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How Do You Organize Domains and Hosting Accounts?

Profile photo of Dani Schenker Submitted by Dani Schenker March 8, 2016


Most of you here at Kingged probably own many domains and also hosting accounts. Some also work with PBNs and will have even more different accounts. Or maybe you work in SEO and need to maintain different profiles for various projects or clients…

I am wondering how you handle this:

  • Do you use spreadsheets with all the data?
  • Do you have a software that helps you organize?
  • Do you organize by project?
  • And so on…


I would really like to read about your experiences and best practices!


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Voted by Arjay [Moderator]Voted by Sunday WilliamVoted by Sarah JohnVoted by Freedom BloggerVoted by Ann P VVoted by Dani SchenkerVoted by NormaVoted by The Dot Com GalVoted by CelineVoted by DaveVoted by Kevin RossVoted by Abigail ChowVoted by Jerry MooreVoted by Eyal KatzVoted by Luana SpinettiVoted by Amit SharanVoted by James LingVoted by PaulVoted by steven

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44 Responses to “ How Do You Organize Domains and Hosting Accounts?” Leave a reply ›

  • Profile photo of Eyal Katz Profile

    You mention a couple of things here. I want to separate managing PBNs and managing a multi-site operation.


    As far as hosting, there’s no real issue that I can see about hosting all your websites on a single hosting service. You can then consider it like any kind of project management and either use a spreadsheet or a PJ tool like Asana or Trello. You can assign every domain as a “project” with its own tasks, sub tasks, and individuals assigned to it.


    This is a little more tricky. Operating a PBN the right way, which is the way that won’t get you in trouble with Google means that you need to seperate things as much as possible. Different hosting, IPs, and everything else necessary to create an impression of organic link building.
    Eyal Katz recently posted…The Top 15 Website Optimization BlogsMy Profile

    • Profile photo of Dani Schenker Profile

      Hey Eyal. Thanks for your opinion.

      Sure, there is a difference between managing a couple of domains or a PBN.

      But let me tell you about my situation.
      I own about 40 or 50 domains. About have of them do have content (some blogs, some niche sites, some random stuff). I also manage about 15 domains for clients.

      My own sites are on various servers. I have one “expensive” hosting account for my most important sites with the most traffic. But I have also 2-3 cheap hosting accounts for small (experimental) niche sites.

      Additionally I manage 15 different hosting accounts for all the clients.

      So you see, my case does not line up with with either of your scenarios.

      Also about what you wrote about the PBN situation. I know you need different IPs and all that when working on your PBNs, sure. But you still need some central place where you store all the information. Even if it is a local file… How do you do it?

  • Profile photo of Kristi Hines Profile

    I use 1Password to manage the logins for all of the sites I own / have access to using tags based on topic so I can find them easily when I need them. :)
    Kristi Hines recently posted…Never Run Out of Blog Post Ideas: 25 Content Marketing ResourcesMy Profile

    • Profile photo of Dani Schenker Profile

      Hi Kristi. Thanks for your response!

      I also use a password manager for all the logins. But there is still a big question. How do “connect” the domains to your hosting accounts?

      This of course if you have various hosting accounts which is the case for me.

  • Profile photo of The Dot Com Gal Profile

    Hi Dani!

    I used to have one password for all my sites, but after being hacked and attacked, I have now set different usernames and passwords for each site. I host everything in one hosting account as I have recently upgraded to VPS due to the fact that I do launches every now and then, so I need more space for traffic etc.

    As for organization, I use Excel, Notepad and Google Drive in order to have back-ups for all my tasks and projects.

    Is there a reason as to why you have different hosting accounts?
    The Dot Com Gal recently posted…How I Generated An Audience Of 150K Laser Targeted People In 11 Days | New Year Viral Traffic Case Study & ReviewMy Profile

    • Profile photo of Dani Schenker Profile

      Hey, thanks for your answer. Let me just copy and paste my answer from before (to Eyal’s comment):

      “I own about 40 or 50 domains. About half of them do have content (some blogs, some niche sites, some random stuff). I also manage about 15 domains for clients.

      My own sites are on various servers. I have one “expensive” hosting account for my most important sites with the most traffic. But I have also 2-3 cheap hosting accounts for small (experimental) niche sites.”

  • Profile photo of Satish Kumar Ithamsetty Profile

    Dear Dani Schenker,

    Really you are maintaining 40 to 50 domains and blogs. really great.
    I am using Lastpass (To store Username and passwords of all logins & also helpful for Auto filling feature in the directory submissions), Google drive (to store and organize my data), Excel Sheet (to store my digital information).

    Thank you

    Satish Kumar Ithamsetty
    Satish Kumar Ithamsetty recently posted…The 10 Best Online Affiliate Marketing Programs for BloggersMy Profile

  • Profile photo of Kevin Ross Profile

    Good discussion post.

