How to Audit and Standardize a Website Stack Across Multiple Client Projects

Managing one website is relatively straightforward. Managing 10, 20, or 30 client websites is a different operational challenge.

As an agency grows, each project can introduce another CMS, hosting provider, plugin configuration, integration, admin account, and maintenance schedule.

Eventually, the problem isn't necessarily the number of websites. It's the number of different systems and processes required to maintain them.

This creates operational friction:

• Developers spend time switching between dashboards.
• Teams repeat maintenance tasks manually.
• Credentials and access permissions become difficult to track.
• Backup procedures differ between projects.
• Client handoffs depend on undocumented knowledge.

A practical solution starts with a technical audit of the existing website stack, followed by a standardized maintenance and ownership process.

Here's how to approach it.

1. Build a Technical Inventory of Every Website

Before removing tools or consolidating platforms, document what your agency currently manages.

Create a central inventory covering every client website.

At minimum, capture these fields:

Category	Information to Record
Website	Domain and project name
CMS	Platform and version
Hosting	Provider and configuration
DNS	Registrar and DNS host
Extensions	Plugins, integrations and dependencies
Access	Admin accounts and assigned roles
Backups	Method, storage location and last restore test
Analytics	Tracking and reporting configuration
Ownership	Internal owner and client contact
Costs	Subscriptions and renewal dates

This inventory serves as the foundation for future maintenance and infrastructure decisions.

It also helps identify dependencies that might otherwise be overlooked.

For example, two websites may use different hosting providers but rely on the same third-party form integration. Removing or changing that integration could affect both projects.

Document the dependencies before making changes.

2. Identify Redundant Tools and Dependencies

Once the inventory is complete, look for areas where different systems perform overlapping functions.

Common examples include:

• Multiple website management dashboards.
• Separate tools for similar reporting tasks.
• Duplicate subscriptions across client projects.
• Repeated manual update procedures.
• Different backup solutions with unclear ownership.

However, tool count alone isn't a reliable measure of complexity.

A specialized tool may be essential for one client's infrastructure, security requirements, or business workflow.

Evaluate each tool using four possible outcomes:

Keep: The tool provides functionality that the project genuinely requires.

Consolidate: Another existing system can perform the same function reliably.

Replace: A more appropriate alternative reduces operational overhead without sacrificing necessary functionality.

Review: Its purpose, ownership, or actual usage is unclear.

Don't remove a dependency simply because it increases the number of tools in your stack.

First understand what depends on it.

3. Standardize the Website Maintenance Process

One of the biggest operational improvements an agency can make is creating a repeatable maintenance checklist.

Instead of allowing every developer to maintain websites differently, establish a common process.

A practical maintenance framework should cover seven areas.

Updates and Security

• Review available CMS and extension updates.
• Test updates before deploying them to production.
• Review user accounts and permissions.
• Remove access belonging to former employees or contractors.
• Document significant configuration changes.

Backups and Recovery

• Document the backup method for each website.
• Record where backup copies are stored.
• Establish who is responsible for recovery.
• Test restoration procedures.
• Identify whether additional off-site backups are required.

A backup should not be considered reliable simply because a backup file exists.

The restoration process needs to be tested.

Forms and Integrations

• Submit website forms.
• Verify that submissions reach their intended destinations.
• Test CRM and email integrations.
• Check payment workflows where applicable.
• Recheck integrations after significant updates.

Functional Testing

Identify the critical user journeys for each website.

For example:

• Navigation and internal links.
• Contact forms.
• Search functionality.
• Checkout processes.
• Account registration.
• Important landing pages.

The goal is to test actual business functionality rather than simply confirm that the homepage loads.

Performance and Availability

• Review page-loading performance.
• Monitor website availability.
• Identify recurring errors.
• Assign responsibility for investigating incidents.

Analytics and Reporting

• Verify that analytics tracking is working.
• Review conversion events.
• Check consent configurations.
• Standardize reporting templates across clients.

Post-Launch Monitoring

New websites require additional attention after deployment.

Check redirects, forms, analytics, integrations, and critical user journeys during the initial weeks after launch.

Maintenance frequency should depend on the website's complexity and business risk. A small informational website doesn't necessarily require the same maintenance cadence as an online store.

