How a 12-person agency tracks 340 client domains without a spreadsheet.
Studio Nord builds and hosts sites for about 90 clients. Domains were spread across five registrars and three people’s inboxes. One missed renewal took a client’s shop offline for a weekend.
The problem
Five registrars, one shared spreadsheet
Renewal dates lived in a spreadsheet that nobody owned. Registrar emails went to whoever had created the account, sometimes a freelancer who had left years ago.
In 2024 a client’s e-commerce domain expired on a Friday night. The site came back on Monday, after a weekend of lost orders and a difficult call.
The setup
Everything imported in one afternoon
The team pasted their domain list, connected OVHcloud and Gandi, and created one team per account manager.
- Alerts at D-60, D-30, D-7 and D-1, routed to each account manager
- A Slack channel per team, plus email for the client contact
- A Jira ticket created automatically at D-30 so renewals get planned
- SSL and DNS changes watched on every client site
The result
Renewals became a routine task
Renewals are now handled a month ahead, as normal tickets. Account managers know exactly which client to call and when.
The weekly summary is the only thing I read on Monday morning. If it’s empty, I know we’re fine.