Running a business today means relying on far more than just a website. Your digital accounts are the foundation of your daily operations, from your domain name and business email to your website hosting, social media, accounting software, cloud storage and online marketing tools.
But who actually owns these accounts?
It's a question many business owners don't think about until something goes wrong. An employee leaves, a contractor becomes uncontrollable, a password is lost, or a website suddenly goes offline. In many cases, the business discovers that someone else controls access to its digital assets.
The good news is that these situations are often preventable. By adopting a few good digital governance practices, you can reduce the risk, improve security and ensure your business stays in control of its online presence, regardless of who comes and goes.
Why Your Digital Accounts Matter
Every online account your business uses is a valuable asset.
These may include:
- Domain names
- Website hosting
- Business email
- Google Business Profile
- Google Analytics and Search Console
- Social media accounts
- Accounting software
- Cloud storage
- Marketing platforms
- Payment gateways
- Password managers
- Software subscriptions
if you lose access to any of these services, the impact can range form a minor inconvenience to significant business disruption.
Good digital account management is about ensuring your business-not an individual-retains control over these essential assets.
Start With Ownership
One of the most common mistakes businesses make is allowing important accounts to be created using a personal email address or in the name of an employee, volunteer or contractor.
While it may seem convenient at the time, it can create major challenges if that person leaves the business or becomes unavailable.
Wherever possible, its important accounts should be established in the name of the business or organisation. This helps ensure that ownership remains with the business, regardless of who is responsible for managing the account.
Ownership Is Different From Access
Owning an account doesn't mean only one person should have access to it.
Modern online platforms usually allow multiple users with different permission levels.
For example, your business may have:
- An owner with full control of the account
- One or more administrators who manage the service
- Staff with limited access based on their role
- Contractors who receive temporary access while working on a project
This approach helps reduce security risks while allowing people to perform their responsibilities without giving everyone unrestricted control.
Use Your Business Email Address
Your business email address plays an important role in account recovery and security.
Instead of using a personal email address to register important services, use business email addresses wherever possible.
Examples include:
- admin@
- support@
- account@
- office@
- info@
These addresses remain with the business, making it much easier to recover accounts and manage changes in personnel.
Secure Your Passwords Properly
If your passwords are stored in spreadsheets, notebooks or email folders, your business may be exposed to unnecessary risk.
A reputable password manager provides a secure place to store:
- Usernames
- Passwords
- Recovery codes
- Security notes
- Login URLs
It also allows authorised team members to access shared accounts without exposing passwords unnecessarily.
As a web designer, I use a password manager that also allows me to share passwords and sensitive information securely online with my clients.
Enable Multi-Factor Authentication
Passwords are no longer enough.
Where available, enable multi-factor (MFA) authentication to add another layer of protection to important accounts.
Authenticator apps and security keys generally provide stronger protection than SMS verification, and recovery methods should always be documented in case a device is lost or replaced.
Keep A Digital Asset Register
Many businesses keep a record for physical assets such as vehicles and equipment, but very few maintain a record of their digital assets.
A Digital Asset Register can include
- Account name
- Website or login address
- Account owner
- Administrators
- Recovery email
- Renewal Dates
- License information
- Support contacts
- MFA status
Having this information readily available makes account management far easier and reduces stress during staff changes or unexpected events.
Review Access Regularly
People join businesses, change roles and move on.
Unfortunately, access permissions are often forgotten.
At least once a year, review every important account and ask:
- Who currently has access?
- Does everyone still need that access?
- Are any former employees or contractors still listed as administrators?
- Are renewal details up to date?
- Can the business recover every account if needed?
Regular reviews help identify potential issues before they become costly problems.
Plan For Staff Changes
When someone leaves your business, their digital access should be reviewed as part of your off-boarding process.
This may include:
- Removing account access
- Transferring ownership where necessary
- Updating Passwords
- Revoking Multi-Factor Authentication devices
- Recovering company-owned devices
- Removing shared access permissions
A structured process protects your business while ensuring a smooth transition.
Never Share Your WordPress Login Credentials
One of the most common mistakes businesses make when working with website designers, developers, contractors is haring the personal WordPress login details.
Your WordPress administrator login is a key to your website. It should never be shared with anyone.
Instead, the correct approach is to create a separate user account for anyone who needs access.
This means:
- The business keeps the ownership of the original administrator account.
- Each person has their own individual login.
- Access can be removed when access is no longer required.
- Activity can e tracked against the correct user.
- Your website remains secure and under your control.
When providing access to a developer or support provider always create a new user account with the appropriate permissions rather than sharing your user name and password.
Good digital security starts with maintaining control of your own accounts.
Instructions on adding a new user can be found in my Websites Basics Guide page. Locate the FAQ section under, "How To Add a New User."
One Important Distinction: Shared Business Accounts
Not every shared login is a bad idea.
Some businesses deliberately create a dedicated business account for a specific purpose, such as website or digital administration. For example, a business may have a Gmail account used specifically for managing its website and related Google services.
This is different from giving a web designer access to the owner's personal Gmail or Google Workspace account.
A dedicated business account can be practical when it is:
- Owned and controlled by the business
- Used only for business purposes
- Secured with a strong, unique password and two-factor authentication
- Protected by business-controlled recovery details
- Recorded as a business digital asset
- Accessed only by people who genuinely need it
- Included in the business's offboarding process
The key question isn't simply, "Does someone else have the password?"
It's more like:
" Does the business own and control the account, and can access be securely managed when people change."
Where individual permissions are available and practical, use them. Where a dedicated shared business account is deliberately used, make sure it remains a business asset-not someone's personal account.
Good Digital Governance Is Good Business
Strong digital account management isn't just about security-it supports business continuity, protects valuable assets and makes day-to-day operations easier.
Whether you're a sole trader, a growing business or an established organisation, taking the time to organise your digital accounts today can help prevent expensive and frustrating problems in the future.
Set Up Your Business Digital Accounts the Right Way
Starting a business or reviewing your current setup?
Get Your Free Download
Keep a record of your business's important digital accounts, ownership and access details within in one well-organised document.
Get my free download located on this page, to help ensure your important digital accounts are created correctly, organised securely and set up for long-term control.
✔ Record your essential business accounts
✔ Identify account owners and administrators
✔ Review security settings
✔ Create a stronger digital foundation
Need Help With WordPress or The Divi Theme?
If your business website needs updating, improving, or ongoing support, I can help.
I specialise in WordPress and Divi websites for Australian small businesses, including website builds, redesigns, Divi updates, website care and ongoing improvements.
Whether you need help setting up your website correctly, fixing issues, or making sure your site continues to perform, get in touch to discuss your project.
WordPress & Divi Designer
Located in Canberra
