E-mail
Scenario
Jane's organization hasn't updated their Kabissa hosted Web site in 3 years because the person who helped them design it has left the organization and didn't pass on that knowledge. At this point, Jane has decided that the information on their site is so out of date that the site should just be deleted. In the meantime, they are raising funds to hire a Web designer who will also train them on updating their site regularly. They write to Kabissa asking to cancel their hosting account and delete their Web site files. They may host their new site with us, but are not sure, since a friend recommended another host in Kenya. The Kabissa team is sorry that they're no longer hosting with us, but does what they ask and sends a confirmation e-mail when it's all complete.
Tim's organization has not responded to three renewal invoices, including the last one, indicating that their hosting account will be disabled if we do not hear from them. The Kabissa team turns off their hosting account, so their Web site is unavailable to visitors. After one year, they delete the account entirely from the servers.
Flowchart
Kabissa home page > Member login > My Accounts > Cancel Hosting > Confirm Cancellation
E-mail link > My Accounts > Cancel Hosting >Confirm Cancellation
Detail
An organization can cancel their hosting in several ways:
- The administrative or technical contact can log in to the Kabissa site and navigate to their accounts page. There should be a link to cancel hosting which leads to a Confirm Cancellation page asking to confirm that they want to cancel hosting and asks what they would like us to do with their files and/or domain name.
- The administrative or technical contact can follow a link in a hosting renewal invoice directly to the My Accounts section where they can click to cancel hosting.
- The Kabissa team can also manually cancel their account after corresponding with an organization's technical or administrative contact via e-mail.
After the form is submitted, an e-mail confirmation gets sent to the administrative and technical contacts, with a BCC to hosting arrobas kabissa.org(This is to notify the Kabissa team about cancellations). When a hosting account is cancelled, the status of the account is changed to "Cancelled - client initiated" and an end date is recorded. Notified by the e-mail to hosting arrobas kabissa.org, the Kabissa team will follow the instructions of the organization and either delete or disable the account on our server. She will then send a confirmation e-mail (using a template e-mail) to the organization's technical and administrative contacts.
Editorial notes: Determine what types of questions we should ask on the confirm cancellation page - e.g. "delete my files after 30 days" or "I am transferring to another host" etc.
When the Kabissa team cancels an organizations hosting, due to nonpayment of invoices, or inactivation of membership, they will change the hosting account to "Cancelled - Kabissa initiated" and record the end date. This can be done on an individual record basis, or as mass action.
On our server, we will turn off the hosting, but not delete the files. All accounts with a status of "suspended" older than a year old should be deleted off our server and their status changed to "deleted" in the membership database. If they contact us within that year and pay their invoice,
we will reactivate their hosting and change the status back to "active."
Open issue: Do we need this much differentiation?
Technical note: Mass actions would be helpful here - to be able to change several organizations' hosting status to "suspended" and record the date, or "deleted" and record the date.
