This is a public announcement for all business owners and managers.
Please ensure that you have access to your accounts and know where your website domains and hosting are.
Important accounts are...
Any Google accounts
This can include any Google accounts that you currently use, such as…
- Google Analytics
- Google Search Console
- Google Tag Manager
- Google Adwords
- Google my Business
Ensure that these accounts are registered to your business email address, and if you are the business owner you can also register your personal email address as a backup (only if you are the business owner!).
Take this time to check any email addresses with permissions to your Google accounts, if you don’t know who they are or they are an email address of a person or a company no longer associated with your business – remove them!
Google will prompt you to set-up two factor authentication if you haven’t done so already.
Any Social Platforms
This can include….
- Facebook*
- X (previously known as Twitter)
- TikTok
- YouTube*
As with the Google accounts mentioned above, ensure that your account is registered to your business email address/phone number. If you are the business owner you can also register your personal email address as a backup (only if you are the business owner!).
*Facebook and YouTube are different from most platforms in terms of access – Facebook requires it is connected to your personal Facebook page and YouTube will be tied to your Google account.
Take this time to check who has permission to your social accounts, check permissions granted, and change your passwords to ensure that only those that should have access have access.
Social media platforms will prompt you to set up two-factor authentication when accounts are created, however, if you have previously ignored this suggestion head to your account settings and set it up.
Any Business specific accounts that you use
This is tricky to list as we have done with the previous two sections. It can include any analytics/tracking accounts (outside of Google) that you use, email platforms such as MailChimp, or even the admin side of your website for updates.
A pretty broad category, if you are unsure what you have signed up for check your inbox or bank statements. They are usually a good indicator of what accounts are in existence.
Your Domain and Hosting
Lots of website domains and hosting are managed by a business like us – check in on the company who are managing your website domain and/or hosting. Ensure that you have their contact details, and most importantly ensure that they have your contact details and you can speak to them.
If you manage your own website domain(s) and/or hosting then sign into your account, ensure that your login details work, and check any permissions given to other email addresses etc.
It is a good idea to change your password if you believe you have shared your domain or hosting account previously with an individual or company that is no longer associated with your business. But most importantly, ensure that you have two-factor authentication set up.
How do I manage my login details?
All login details should be kept safe and secure.
Ideally a centralised list of all accounts and their related login details kept in secure location is best, however, it will all depend on how your business operates. It’s a balancing act between accessibility for day-to-day operations and security.
Lots of businesses find they benefit from a centralised CRM or password storage, there are lots of different systems out there. It is simply a case of trying them for yourself and finding one that works for you.
The important thing is that login details are not written on post-stick notes left on your workspace, nor are they left in such a place that they could potentially be seen by visitors, customers, or within any photos or zoom calls!
Why you should know where your accounts are
It’s easy to lose track of the fifty million accounts that we all seem to have, however, this can have a devasting effect on your business.
If your social media account/s are associated with an email address or phone number belonging to a current employee you could lose them if that employee was to suddenly leave your business. If you were unable to gain access you would have to start afresh with no way of notifying your current followers that you have a new social handle. That is a lot of time and effort down the drain.
If your online profiles – such as your Google my Business profile – was set up by an old marketing agency you worked with and they went out of business, you would be unable to update your contact details, location, or even your opening hours.
If you have big plans for your business, you don’t want to be hindered by the inability to access your domain or hosting account in order to launch a new website. Potentially delaying your launch and having a knock on effect on any promotional efforts you are making.
Whilst lots of online accounts have a predefined processes in place to help businesses regain access to their accounts, lots still require you to have access to the original email address associated with the account for security reasons.
It can be very hard to prove that the online account is yours, and quite honestly, if you can avoid the panic and worry that comes with losing access to your online accounts then you should.
Set aside some time to work through your online accounts this January, check that you have access and know your login details. Keep those login details safe, secure, and ensure that you introduce two-factor authentication to any accounts that don’t already have that in place.
Future you will appreciate the efforts that you put in now.
Published: 20th Jan 2025