I know. Nobody wants to think about this. Especially not getting hit by a bus! We’d much prefer “winning the lottery and quit my job.” Alas, if the latter were to happen, we could ease out of our business and wrap things up neatly.
But after 19 years building websites for small businesses, I’ve learned something most designers don’t talk about: the biggest risk to your clients isn’t bad hosting or outdated plugins. It’s you being the single point of failure.
The Wake-Up Call I Didn’t Want
A few years ago, one of my clients lost everything in a catastrophic fire. Her house, her business records, her peace of mind. When she tried to access her own website to keep her business running, she hit a wall. The passwords were scattered across my tools. The hosting details were in my head. The backup locations? Well, I knew where those were, but she didn’t.
We pieced it together, but it took weeks. Her business sat offline while we hunted down credentials and tried to remember which email address we’d used to set up her domain five years earlier.
Then a colleague in my network died suddenly. She was younger than me. No warning. Her clients were abandoned overnight. Sites went down. Years of work disappeared because nobody could access anything. Her family had no idea how to help her clients or wind down her business properly.
That’s when I stopped making excuses about “getting around to documentation someday.”
The Thing Nobody Teaches You About Web Design
When you start building websites, you learn HTML, CSS, WordPress, SEO. You figure out client management and project scoping. Maybe you even nail down your pricing and boundaries.
But nobody tells you that your business has an expiration date, and you don’t get to pick when that is.
You might get sick. You might have a family emergency. You might decide to sell your business or retire. Or yes, you might actually get hit by a bus.
And if you haven’t documented anything, your clients are screwed. Your family is screwed trying to figure out what to do with your business. Your reputation takes the hit even though you’re not around to defend it.
“But I’m Just Starting Out…”
If you’re a new web designer, you might think this doesn’t apply to you yet. You only have a handful of clients. You’ll get organized when you’re bigger.
Here’s the truth: it’s easier to set up these systems when you have five clients than when you have fifty. Start with good habits now, and you won’t spend a weekend in year seven trying to remember which PayPal account is connected to which hosting provider for which client.
Plus, having these systems in place makes you more professional. When a client asks “what happens if something happens to you?” and you can actually answer that question with confidence, you look like someone who knows what they’re doing.
“But I’m Established…”
If you’ve been doing this for years, you probably have systems. Kind of. Maybe. They’re in your head, or spread across twelve different tools, or documented in that Google Doc you meant to update three years ago.
I get it. I was there. I had 100+ client sites and I knew where everything was. Until I tried to explain it to someone else and realized how much of my business only existed in my memory.
When you’re established, you have more at stake. More clients depending on you. More revenue that could evaporate if you’re out of commission for a month. More complexity in your hosting arrangements, your vendor relationships, your tool stack.
You can’t afford NOT to document this stuff.
What Actually Needs to Be Documented
After living through real emergencies and helping other designers through their crises, I figured out what actually matters when everything goes sideways.
It’s not a perfect plan for every scenario. It’s practical documentation that someone could actually use to keep your clients’ sites running if you couldn’t.
The bare minimum:
- Password management with emergency access for someone you trust
- Automatic backups that actually work and are stored somewhere someone else can find them
- Client list with hosting details, domain registrars, renewal dates, contact info
- Financial access so someone can pay the bills that keep sites online
- Emergency contacts who know what to do and how to reach your clients
The stuff that makes a real difference:
- Software licenses and what’s actually critical vs. nice-to-have
- Vendor relationships and who to call when things break
- Project documentation so someone can pick up where you left off
- Communication templates for notifying clients in different emergency scenarios
- Business continuity plans for various “what if” situations
Why I Built This Kit
I spent months building out these systems for my own business. I tested them through actual emergencies. I refined them every time I onboarded a new client or changed a process.
Then I looked around and realized: most web designers are one bad day away from their business collapsing and their clients being abandoned. Not because they’re irresponsible, but because nobody’s packaged this stuff in a way that’s actually useful for people who build websites.
Generic business continuity plans don’t cut it. They’re written for companies with IT departments and org charts. They don’t account for “I’m a solo designer with 30 client sites, a password manager, three hosting providers, and a lot of stuff in my head.”
So I turned my systems into something other designers can use: The “Hit by the Bus” Kit.
What’s Inside
Two documents, both in Word format so you can customize everything:
The Implementation Guide (19+ pages): Step-by-step instructions for setting up password management, automated backups, disaster recovery documentation, cybersecurity measures, asset tracking, emergency contact designation, and client communication procedures. Plus maintenance protocols, project handoff templates, vendor relationships, business continuity planning, and training resources.
The Worksheets (12+ pages/6 sections): Fillable templates for documenting your actual business. Password setup, unlimited client tracking templates, financial information, emergency contacts, software licenses, and backup procedures. Not restrictive PDF forms, actual Word documents you can adapt to your workflow.
