Switch web design agency – take back your domain, access and data

Signs it is time to switch web design agency

Many businesses put off switching agencies because it feels complicated. If several of these have been true for six months or more, it is a good time to start preparing.

• Emails and calls go unanswered for weeks, or your contact left and nobody took over
• Even a text change needs a quote and a long wait
• You have no admin login and cannot update anything yourself
• You pay a monthly maintenance fee but never see updates or backup reports
• WordPress and its plugins have not been updated in years
• The agency seems to have moved or closed, and you cannot check the contract

The more of these apply, the closer you are to a site that nobody really understands anymore. Start by gathering your contract, invoices and any emails about the site in one place.

Check ownership and contract terms first

The key question in any switch is whose name each part of the site is registered in. Anything in your name moves over easily; anything in the agency's name needs a transfer or a change of registrant.

• Domain: the registrant name and which registrar account manages it
• Hosting: the account holder, payment method, FTP and database details
• CMS admin: whether you have an administrator account in WordPress or similar
• Email: which server runs the mail for your domain
• Analytics and marketing: access to GA4, Search Console, Google Business Profile and ad accounts
• Contract terms: notice period, cancellation fees and who owns the design and photos

Lease-style or long installment contracts, which are common in Japan, deserve extra care: ending early can mean paying the remaining balance, and the agency may keep the copyright to the design or code. If the terms are hard to read, go through the contract with whoever will take over the site.

Recovering access when the agency does not respond

Even without a reply, you can move forward step by step. Send your requests by email with a clear deadline, so you have a record if you need to explain the situation later.

• Domain: find the registrar through WHOIS or renewal emails; if you are the registrant, contact the registrar directly to transfer it
• Hosting: if the account is yours, ask the host to reset the password, then back up files and the database right away
• Admin panel: with server access, a new WordPress administrator can be added
• GA4 and Search Console: if access is not granted, set up a new property and verify ownership again
• Google Business Profile: request ownership through Google's own process

If the domain is in the agency's name and nobody answers, you follow the registrar's procedure, which can take time. Our guide to domain transfer walks through it. Even when something cannot be recovered, you can still rebuild from the live site's text and photos on a new domain.

How to move to a new agency without downtime

Once you have the access you can get, plan the switch so the site and email keep running. Following the order below prevents most problems.

• Inventory: list domain, hosting and account logins with the owner of each
• Backup: save files, database, images and form settings
• New environment: set up the moved or rebuilt site and review it before launch
• DNS switch: confirm mail (MX) records first, then switch
• Post-launch checks: pages, forms, sending and receiving email, tracking tags
• Cancel old contracts: only once the new site runs without issues

The classic mistake is cancelling the old hosting first and losing the site or email overnight. Paid themes or plugins licensed to the agency, and sites built on the agency's own CMS, may not move as they are – check this before you plan the move.

Taking over maintenance of a site built by another agency

The first weeks after a takeover are about a health check. Look at the versions of WordPress, the theme and the plugins, test outdated ones in a staging copy before updating, remove unused plugins and accounts, and set up regular backups.

Also agree on who handles updates from now on, so you do not end up in the same position again. See website maintenance for what a maintenance plan should cover, and how to choose a web agency for criteria to judge your next partner.

How UNANOBO handles a switch: a free demo first

When you ask UNANOBO about switching, we build a free demo based on your current site's content and brand. At the same time we go through who owns the domain, hosting and accounts, and tell you clearly what can move over and what needs a formal procedure.

The process is free demo, feedback, launch, growth. The founder handles every project personally, so you keep one contact from the first demo to maintenance and marketing after launch. Everything runs by message, in Japanese or English, and domains and analytics stay in your name.