    I have a couple affiliate sites and am able to handle them all manually.

    I use a simple notepad to list the relevant information and have this file accessible from the cloud.

    This way I am able to get the various log in information for each of the sites from wherever I am.

    The information I enter in the notepad for each domain include:

    . domain name
    . wp login url
    . wp username
    . wp password
    . date of creation
    . niche of site
    . affiliate program(s)
    . keywords ranking for
    . registrar for the domain
    . date of registration
    . host for the domain
    . login details for the host
    . etc

    I haven’t had problems managing my domains this way.

    I use hostgator and namecheap for hosting.

    I don’t use software except default cpanel Fantastico for creating wordpress sites. If I had 40 to 50 or more domains like you, then maybe I will use software for managing them.

    • Profile photo of Dani Schenker Profile

      Thanks for the insights, Kevin.

      I like the way you are handling it!

      You are mentioning “software”… Do you know such a software?


      • Profile photo of Kevin Ross Profile

        Yes, I once promoted such a software some years ago. A similar one now is ManageWp.

        It looks like you can use it to manage multiple WordPress websites from one dashboard.

        It’s said that you can also use it to schedule backups, migrate WordPress websites from one host to another.

        It can also be used to automate multiple WordPress updates, monitor website traffic and SEO.

        • Profile photo of Dani Schenker Profile

          I know ManageWP and it is a really helpful tool… if all your sites work with WP 😉

          Unfortunately some of my client sites as well as mine do not use wordpress.

          Basically what I imagine is a software where I can save all the data that you are saving in your notepad file. Additional features should be searchable, costs and notifications about due dates (like hosting or domain payments).

          I really wonder if I am the only one who would like something like that 😀 hehe

          • Profile photo of Kevin Ross Profile

            I have been using WordPress for so long that I sometimes forget there are others who don’t use it.

            There might be a software for what you need. If there isn’t, maybe create one for your use and make some dough selling it? :)

    • Profile photo of admin Profile

      [Admin has just bought Kevin Ross another $5 glass of cold beer or hot coffee, to say THANKS, for this very helpful response]

      $5 will be sent to your Paypal account by end of the week.

      Thanks a lot, for a very valuable response!

      admin recently posted…What’s the Best Blog Community? Why WinsMy Profile

  • Profile photo of Sarah John Profile

    Hi Dani,

    I am yet to manage more than three domains and hosting accounts at the same time.

    I know this is far way below what the experts are handling.

    I manually do my organization using the software provided by the local host.

    However, I am currently learning how to use spreadsheets for multiple accounts and projects.

    I guess with more projects to handle then will I worry more about domain and hosting organizations!

  • Profile photo of Sunday William Profile

    Hi Dani,

    I don’t have many domains and hosting accounts to manage. However, I like the question and can learn how to manage same if the need arise.

    Already, from the above comments, I have picked something from the use of:

    – a password manager by @kristihines(Kristi Hines) and @diver79(TheDot Com Gal)

    – and by manually managing various domain and hosting information on notepad as done @ross(Kevin)

    Its a good discussion topic. Thanks for coming up with it!
    Sunday William recently posted…Who Is a Smart Content Marketer To You?My Profile

  • Profile photo of Freedom Blogger Profile

    Hi Dani!

    That is a great question!

    What I would do is bookmark all of the links and references and then organize them into folders and subfolders. I do this with Mozilla Firefox and Google Chrome. Finally, I download the backup file for them – just to be safe you know 😉 lol

    I do use Spreadsheets to save some other data that I don’t really have to access often. But as far as keeping a big amount of links and accounts in order and accessible, I only use my browser’s bookmarks and folders to organize everything – and I also save the log-in information for my accounts. It works well for me! 😀

    Just be careful not to get too carried away when you have a lot of links to save. It happens! .. lol

    Try to keep it simple with your organization when you have a lot to work with.

    Use Sub-Folders to Categorize your links.

    This is what I would add to this discussion. 😀

    Simple organization of online resources with an easy way to access – can save you some valuable time and help you get productive right away when you get online. Right?!! 😉

    Have a great week Dani!

    Cheers! 😀
    Freedom Blogger recently posted…7 Practical Tips for Well-Written EmailsMy Profile

    • Profile photo of Dani Schenker Profile

      Hey! Thanks for your take on this question! This is actually not a bad idea. After all, my main tool that I am using all day long is my browser. So why not manage all my domains and hosting accounts this way?


  • Profile photo of Luana Spinetti Profile

    Hi Dani!

