Domain & DNS Management: Essential Guide for Hosting Clients

• Domain Registrars – Companies like Axxess, Afrihost, or Domains allow clients to register and manage domains. 

• WHOIS Information – Every domain has ownership details, but WHOIS privacy protection can hide personal data. 

• Expiration Risks – If a client doesn’t renew their domain on time, they may lose it or have to pay a redemption fee. 

• DNS (Domain Name System) translates domain names into IP addresses. The key records clients should know about: DNS (Domain Name System) is what translates a human-friendly domain (e.g., axxesstest2.co.za) into an IP address that computers understand (e.g., 156.155.252.1). Here’s a deeper dive into key DNS records and their importance: 

Key DNS Records Explained 

• A Record (Address Record) 

• • Maps a domain name to an IPv4 address. 

• • Example: axxesstest2.co.za → 156.155.252.63 

• • Clients need this when pointing their domain to a hosting server. 

• CNAME Record (Canonical Name Record) 

• • Redirects one domain/subdomain to another. 

• • Example: www.axxesstest2.co.za → axxesstest2.co.za 

• • Clients use this for aliasing, like when a subdomain needs to point to an existing service (e.g., blog.axxesstest2.co.za → help.axxess.co.za). 

• MX Record (Mail Exchange Record) 

• • Specifies the mail server responsible for receiving emails for a domain. 

• • Example: 

Priority 10 → mx1.tld-mx.com  
Priority 20 → mx2.tld-mx.net   
 

• • Clients must update MX records when using third-party email services like Google Workspace or Microsoft 365. 

• TXT Record (Text Record) 

• • Stores human-readable or machine-readable text in the DNS. 

• • Common Uses: 

• • • SPF (Sender Policy Framework) – Defines which mail servers are allowed to send emails on behalf of the domain. 

• • • DKIM (DomainKeys Identified Mail) – Adds an encryption key to verify email authenticity. 

• • • DMARC (Domain-based Message Authentication, Reporting, and Conformance) – Helps prevent phishing and email spoofing. 

• • Example TXT Record for SPF: 

“v=spf1 +a +mx +ip4: 156.155.252.1 include:relay.mailchannels.net ~all” 

• • Clients need TXT records for email security and domain verification (e.g., Google Search Console). 

• TTL (Time to Live) 

• Specifies how long a DNS record should be cached before refreshing. 

• • Example: 

• • • Low TTL (e.g., 300 seconds / 5 minutes) → Faster updates but increases DNS lookup load. 

• • • High TTL (e.g., 86400 seconds / 24 hours) → Slower updates but reduces DNS lookup requests. 

• • When making DNS changes, lowering the TTL beforehand can help speed up propagation. 

• DNS Caching: Internet Service Providers (ISPs) and devices cache DNS records for a set period (based on TTL settings). 

• Global DNS Network: DNS servers worldwide need to sync updated records, which takes time. 

• Different Refresh Rates: Some ISPs refresh DNS records faster than others, causing inconsistencies during propagation. 

• TTL Setting – Lower TTL speeds up updates (e.g., 300 seconds means the change should take effect in 5 minutes). 

• ISP Caching Policies – Some ISPs ignore TTL settings and refresh at their own intervals (could take up to 48 hours). 

• DNS Server Load – Heavily used servers may take longer to update records. 

• DNS Checker – https://dnschecker.org  (Checks DNS records globally). 

• Command Line Tools: 

• • nslookup axxesstest2.co.za (Windows) 

• • dig axxesstest2.co.za (Linux/macOS) 

• • ping axxesstest2.co.za (Checks response from the updated IP). 

• This method involves changing the NS records to use the third-party provider’s DNS servers. 

• Every domain has NS records that tell the internet which DNS provider is managing the domain. 

• When a client switches to another provider’s name servers, that provider takes full control of the domain’s DNS settings. 

• If a client wants to use Wix for their website, they will receive name servers like: 

• ns1.wixdns.net   
  ns2.wixdns.net   
   

• The client needs to update their domain’s NS records at their registrar (e.g., Axxess, Afrihost, Domains, etc.). 

• • Pros of Using NS Records 

• • ✅ Automatic Configuration – The provider manages DNS settings automatically. 
    ✅ Simplifies Setup – No need to manually adjust A, CNAME, MX, or TXT records. 
    ✅ Recommended for Non-Technical Users – Best for clients who don’t want to deal with DNS settings. 

• • Cons of Using NS Records 

• • ❌ Loss of DNS Control – The client can’t manage individual DNS records. 
    ❌ Email Services May Break – If the domain uses custom email (e.g., Microsoft 365, Google Workspace), clients may need to reconfigure MX records. 
    ❌ Slower to Switch Back – If the client changes their mind, switching back requires another DNS propagation period (up to 48 hours). 

Method 2: Using A and CNAME Records (Recommended for More Control) 

• Instead of changing name servers, clients can keep their current DNS provider and only update the A and CNAME records as needed. 

How It Works 

• The A record is updated to point to the external service’s IP address. 

• The CNAME record is used to point subdomains to the third-party service’s domain. 

• A Record: 

• axxesstest2.co.za → 185.230.63.107 (Wix’s IP) 
   

• CNAME Record: 

• axxesstest2.co.za → www123.wixdns.net 
   

• Pros of Using A/CNAME Records 

• ✅ Retains Full Control Over DNS – Clients can still manage email and other services. 
  ✅ More Flexibility – They can use different services for their website, email, and subdomains. 
  ✅ Easier to Switch Back – If they stop using Wix, Shopify, etc., they only need to update a few DNS records. 

• Cons of Using A/CNAME Records 

• ❌ Requires Manual Setup – Clients must enter the correct IP addresses and subdomains. 
  ❌ More Room for Mistakes – Incorrect DNS settings can break the website or email.