Create Website Documentation
Write it down before the person who knows leaves.
What this covers: Building a website runbook covering access credentials, hosting infrastructure, WordPress specifics, common task instructions, and a documentation template you can copy.
Who it’s for: Site owners and team leads who need to document their website so it can be maintained by others if the original developer or agency leaves.
Key outcome: You’ll have a complete technical runbook that any new team member could use to manage, update, and troubleshoot your website without expensive discovery.
Time to read: 5 minutes
Part of: Website Management series
Create docs your team will actually use.
Every website needs a runbook: credentials, how to update content, what breaks if you touch it, and who to call. Here’s the minimum documentation.
Your developer quits. The agency relationship ends. Now you have a site nobody understands—and every change requires expensive discovery. Documentation is not overhead; it is insurance against vendor lock-in.
The Minimum Documentation
Every website needs a “runbook” – a document that tells someone new everything they need to manage the site. At minimum:
1. Access Credentials
Store these in a password manager (1Password, LastPass, Bitwarden) and share the relevant folder:
- WordPress admin login
- Hosting control panel (cPanel, Flywheel, etc.)
- Domain registrar (GoDaddy, Namecheap, Cloudflare, etc.)
- DNS provider (if different from registrar)
- Email service (Mailchimp, ConvertKit, etc.)
- Analytics (Google Analytics, Search Console)
- Any APIs or third-party services
2. Hosting and Infrastructure
Document:
- Where is the site hosted? (company, plan type)
- Where is the domain registered?
- Where is DNS managed?
- Is there a CDN? (Cloudflare, etc.)
- Is there a staging environment?
- Backup schedule and location
3. WordPress Specifics
- Theme: What theme is active? Is it custom or a purchased theme?
- Critical plugins: Which plugins power core functionality?
- Forms: Where do form submissions go?
- E-commerce: What payment gateway? What’s the checkout flow?
- Caching: What caching plugin is used? How to clear it?
4. Common Tasks
Step-by-step instructions for:
- Publishing a blog post
- Updating the homepage
- Adding a new product (if e-commerce)
- Updating plugins (which are safe, which need caution)
- Running a backup
- Clearing the cache
Document Template
Here’s a structure to copy:
# [Website Name] - Technical Runbook
## Quick Reference
- Live URL: https://example.com
- Staging URL: https://staging.example.com
- Hosting: [Provider] - [login link]
- Domain: [Registrar] - expires [date]
## Credentials (linked from password manager)
- WordPress Admin: [link to password manager entry]
- Hosting: [link]
- Domain: [link]
## Hosting Details
- Provider: [WP Engine/Kinsta/etc.]
- Plan: [plan name]
- Server location: [region]
- PHP version: [8.x]
- Backups: [automatic daily, stored X days]
## Theme
- Name: [theme name]
- Type: [purchased/custom]
- Key files: [if custom, what does what]
## Critical Plugins
- [Plugin name]: [what it does, why it matters]
- [Plugin name]: [what it does, why it matters]
...
## Third-Party Integrations
- Analytics: Google Analytics 4 (property ID: ...)
- Email: [Mailchimp/ConvertKit] (API key in plugin settings)
- Payment: [Stripe/PayPal] (test vs live mode)
## How To...
### Publish a blog post
1. [Step]
2. [Step]
### Clear the cache
1. [Step]
2. [Step]
## Emergency Contacts
- Developer: [name, email, phone]
- Hosting support: [phone, chat link]
Where to Store Documentation
- Google Docs/Notion: Easy to share and update
- Password manager: Attach the document to a shared vault
- GitHub/GitLab: If you have a repo for the site, add a README
- NOT just on the developer’s laptop
Making Documentation a Habit
Documentation gets outdated if not maintained. Build it into your workflow:
- When you add a plugin, add it to the doc
- When you change hosting, update the doc
- Quarterly review: Is this still accurate?
Related: If you’re about to hand off to a new team, see our website handover checklist.
The Documentation Completeness Test
- Login credentials are documented securely
- Hosting, domain, and DNS details are recorded
- Key contacts (hosting support, agency, developers) are listed
- Common tasks have step-by-step instructions
- Someone other than you could maintain the site using this documentation
Test it: Have a team member try to complete a task using only the documentation. If they get stuck, the docs need improvement.
Sources
Website Documentation Questions Answered
What should website documentation include at minimum?
Login credentials (hosting, WordPress, DNS, email), hosting provider and plan details, a list of active plugins with their purpose, theme name and customization notes, backup schedule and restore process, and emergency contacts. This minimum set prevents a crisis when the person who built the site is unavailable.
Where should I store website documentation?
Use a shared, access-controlled platform: Google Docs, Notion, or Confluence. Never store it only in email threads or local files. Include credentials in a password manager (1Password, LastPass) with shared vault access—not in the documentation itself. The documentation should reference where to find credentials, not list them in plain text.
How often should I update website documentation?
Update immediately after any infrastructure change: plugin additions or removals, hosting migrations, DNS changes, or new integrations. Schedule a quarterly review to verify all documented information is still accurate. Outdated documentation is worse than no documentation—it creates false confidence.
Who should have access to website documentation?
At least two people in your organization, plus your web agency if applicable. Include one non-technical stakeholder who can authorize emergency decisions. For credentials specifically, limit access to those who actively need it—but ensure at least two people can access everything in case one is unavailable.
✓ Your Website Documentation Is Complete When
- Hosting credentials, DNS settings, and admin logins are documented in a secure, shared location
- Step-by-step instructions exist for common tasks (publishing posts, updating plugins, editing menus)
- Emergency procedures are documented (how to restore a backup, who to contact if the site goes down)
- At least two people on the team can access all documentation and credentials
Test it: Have someone who has never managed the site follow your documentation to publish a draft post and update a plugin—they should complete both without asking for help.