E-mail
This spec is not finalized, but describes the general process of renewing hosting accounts. We will need to go through it once we know what e-commerce module we will be using to keep track of hosting. All this should be administered within CiviCRM (even if it actually happens through the e-commerce module).
Scenario
It's the 15thof the month, so Liz is sending invoices to organizations whose hosting is up for renewal. For example, Kenyan Youth Development Organization hosts their Web site, http://www.kenyanyouth.org, with Kabissa. About 11 months after they paid for their hosting account, their technical contact gets an e-mail invoice telling them that it is time to pay for another year of hosting and domain registration. Since they like hosting with Kabissa so much, they are pleased to pay their invoice and head right to the bank to make a wire transfer. About a week later, they receive an e-mail invoice telling them their payment has been made.
Flowchart
1st invoice: Automatic E-mail
2nd invoice: Login to CiviCRM > Saved Search: 1st Invoices Sent > Send Second invoice
3rd invoice: Login to CiviCRM > Saved Search: 2nd Invoices Sent > Send Third invoice
Disable: Login to CiviCRM > Saved Search: 3rd Invoices Sent > Disable Hosting
Detail
When an organization first orders a hosting product with a subscription range (e.g. one year of hosting), Kabissa will generally check an automatic renewal box, indicating that the system should invoice them again when the subscription runs out. One month before the end date of a hosting product, a new hosting orderis added, with an invoice automatically created and sent to the administrative contact(s) and technical contact(s), from hosting arrobas kabissa.org. The new order should have a status of new, and there should be an indication somewhere that the first invoice has been sent (so that it will be possible to run a report or somehow generate a list of all hosting orders who have received a first invoice).
When the organization makes a payment, the Member Relations Manager once again logs into the Membership Database Backend and finds the organization's record. She records the payment amount and the payment date. She changes the hosting order status back to active and sends an e-mail receipt (using an e-mail template) to the administrative contact and technical contact.
If the organization does not pay their invoice by the next month, they will receive a second notice. The Member Relations Manager will login to the Membership Database backend and see a list of accounts who have received first invoices (this will also include brand new hosting orders that have received a first invoice, not just renewal orders). She should be able to select all of the accounts who should receive a second invoice, send the invoice, and record that the second invoice has been sent.
If the organization does not pay their invoice by the third month, the Member Relations Manager will send a third and final invoice, indicating that their account will be disabled if they do not respond to this invoice. Similarly to above, they will run a report to generate a list of all organizations who have received two invoices. They will select all organizations who should receive a third and final invoice, send the invoice, and record that the third invoice has been sent.
Finally, if the following month the organization still has not paid their invoice, the Member Relations Manager will generate a list of all organizations who have received a third invoice and still have an outstanding balance. They will select all organizations whose hosting will be disabled, and be able to record the end date for the account and change status to Disabled - did not renew.
Technical note: All of the invoicing should happen in mass actions - from the list of accounts, user should be able to select all to receive an invoice and send with one or two clicks, rather than doing it organization by organization. But, need to also be able to send invoices manually and remove organizations from the list to be invoiced.
Open Issue: How should we indicate that the old hosting account is pending renewal? Potentially change the status of old hosting account to pending renewal, and then when invoice paid, can indicate renewed?
Editorial Note: The template e-mail invoices should have clear links to an upgrade/downgrade form on the Kabissa site, as well as a link to cancel hosting
