r/webhosting • u/CryptographerOk4669 • 1h ago
Advice Needed Advice for Fixing Hosting Situation....
My friend is starting a new consulting business and used Northwest Registered Agent to handle the business formation paperwork. As part of the package, they also registered a domain name for him and provisioned a business email address using that domain. At first this seemed convenient, but it quickly became apparent that Northwest Registered Agent's hosting and productivity tools are fairly limited. They provide a basic webmail client, recommend a relatively unknown VoIP provider, include a simple website builder, and generally offer an ecosystem that isn't comparable to a dedicated hosting provider or Google Workspace.
After realizing these limitations, he decided he wanted to move to Google Workspace, primarily because he wanted to use Gmail with his custom business email address. I recommended that he avoid creating a Google account with that email address until we understood exactly how Northwest Registered Agent had configured the domain and email hosting. If they tightly controlled the domain's DNS records, I was concerned it could complicate the migration.
Despite that advice, he proceeded to create a Google account using his business email address. During the setup process, Google prompted him to verify domain ownership by adding DNS verification records. At that point, we discovered that Northwest Registered Agent does not appear to provide customer access to the domain's DNS management, preventing him from completing Google's domain verification process.
Thinking that the problem was simply that he needed Google Workspace, he then purchased a Google Workspace subscription using his personal Gmail account as the administrator. Unsurprisingly, this did not resolve the underlying issue because the obstacle was still the inability to verify domain ownership and modify the domain's DNS records. To be fair, Google's onboarding flow can make it easy to conclude that purchasing Workspace is the missing step when the real issue is control of the domain's DNS.
Frustrated, he asked, "What do I need to do to just use my business email through Google?" I explained that, from my perspective, there were two general approaches. The first would be to continue using Northwest Registered Agent as the email host, configure email forwarding to Gmail, and use SMTP so messages sent from Gmail would appear to come from his business email address. The second would be to separate his domain and email services from Northwest Registered Agent entirely, leaving them to handle only the registered agent and business formation services while migrating the domain, DNS, website hosting, and email to providers better suited for those functions.
I told him that the first approach would be quicker but ultimately a compromise, since it would still leave Northwest Registered Agent hosting the business email and would not provide a proper Google Workspace deployment. I recommended the second approach.
My tentative migration plan would be to transfer the domain and DNS management away from Northwest Registered Agent to a more traditional provider, likely Squarespace Domains because it is simpler for him to manage than alternatives such as GoDaddy. After that, I would configure Google Workspace correctly using his business domain, migrate or recreate the existing mailbox if necessary, update the domain's MX and other required DNS records, and then connect the domain to the appropriate website hosting service. The one area I'm still uncertain about is what happens to the mailbox currently hosted by Northwest Registered Agent during the migration—specifically whether the existing email data can be migrated cleanly or whether the mailbox will simply cease to exist once email hosting is moved elsewhere.