Everything is written for web designers who use WordPress, who work with small business clients, who are the only person in their “company.”
This Took Me One Weekend
I’m not going to lie and say it was fun. Documentation never is.
But it took one weekend to work through the guide and fill out the worksheets. One weekend to protect 19 years of work and give my clients actual security beyond “Karen will handle it.”
Now the system runs itself. When I take on a new client, I add them to the worksheet. When I change a process, I update the documentation. My emergency contact knows where everything is. My clients could survive if I couldn’t.
That’s worth more than one weekend.
The Question You’re Avoiding
What happens to your clients if you can’t work tomorrow?
If you had to explain your entire business to someone else right now, could you? Could they log into your clients’ hosting accounts? Do they know which backups are current? Can they reach your clients to explain what’s happening?
If the answer is no, you have a problem. Not a theoretical, someday, maybe problem. A real problem that could blow up any Tuesday.
What This Actually Costs
I’m selling this kit for $27. That’s less than one-quarter of an hour of billable work for most designers, or two quick visits to Starbucks.
But here’s what it’s actually worth: I spent months building these systems. You can implement them in a weekend. Every client you take on after this, you’re protected. Every night you sleep, you know your clients are covered.
What’s that worth to you?
Two Types of Web Designers
I’ve worked with lots of designers over the years. There are two types:
The ones who assume they’ll get around to this documentation eventually, when things slow down, when they have time. They’re always six months away from starting.
And the ones who realize “eventually” might be too late and just do it.
You already know which type gets to keep their business when life gets complicated. You can learn more about it by clicking on the image below.
Get the Kit
I’ve put everything I learned from 19 years and multiple real emergencies into this. If you build websites, you need this documentation.
Set it up this weekend. Protect your clients and your business. Stop being the single point of failure.
Real talk: I know $27 isn’t nothing when you’re just starting out. But losing a client because their site went down and you couldn’t help them from a hospital bed costs a lot more than $27. Making your spouse deal with angry clients and scattered passwords while you’re recovering from surgery costs more than $27. Having your clients scramble to find another designer because you disappeared costs more than $27.
This is insurance that costs less than lunch. Get it before you need it.
Frequently Asked Questions
Is this just for WordPress designers?
You get four comprehensive Word documents you can download immediately:
1. **Complete Implementation Guide (18 pages)** – Step-by-step instructions for setting up every system
2. **Editable Worksheets (6 pages)** – Fillable templates for documenting your actual business
3. **Client Communication Templates (4 pages)** – Ready-to-use email templates for every emergency scenario
4. **Business Shutdown Guide (18 pages)** – Sequential checklist for your emergency contact to properly close your business
Everything is in Word format, not restrictive PDFs. Edit, customize, and adapt everything to fit your business.
Is this just for WordPress designers?
The kit is written specifically for web designers who use WordPress, but the core systems work for any web professional:
– Shopify designers
– Web developers
– Webflow designers
– Custom code developers
– Anyone managing client websites
The password management, backup systems, client documentation, and emergency planning apply regardless of your platform. You’ll just customize the technical details to match your tools.
I’m brand new. Is this overkill for someone with only 3-5 clients?
No. It’s actually easier to set this up NOW than when you have 50 clients.
Start with good documentation habits when you have five clients, and you won’t spend a weekend in year seven trying to remember which PayPal account connects to which hosting provider for which client.
Plus, when a potential client asks “what happens if something happens to you?” and you can actually answer confidently, you look more professional than most established designers.
I’ve been doing this for 15 years. I already have systems. Do I need this?
Probably, yes. Here’s why:
Your systems are likely scattered across your head, twelve different tools, and that Google Doc you meant to update three years ago. Could someone else actually USE your systems if you were in the hospital tomorrow?
This kit helps you consolidate everything into one place, test it with your emergency contact, and make sure it actually works when you’re not there to explain it.
You likely have pieces of this. This gives you the complete framework.
How long does it take to implement?
One weekend for the basics. Seriously.
– Set up password manager emergency access: 30 minutes
– Complete client list worksheet: 1-2 hours (depending on how many clients)
– Document financial info: 30 minutes
– Fill out software licenses: 1 hour
– Customize communication templates: 30 minutes
**Then ongoing maintenance:** Add new clients to the worksheet when you onboard them (5 minutes each). Update annually or when major changes happen.
Do I have to do everything in the kit?
No. Start with the critical stuff:
**Must-do (protect your clients):**
– Password manager emergency access
– Client list with hosting/domain info
– Backup documentation
**Should-do (protect your business):**
– Financial information
– Emergency contacts
– Software licenses
**Nice-to-have (comprehensive coverage):**
– Cybersecurity measures
– Asset inventory
– Legal documentation
Do what makes sense for your situation. The kit is modular – take what you need, skip what doesn’t apply.
Can I share this with my emergency contact?
Yes, you SHOULD share the completed worksheets with your emergency contact. That’s the whole point.
