no DNS access, no control over key parts of your digital marketing infrastructure.

What to track:

• DNS hosting provider (often but not always the registrar or host)
• Login access to manage DNS records
• A copy of key DNS entries (A, CNAME, MX, SPF, DKIM)

Where to look:
The DNS host is often your domain registrar, your web host, or a third-party service like Cloudflare. You can try tools like FindMyDNS or DNSChecker to locate your nameservers.

3. Web Hosting Provider

Why it matters:
This is where your website physically lives. It’s the server that delivers your content to users. If hosting lapses or the server goes down, your site disappears—even if your domain and DNS are OK.

What to track:

• Hosting company and plan type
• Login credentials and admin contacts
• Renewal and billing information
• Whether SSL is included or separate

Where to look:
It is often the same company that registered your domain or built your website. Sometimes, but not always, it may be the same as your email service provider. Try HostingChecker.com to identify your host.

According to W3Techs, about 71% of websites use a hosting provider that also manages DNS, but that means nearly 1 in 3 do not.
(Source: W3Techs, 2023 Web Hosting Usage)

4. Email Service Provider

Why it matters:
Your email may be hosted with your website or handled by a provider like Google Workspace or Microsoft 365. Email disruptions can create serious operational headaches—especially if DNS settings like MX, SPF, or DKIM aren’t properly documented.

What to track:

• Provider (Google Workspace, Microsoft 365, Zoho, or cPanel-based email)
• Admin panel access
• List of users and aliases
• DNS records required for delivery and security

Where to look:
Use MXToolbox.com to check where email is routed. If you’re using cPanel email, the host may also be your email provider.

5. SSL Certificate Details

Why it matters:
SSL keeps your site secure and signals trust to users. When it expires (and it will), your site may show warnings or become inaccessible. Some hosts auto-renew SSL—others don’t. It’s often bundled with your hosting plan, but not always.

What to track:

• Certificate issuer (Let’s Encrypt, DigiCert, etc.)
• Expiration date and renewal method
• Contact responsible for certificate management

Where to look:
Your SSL is usually managed through your web host, and is often tied to your hosting plan and renewal. Visit your website in a browser, click the padlock icon, and you can view the certificate details.

Prevent Digital Disruptions. Avoid Downtime and Delays.

This isn’t a technical task—it’s a record-keeping exercise. And it’s important enough that I bring it up with clients early on in .

These records, when overlooked, can cause unnecessary delays, budget overruns, and missed opportunities. A simple record of who manages what and can save you from hours of confusion, lost revenue, and finger-pointing.

You don’t need a complicated system—just a shared document, a clear process, and a bit of foresight. The time to get organized isn’t when something breaks—it’s now.

If your business needs help aligning its digital infrastructure with marketing goals, let’s talk. Schedule a free, no-pressure call to review your current digital strategy and explore how we can work together.