Documentation sample · Website handover
Sample website handover guide
See the kind of written instructions Ketorah can provide after a website project. This sample shows how an owner can manage inquiries, maintain website content, and protect the site's search setup.
The instructions use Ketorah's own website as the working example. Read them to assess the clarity and usefulness of our documentation. A guide for your business would reflect your website, tools, and agreed scope.
Understand the handover
Purpose
Use this guide to manage the Ketorah website without losing inquiries or disrupting the form and search setup.
Audience
The website owner or the person responsible for reviewing inquiries and coordinating website updates.
Access needed
- Access to the Ketorah website project in Netlify.
- Access to the inbox configured for form notifications.
- Access to the verified ketorahdigital.com property in Google Search Console for indexing checks.
System reference
| Item | Location or name |
|---|---|
| Public website | ketorahdigital.com |
| Hosting project | ketorah-digital-systems in Netlify |
| Inquiry records | Netlify Forms; form name: contact |
| Email notification | The owner's configured notification inbox |
| Search status | Google Search Console; domain property: ketorahdigital.com |
Privacy rule
Keep passwords, access tokens, and customer records out of public documentation. Share account access through an agreed secure method.
Review project inquiries
How it works
The website form sends an inquiry to Netlify Forms. Netlify filters the submission and can send an email notification. Check the form record as well as the inbox when confirming receipt.
Procedure
| Step | Action |
|---|---|
| 1 | Open the ketorah-digital-systems project in Netlify. |
| 2 | Open Forms and select contact. |
| 3 | Review verified submissions. Open an inquiry to read the requested service and project description. |
| 4 | Review the spam view for legitimate inquiries that may have been filtered. Inspect a message before changing its status. |
| 5 | Record the inquiry's next action in your private working record. Use Choose the next step to assess it. |
Completion check
The inquiry has been reviewed and assigned a next action. If delivery is being tested, confirm the stored record and inbox receipt separately.
Find a missing inquiry
When to use
Use this table when someone reports submitting an inquiry but the expected record or email is missing.
Troubleshooting
| If you find… | Then… |
|---|---|
| A matching verified submission, but no email | Check the notification inbox and its spam folder. Confirm that the Netlify email notification is configured for the intended recipient. |
| A matching submission in Netlify's spam view | Read it. If it is legitimate, mark it verified, then check the inbox again. Keep spam protection enabled. |
| No matching submission in either view | Confirm the website address, approximate submission time, and contact form used. Investigate the request and form registration before asking for another submission. |
| A stored inquiry and its email notification | Record delivery as confirmed for that inquiry and choose the next action. |
Important distinction
A website success message alone does not confirm inbox delivery. During the Ketorah site's delivery check, the owner found the test in Netlify spam, marked it verified, and then confirmed receiving the email.
Choose the next step
Decision criteria
| If the request… | Next action |
|---|---|
| Has an unclear goal or missing constraints | Ask for the information needed to understand the desired result, responsibilities, and limitations. |
| Appears suitable for Ketorah's services | Clarify the requirements, then propose deliverables, acceptance criteria, timing, and a fee before starting. |
| Falls outside the services or available capacity | Decline clearly. Suggest another route only when there is a suitable, known option. |
Tracking rule
Record an inquiry, proposal, acceptance, and verified payment as separate stages. A completed form is not a sale. Keep identifying customer information in a private record.
Update and check the website
Before changing content
Define the change and the customer need it addresses. Preserve the four service areas, accurate work labels, contact connection, and existing search setup.
Release procedure
| Step | Action |
|---|---|
| 1 | Review the proposed content and layout before publishing.Check the company name, intended outcome, and deliverables. Confirm any result claims are supported. |
| 2 | Check the updated page on desktop and mobile.Text is readable, navigation works, and the page does not overflow the screen. |
| 3 | Check the inquiry path without sending a live request unless a test is authorized.Primary buttons reach the form, service choices work, and required fields are clear. |
| 4 | Publish through the agreed release process and inspect the live result.The approved content is visible and the form, guide, robots file, and sitemap remain accessible. |
| 5 | Record what changed, the release date, and the checks completed.If a real inquiry test was authorized, confirm its stored record and inbox receipt. Avoid duplicate test messages. |
Completion check
The approved update is live, the relevant checks have passed, and any unresolved issue is recorded with a next action.
Maintain search discoverability
Items to preserve
| Item | Purpose |
|---|---|
| Content in the initial page HTML | Makes the main content readable without waiting for JavaScript. |
| Canonical URL | Identifies the preferred address for each page. |
| Structured business data | Describes the organization, website, and services in a machine-readable form. |
| robots.txt | Communicates crawl instructions and the sitemap location. |
| sitemap.xml | Lists the public pages intended for search discovery. |
Indexing check
| Step | Action |
|---|---|
| 1 | Open the verified ketorahdigital.com domain property. |
| 2 | Enter the exact public page address in URL Inspection. |
| 3 | Review the indexed-status result and any stated reason for exclusion. Use a live test when checking current accessibility. |
| 4 | Record the result and the next action. Do not infer ranking or customer traffic from a successful sitemap submission. |
Interpretation rule
Sitemap success means Google processed the sitemap. Page indexing, search ranking, visits, inquiries, and paid projects are separate outcomes that require their own evidence.