Migrating a WordPress website can be a daunting task, especially for marketing agencies that manage multiple clients, work under tight deadlines, and have custom builds. Whether you're moving to a new host, transitioning to a WordPress multisite setup, or upgrading your client's infrastructure, one critical factor must be addressed: downtime.

For agencies offering WordPress development services, even a few minutes of site downtime can mean lost revenue, broken campaigns, and unhappy clients. In this guide, we'll walk you through actionable, non-technical tips and best practices to minimize downtime during WordPress migrations, whether you're working with single installations or full multisite networks.

This guide is helpful for agencies seeking a reliable WordPress migration service, offering white-label WordPress solutions, or considering tools like All-in-One WP Migration. Let’s explore how you can make every migration seamless.

Why Downtime Matters in WordPress Migrations

Downtime refers to any period when a website is unavailable or unresponsive. During a migration, this can occur if:

• DNS changes propagate slowly.
  
• Data isn't transferred completely.
  
• Plugins/themes break in the new environment.
  
• SSL certificates aren’t configured in time.
  
• A site goes live with database or file errors.

For agencies, especially those running PPC or email campaigns, this leads to serious risks:

• Lost revenue for clients relying on real-time traffic.
  
• SEO penalties if search engines crawl a broken site.
  
• Erosion of client trust and increased support overhead.

Agencies need migration strategies that preserve uptime, performance, and integrity.

Pre-Migration Checklist: Lay the Foundation for Zero Downtime

Downtime often happens not during the migration itself, but due to inadequate preparation. A thorough checklist ensures smoother transitions.

1. Clone the Site in a Staging Environment

Before touching anything on the live site, clone it to a staging environment. This lets your developers test:

• Plugin compatibility
  
• Theme and layout integrity
  
• Server environment differences

Work Hero, for example, uses staging environments as standard during every site migration or redesign project. Tools like WP Stagecoach or host-provided staging can help streamline this.

2. Choose the Right Hosting Partner

Not all hosts are equal. When migrating a WordPress site, pick a provider that supports:

• PHP version compatibility with your theme/plugins
  
• Automated backups
  
• Easy domain and SSL transfer
  
• WP-CLI for command-line migrations

If you're managing multiple clients or providing WordPress multisite support, opt for a host that is familiar with multisite configurations. Kinsta, Cloudways, and WP Engine are popular among agencies.

3. Use Migration-Safe Plugins (But Don’t Rely Solely on Them)

Plugins like All-in-One WP Migration, Duplicator, or Migrate Guru simplify the technical steps. But even the best plugins can:

• Time out on large sites
  
• Struggle with serialized data
  
• Fail with custom post types or complex fields.

Run a test migration first and inspect the staging environment for broken links, layout shifts, and 404s. If you're unsure, consider hiring a WordPress migration agency with experience in handling large or complex sites.

DNS Strategy: The Hidden Hero of Downtime Prevention

One overlooked cause of downtime is DNS propagation. DNS changes (like switching nameservers or updating A records) can take up to 48 hours to propagate globally. During that window, some users see the old site, while others land on the new one or a broken page.

Tip

Keep the old host active for 48–72 hours after DNS changes. This overlap ensures that users don’t encounter downtime while propagation is in progress.

If you're using Cloudflare or a similar DNS manager, update DNS settings there rather than at the domain registrar. Changes often propagate faster.

Managing Migrations with WordPress Multisite

Migrating a WordPress multisite network introduces an additional layer of complexity. Each subsite may have:

• Unique domain mappings
  
• Independent plugins
  
• Different user roles and permissions

Best practices for multisite migrations include:

• Backing up the entire database and the wp-content directory.
  
• Testing subsite domain mappings in staging.
  
• Checking .htaccess rules and wp-config.php definitions.

Agencies that regularly support multisite clients should consider partnering with a provider like Work Hero, which offers white-label WordPress multisite support with a consistent QA process.

Time the Migration Strategically

One of the simplest ways to reduce client impact is to schedule migrations during off-peak hours. If analytics show that most traffic comes from 9 AM to 5 PM EST, consider migrating between midnight and 4 AM.

Also, notify your clients about the planned window and assure them you’re monitoring post-migration issues.

Backups Are Not Optional—They’re Essential

This can't be overstated: take multiple backups before migration. Include:

• Database
  
• Theme and plugin files
  
• Media uploads

Backups should be stored in at least two locations: the original host and a cloud backup solution, such as Dropbox or Google Drive.

If you're using a plugin like UpdraftPlus, test that your backup can be restored properly; don’t assume the plugin will work when you need it most.

Post-Migration Checklist: Catch Issues Before Clients Do

After DNS changes and file transfers are complete, take the time to test the new live environment thoroughly.

Check for:

• Broken links
  
• SSL errors
  
• Plugin conflicts
  
• Media missing or not displaying
  
• Redirect loops

Utilize tools like Screaming Frog SEO Spider to crawl the site and identify issues quickly and efficiently.

If you're working with high-volume or high-value clients, consider using third-party uptime monitoring (e.g., UptimeRobot or Pingdom) during and after the migration to track any service disruptions.

The Case for Outsourcing WordPress Migrations as an Agency

WordPress development is rarely the core strength of a marketing agency. When developers are freelancers or worse, unavailable during emergencies, agencies risk client dissatisfaction.

That’s where white label solutions like Work Hero offer strategic value:

• 100% reliable, U.S.-based WordPress developers
  
• No need to vet or manage freelancers
  
• Fast turnaround times, even for complex builds
  
• Ongoing maintenance and emergency support

This makes migration just one part of a broader offering—one that generates recurring revenue for the agency without stretching internal resources.

Case Study: Marketing Agency Regains Control with Work Hero

One U.S.-based agency struggled for months with a freelance WordPress developer who ghosted them during a high-stakes migration. They lost a client and had to refund thousands in fees.

After switching to Work Hero, they not only migrated six client sites without incident but also transitioned to offering monthly WordPress support as a recurring service, entirely white-labeled.

Their account manager at Work Hero handled communication, updates, and emergency fixes all under the agency's branding.

This not only reduced stress but also helped the agency grow its monthly revenue by 35% within a quarter.

Common Mistakes to Avoid During Migration

Agencies often fall into these traps:

Migrating Without a Staging Site

This leaves you guessing how the site will behave in the new environment.

Rushing DNS Changes

Always test the site before switching to a new DNS. And wait for propagation to complete.

Ignoring Email Configurations

If the client uses a domain-based email address (e.g., info@clientsite.com), ensure that the mail records (MX, SPF, DKIM) are correctly configured.

Relying on a Single Backup

Redundancy is key. Keep local and cloud copies.

Not Checking File Permissions

Incorrect file permissions can break uploads, themes, and even admin access.

When You Shouldn't DIY Your Migration

If you're:

• Managing a WordPress multisite network
  
• Migrating a WooCommerce store with many products and orders
  
• Upgrading from a page builder to a custom theme
  
• Moving to a new domain with 301 redirects

It’s best to bring in a WordPress migration agency or a white-label partner. The cost of downtime far outweighs the cost of expert support.

Stress-Free Migrations with Work Hero

Keep Your Clients Live and Happy

Migrations don’t have to be stressful. With the right tools, strategy, and partner, you can transition WordPress sites without anyone noticing a thing, except faster load times or a better backend.

If you’re an agency that’s tired of flaky freelancers or late-night migration stress, consider partnering with Work Hero.

We offer white-label WordPress solutions tailored to agencies, including multisite support, Figma-to-WordPress development, and ongoing care plans.

Learn how we can take migrations off your plate and help you grow: https://www.useworkhero.com/