What Server Management Includes
Server management covers everything that happens behind the scenes of a website, the things a business owner usually doesn't see until something breaks. It includes:
- installing and configuring the operating system, web server, PHP or Node.js, and MySQL or PostgreSQL databases;
- regular system and software updates, especially for components with known vulnerabilities;
- access management: who can log in to the server, the hosting control panel, and the database;
- SSL certificates, domain and DNS settings, and records for reliable business email delivery;
- monitoring disk space, memory, and CPU load;
- troubleshooting: the site won't load, emails land in spam, the server suddenly slowed down.
Shared Hosting, Virtual Server, or Dedicated Server
Where your site lives affects speed, costs, and how much attention it will need going forward.
- Shared hosting. The cheapest and simplest option: the hosting provider updates the server, and you get a control panel. Good for corporate websites and small stores. Downside: limited resources and settings, and neighbors on the same server can affect your speed.
- Virtual server (VPS). Dedicated resources and full control over configuration. The best fit for most stores and services, but it needs an administrator: it won't update or secure itself.
- Dedicated server. The entire machine runs only your project. Makes sense for heavy loads and large databases, but costs more, and hardware replacement takes longer.
- Cloud. Resources can be added and removed as needed, and many services are managed by the provider. Learn more on our cloud infrastructure page.
We don't lock you into a specific provider: it could be AWS, Hetzner, DigitalOcean, or another, as long as it fits the project's needs.
Who Needs This Service
This service is often needed when a site has outgrown shared hosting and moved to a virtual server, but there's no one to configure it. Or when a freelancer set up the server years ago and then disappeared, along with the passwords and any knowledge of how it all works.
If your site is on quality managed hosting where the provider handles all updates, you may not need a separate administrator. In that case, it's enough for the developers who support your site to keep an eye on the PHP version and the certificate.
Migrating to a New Host
Migration is one of the most common tasks and one of the riskiest. Rushed, it can cost you orders, email, or search rankings. That's why we:
- prepare the new server and verify the site works exactly as it did on the old one;
- lower DNS TTL values in advance so the switchover happens quickly;
- transfer a fresh copy of the database at the time of lowest site activity;
- switch the domain over and test forms, payments, email, and the certificate;
- keep the old server running for a while so we can roll back if problems come up.
What You'll Need to Provide
- access to the hosting control panel, domain registrar, and server, if you have them;
- a list of sites, services, and mailboxes running on the server;
- contacts for the developers who support the site, so updates can be coordinated;
- information about any problems that have already occurred.
If some access has been lost, we'll help you recover it through the provider.
One-Time Setup or Ongoing Maintenance
One-time work fits when you need something specific: setting up a new server, migrating, or fixing slow performance. Afterward, you get a working server and documentation, but future updates are up to you.
Ongoing maintenance is the better value for sites that generate revenue. We plan updates, monitor server health, and respond to issues. It's often combined with backups and security audits.
How to Tell Your Server Is in Good Shape
A well-configured server stands out precisely because you never have to think about it. Still, a few signs are worth checking yourself:
- the site loads equally fast day and night, and the admin panel doesn't hang for several seconds;
- the browser shows no certificate warnings, and emails from your site's forms reach customers;
- there's a recent backup, and you know where it's stored;
- you know who has access to the server and can revoke it.
As part of maintenance, we regularly check these and more technical metrics and let you know when we see the server is about to run out of room.
Common Mistakes We Find
- The server hasn't been updated in years because "it works fine."
- Everyone logs in with one shared admin account and a weak password.
- Backups are stored on the same server as the site.
- The certificate is renewed manually, and someone remembers only after the browser starts showing warnings.
- The hosting plan no longer matches the load: either the site is cramped, or you're overpaying for unused resources.
What Affects the Cost
- Number of servers and sites that need to be maintained.
- Current state: a server set up from scratch following best practices is easier to maintain than one patched together over years.
- Software stack: a web server and a database is one thing; queues, search, multiple databases, and email are another.
- Engagement model: one-time task or regular maintenance, business hours only or weekend response too.
We provide an estimate after reviewing the server and the list of tasks.
FAQ
Will we keep ownership of the access? Yes. We recommend that the server, domain, and hosting accounts be registered to your company, with separate access issued to us that you can revoke at any time.
Can we migrate without taking the site down? In most cases, yes. Visitors might notice at most a brief pause during the database switchover, which we schedule overnight.
Do you maintain servers for sites you didn't build? Yes, server management doesn't depend on who developed the site. We coordinate any updates that might affect the code with your developers.
Do you set up business email? We configure domain records so emails from your site and work mailboxes don't end up in spam. For the email itself, we usually recommend a dedicated email service rather than the website's server.
Why Promodex
Since 2015, Promodex has been building websites and supporting them after launch, so we see the server not in isolation but together with the site running on it. Both the site and the server are maintained by one in-house team with no outsourcing, so you don't have to relay messages between different contractors. Terms are transparent: before we start, you know what will be done and why.