4. Establish a Repeatable Client Handoff Process

Website ownership and access management become increasingly important as an agency manages more projects.

A handoff should never depend entirely on information stored in one developer's memory.

Create a handoff document containing:

Area	Handoff Requirement
Domain	Registrar and ownership details
Hosting	Provider and account ownership
CMS	Platform and administrative access
Permissions	User roles and access levels
Backups	Backup procedures and recovery instructions
Maintenance	Agency and client responsibilities
Integrations	Connected external services
Support	Escalation process and contacts

Use individual accounts and role-based permissions wherever possible.

Avoid sharing passwords through email or chat. A password manager provides a more controlled way to manage credentials and revoke access when team members leave.

Where possible, keep domain ownership with the client.

This makes the relationship easier to manage if the agency eventually transfers the website or ends the engagement.

5. Evaluate Whether Your Website Infrastructure Can Scale

Once the audit is complete, evaluate whether your current infrastructure supports the way your agency operates.

Consider these technical and operational questions:

1. Can your team manage multiple websites from a centralized dashboard?
2. Can content editors work without unnecessary administrative permissions?
3. Are user roles and access changes documented?
4. Can backups be created and restored reliably?
5. How are security updates distributed across websites?
6. Can the platform support the integrations your clients require?
7. Can websites be transferred to clients without unnecessary complications?
8. How does infrastructure and subscription cost change as the portfolio grows?

Pay particular attention to recovery and migration limitations.

A centralized platform may simplify routine operations, but it can also introduce shared dependencies.

Before consolidating multiple projects, understand the platform's backup architecture, recovery process, data portability, and migration requirements.

Migration should be treated as a technical project, not simply a platform switch.

Document what needs to be rebuilt, what can be transferred, which integrations require replacement, and how existing URLs will be handled.

6. Create a Recurring Stack Review

A technical audit shouldn't be a one-time activity.

Website configurations change. Plugins are added, integrations are replaced, employees leave, and client requirements evolve.

Establish a recurring review process.

During each review:

• Check the website inventory for outdated information.
• Identify unused subscriptions and duplicate services.
• Review access permissions.
• Verify backup and restoration procedures.
• Check integrations and external dependencies.
• Review recurring maintenance issues.
• Update ownership and handoff documentation.

A quarterly review is a reasonable starting point for many agencies, although higher-risk projects may require more frequent checks.

Keep a record of what changed, who approved it, and what needs further attention.

Practical Website Stack Audit Checklist

Use this checklist when reviewing an agency's existing website infrastructure.

Infrastructure

• [ ] Every website has a documented CMS and hosting provider.
• [ ] Domain registrar and DNS ownership are recorded.
• [ ] Plugins and external integrations are inventoried.
• [ ] Dependencies between services are documented.

Access and Security

• [ ] Every team member has an appropriate account.
• [ ] Permissions follow the principle of least privilege.
• [ ] Former employees and contractors no longer have access.
• [ ] Passwords are managed securely.

Maintenance and Recovery

• [ ] Each website has a documented maintenance routine.
• [ ] Backup procedures are recorded.
• [ ] Restoration procedures have been tested.
• [ ] Critical forms and integrations are tested regularly.
• [ ] Monitoring and incident ownership are defined.

Operations

• [ ] Every website has an assigned internal owner.
• [ ] Client handoff documentation is available.
• [ ] Duplicate subscriptions have been reviewed.
• [ ] Unclear dependencies have assigned owners.
• [ ] A recurring stack review is scheduled.

Final Thoughts

Managing multiple client websites is fundamentally an infrastructure and operations challenge.

Adding more tools doesn't necessarily solve it. Removing tools doesn't automatically solve it either.

The real improvement comes from understanding your dependencies, documenting ownership, standardizing maintenance, and establishing processes that can be repeated across projects.

A well-managed website stack isn't necessarily the smallest one.

It's the one where every dependency has a purpose, every critical task has an owner, and the team knows exactly how to maintain and recover each website.

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Disclosure: I work at SGEN. The operational practices and audit checklist in this article are general recommendations and can be applied regardless of which CMS or website platform an agency uses.