    I’ve been managing domains for fun and profit for almost 12 years, so I have developed my own system that pretty much comes down to two tools:

    – A spreadsheet that I named “Database.ods” (.ODS is the LibreOffice extension)
    – A self-hosted web-based application called DomainMOD; this is free, open source software:

    Database.ods is organized in 6 sheets: Emails, Accounts, Domains, Subdomains, Intranet and Others.

    Domains and Subdomains are dedicated to the websites I manage and they have 9 columns:

    – Type (of website)
    – Name (mine, a client’s, a fictional character I role-play, etc.)
    – Alias (if the name has also an alias)
    – Domain Name
    – Login (cPanel)
    – Password (cPanel)
    – Registrar/Hosting
    – Site Login (e.g. WP credentials)
    – Notes

    I update Database.ods every 2-3 months and I save a numbered copy of each update (e.g. Database2016-1.ods).

    For what concerns DomainMOD, I installed it on my computer localhost to have it handy even when I’m not connected to the Internet, but being PHP software, it was pretty easy and lightweight to install and use. It would be a bit long to explain here, so here’s the guide:

    Hope that helps! Ask me questions if you have any. :)

    ~ Luana

  • Profile photo of admin Profile

    [ has just bought Dani Schenker $10 cold beer or hot coffee, to say THANKS, for STARTING and very actively PARTICIPATING in this very insightful discussion post]

    $10 will be sent to your Paypal account when the next payment is made (usually within a week).

    Thanks a lot, for a very valuable PARTICIPATION on!

    admin recently posted…[LIVE]’s Affiliate Marketing System Pays You Monthly, Whether You Make Sales Or Not.My Profile

  • Profile photo of Dennis Seymour Profile

    I use Lastpass and a spreadsheet.

    It’s been like that for 6 years. LOL

    No need to stress too much with it. I used to do so and kept on looking for software.

    As much as I hate using spreadsheets, I just had to :)

    I actually tried using a private trello board. It kinda worked for me so you might like to try that out.
    Dennis Seymour recently posted…The 2 Sides of Guest Posting: I’m on the “It Works” Side, How About You?My Profile

  • Profile photo of Dave Profile

    Hello Dani,

    I haven’t had a lot of domains nor a lot of hosting accounts to be able to answer this adequately.

    But I have learned from the responses here.

    Thanks to all who responded here and shared their wisdom.

  • Profile photo of James Ling Profile

    Hi Dani,

    A great topic of discussion I must say! From the comments of the experts above one can easily learn what it takes to organize and manage domains and hosting accounts.

    I like the submissions of @luanaspinetti in this post!

  • Profile photo of Amit Sharan Profile

    Hey Dani,

    Interesting discussion and feedback. I love the simplicity of using a notepad to organize multiple hosting and domain accounts. Just like @ross (Kevin Ross) has put it,

    I use a simple notepad to list the relevant information and have this file accessible from the cloud.

    This way I am able to get the various log in information for each of the sites from wherever I am.

  • Profile photo of Celine Profile

    Hey Dani,

    Personally, I don’t run multiple domains and hosting accounts for clients. I blog with only two accounts. However, I enjoyed the ideas shared in this post.

    It provided me with new insights how to use various tools to actually manage client’s accounts if the need arises!

  • Profile photo of Black Profile

    Hey Dani,

    Organization of multiple domains by me is effectual by using tools like Asana or Trello.

    These spreadsheet features keeps me in tune with the various aspects of the domain and hosting.

    In other words, I get to consider using either of these tools for proper task management.

    These are the tools I have used in the past to manage the ownership of more than two websites in the past.

  • Profile photo of Carl Profile

    Hey Dani,

    I just run one domain and one website. I have not really have the opportunity of running more. However, from the ideas shared by commentators to this post, I have insights on what to do when the time comes.

    Thanks for raising this topic. It is so relevant for people like me who are still trying to get a hold of the perfect domain and hosting management for our website!

  • Profile photo of Winford Moore Profile

    I have learned from some of the commentators like Kevin Ross how to organize domains in the simple forms. I love his idea of using simple notepad to do the organization.

    I bet, I can still follow his cue and ensure that whenever it is time to run multiple domain, there would be easy steps to follow for clear results!

  • Profile photo of steven Profile

    Organizing domains and hosting accounts is relative. Every blogger or marketer chooses whats best for them. The use of tools like spreadsheets could be easy and simple for the task.

    However, it is better to learn from the experts. Thankfully, great insights and ideas can be deducted from the tips shared by experts who have commented on this post!

  • Profile photo of Paul Profile

    Hey Dani,

    This is an informative post and the comments are quite instructive. Readers would readily get the best from the tips shared by the different bloggers and marketers here.

    For me, my best takeaway would be the steps detailed by Luana Spinetti (@luanaspinetti)

    Her takes on this subject are so revealing!

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