What you CAN’T do: Share the blank kit with other web designers or post it publicly. The license covers one business owner (you) and your designated emergency contact.
What if I don’t have an emergency contact?
The kit includes guidance on how to designate one, what authority they need, and how to train them on your systems.
Start thinking about who it could be:
– Spouse or partner
– Family member
– Trusted friend
– Professional colleague
– Attorney or accountant (less ideal but workable)
If you truly have no one, the documentation still helps your estate executor or a professional you hire later.
What software/tools do I need?
**To use the kit:**
– Microsoft Word (or Google Docs to convert the files)
– A password manager (1Password, Keeper, LastPass, or Dashlane recommended)
– Whatever backup solution you’re already using
**The kit helps you set up:**
– Password manager emergency access
– Automated backup systems
– Client documentation
You don’t need to buy any new tools. Use what you already have.
Does this work with [specific hosting provider]?
Yes. The kit is platform-agnostic.
Whether you use SiteGround, WP Engine, Kinsta, Bluehost, or any other hosting provider, the documentation systems work the same way. You’ll just fill in your specific provider details in the worksheets.
Same with domain registrars, backup services, and other tools. The framework is universal.
I use a password manager already. Why do I need emergency access?
Having passwords saved is different from someone else being able to ACCESS those passwords when you can’t.
Emergency access means:
– Your designated contact can request access to your password vault
– After a waiting period (usually 24-48 hours), they get in
– They can retrieve the passwords needed to help your clients
– You maintain control
– you can deny the request if you’re able
Without emergency access configured, your passwords die with you. Your emergency contact can’t help anyone.
Is this a legal document or legal advice?
No. This is a business planning tool, not legal advice.
The kit includes guidance on what legal documents you SHOULD have (power of attorney, will, business succession plan) and recommends you work with an attorney to create them.
What the kit provides: Documentation systems, templates, and planning frameworks.
What you still need: An attorney to create actual legal documents for your state.
What about GDPR/privacy compliance?
The kit helps you document your systems securely without violating privacy laws:
– Passwords go in your password manager, not in plain text
– Client data stays in the worksheets (stored securely, shared only with your emergency contact)
– Communication templates include privacy-conscious language
You’re documenting what you already have access to, not creating new privacy risks. But if you’re handling EU clients or sensitive data, consult your privacy attorney about what to include.
Will this actually hold up if something happens?
The kit gives your emergency contact practical documentation they can actually use. Whether it “holds up” depends on having proper legal documents in place (power of attorney, will, etc.).
Real scenario: A web designer was hospitalized unexpectedly. Her emergency contact used the kit documentation to:
– Access the password manager
– Check on client sites
– Respond to urgent emails
– Keep everything running for two weeks
That’s what the kit does. It doesn’t replace legal documents, but it makes the practical side possible.
Why is it only $27? What’s the catch?
No catch. Here’s my thinking:
**It should be affordable** because every web designer needs this, not just the ones who can drop $200 on a course.
**It’s a digital product** – no printing costs, shipping, or inventory. Once I created it, the marginal cost is zero.
**I want you to actually use it** – At $27, you’re more likely to buy it and implement it than if it’s $197 and you “plan to get it eventually.”
**It’s valuable to me too** – The more web designers who have emergency plans, the fewer clients get abandoned when life happens.
Is there a money-back guarantee?
Yes. 30-day guarantee.
If you download the kit and it’s not what you expected, email me within 30 days and I’ll refund your purchase.
The only thing I ask: Tell me why it didn’t work for you so I can make it better.
Do you offer discounts for agencies or bulk purchases?
Not currently, but email me if you want to buy for multiple team members. We can work something out.
For solo designers and small teams (2-3 people), the single license is appropriate – adapt it for your business and share completed worksheets with relevant people.
Do I get updates if you improve the kit?
Yes. If I release an updated version, previous buyers get it free.
I’ll email you when updates are available. Your download link doesn’t expire.
What if I have questions while implementing?
Email me: hello@karenlewiscreative.com
I provide email support for implementation questions like:
– “Which password manager should I use?”
– “How do I set up emergency access in 1Password?”
– “What should I include in my client documentation?”
What I DON’T provide support for:
– Technical WordPress troubleshooting
– Client website issues
– Custom document creation
– Legal or accounting advice
Can you set this up for me?
Not as a packaged service, but if you need hands-on help, email me. We can discuss custom consulting.
The kit is designed to be DIY-friendly – most people implement it in one weekend without help. But if you’re stuck or want someone to review your setup, I can help.
Still Have Questions?
**Email me:** hello@karenlewiscreative.com
**Want to see exactly what’s inside before buying?** The blog post above shows you the structure and what’s included. The kit expands on everything described there with fillable templates and step-by-step instructions.
**Not sure if this is for you?** Ask yourself: Could someone else access your clients’ websites and help them if you were in the hospital tomorrow? If the answer is no, you need this.
