Managing your client sites

Updated on 21-April-2016 at 2:02 PM

Business Catalyst has a number of stages and settings which a site can be in and you should be familiar with these.  For more detail please refer to the information below.

  • Partner Site:  At the time of signing up to Business Catalyst your Partner Portal account is created and you are assigned a free partner site.
  • Trial / Temporary Site: Trial sites are sites triggered on the platform that will automatically have a 30 day expiry date.  Prior to a Trial site's expiry date, you can upgrade, delete or extend the expiration date for a Trial site.  Trial sites from a functionality point of view are the same as paid sites with the exception of a number of final setup points.  You can only do the following once you upgrade and pay for a site:
    • Add your customer's domain to the site, e.g. yourcustomer.com
    • Add a payment gateway to the site and collect payments
    • Add pop email addresses 
    • Enable search engine integration for maximum visibility in major search engines
    • Send email marketing in larger volumes
  • Note: There is a limit of 100 temporary sites for free partners.

  • Paid Site: To go live with a Trial site it must initially be upgraded to a paid site .  Once you have paid for your Trial site you will be able to complete the final set-up (points listed above) and go live with this site. 
  • Expired Site: An expired site is one that has exceeded the expiry date set for that site.  We offer 30 day Trial sites at the time of triggering a site with the ability to extend these as required.  Refer to detail below on how to extend Trial sites.
  • Cancelled Site: Once a Trial or live upgraded site has been cancelled, you will no longer be able to access this site & it will no longer be seen as a site in your Partner Portal under the Clients section.

Accessing your client sites

There are a couple of ways you can quickly and easily access the admin of your client sites with just your partner login details.

  1. The first method is to login to your partner portal. From here you can click the My Sites tab, and then access any one of your sites by clicking the manage link to the right of the site name.
  2. The second method allows you to access the last 5 sites you have created. Log in to any one of your sites using your partner login details, and place your mouse on the down arrow next to your partner image in the upper left side of the admin.

Updating site details

From within your partner portal, you have the ability to update a sites name, system/secure URL's and the time-zone associated to a site. To update these details, login to your partner portal and click the My Sites tab.

From here, you can click on one of your sites and update the following site details:

  • Site name - To update the site name, click on the Change name link found on the site details screen as below:
  • System and Secure URL - To update the system and secure URL for a site, click on Change under the URL section as below:
  • Time Zone - To update the time zone set for a site, click change next to Time Zone in the details section of your site:

Add yourself as a site admin

When pulling up the site details panel you can also see the users who are already added as Admin users to that site:

Only the users listed there can login into this site's Admin Console. If you need to login to this site you will first need to add yourself as an admin user for this particular site. In order to do this you can click the Add me to this site link.

Do note that any user who can login into the partner portal can add himself or herself to any site under that particular partner portal.

Triggering Trial Sites

To trigger a new Business Catalyst trial site, from within your partner portal, select My Sites > Create New Site.

When you create a site via your Partner Portal the site will be assigned to your Partner profile. This ensures you can more easily manage this site on an ongoing basis.  All Trial sites have an expiry date of 30 days at which time you can extend, delete or upgrade the site. 

There is no cost for Trial sites. You may create as many Trial sites as you need. It can often be effective to create Trial sites when presenting the Business Catalyst solution to new prospects. You only pay for the hosting fees when you decide to upgrade to a Live Site.

Trial sites can also be triggered by potential end users when using the 30-Day Trial site button feature setup on Partner Sites.  This feature is only available to Premium Partners.  

Extend a Trial Site Expiry Date 

If a Trial site is reaching its expiry then you can extend it yourself when there is 7-days or less remaining. Each time you do this, the site will be extended for 2-weeks. You can extend Trial sites for up to 2-years.  

To extend the expiry date simply access the Partner Portal > My Sites. Select the site you want to extend and then click Extend Expiry.

Beyond the period noted above, if you still need your site extended please submit a case via the Support form in your Partner Portal to the technical support team. They'll be happy to extend the site further for you. 

Important: We confirm that the platform will automatically remove expired sites located under your Partner Portal account that have not been deleted.  The platform will automatically remove these from the system after a few months of inactivity. Please note that if a site contains important information then you should not let it expire. Business Catalyst reserves the right to irretrievably remove a site upon expiration. These sites can not be re-enabled. 

Deleting Trial and Expired Sites 

At any time you can delete Trial and expired sites yourself via your Partner Portal.  To delete a site simply access the Partner Portal > My Sites and Select the Site found under Trial or Expired Sites section. Click Delete site from the site details screen.

Note: We recommend that you back up this site  (link to back up site back up article in support KB) prior to deleting if you want to keep any of its content.  

Upgrading a Trial Site to a Live / Paid Site

As a Partner you can upgrade Trial sites yourself at anytime via your Partner Portal. 

To upgrade a Trial site to live/paid simply access the Partner Portal > My Sites and select the Site found under Trial or Expired Sites section. Click Upgrade site from the site details screen.

For more information on upgrading your Trial Sites to Live / Paid sites, please refer to the following article: Upgrading Your Trial Site.

Pausing Billing to Paid sites

Business Catalyst can not pause a paid site for a period of time and then resume its activity at a later date.  Both paid and Trial sites take up resources and for this reason we cannot keep sites on hold for resumption at a future date. You have a number of options available: 

  • If you want to pause a site due to unpaid fees to you by your client, as the Partner you have a number of options available to you.
  • You can remove the user/s of a site and add them once more when you have received their payment.  However, please note that if the user is using our POP email, removing a user will delete their email account.  Before you proceed with this we recommend that you back up their email account.
  • You can change the start page that their domain is pointing to.  You can do this by logging into your clients site, and selecting Site Settings > Site domains and updating the home page.
  • Finally, you could change the permission of the user/s so that they do not have access to the Webpages.

Since pausing a site is not possible and it's likely that you will require your site again in the future you might consider downgrading it to lower cost plan in order to avoid permanent deletion of the site (please keep in mind that data and functionality from a site on a plan higher is lost once the plan is downgraded to a lower plan).  For more information on our plans please visit our Business Catalyst website.

And finally if you no longer require the paid site you will need to cancel the site via your Partner Portal.  Once a site is canceled, it is not retrievable at a later date.  Detail on how to cancel a site can be found below. 

Cancelling a Paid Site 

 Partner: To cancel a site, this is handled by you directly from within your Partner Portal > My Sites - choose site (click on the name of the site) & select to 'Delete' this site. Please ensure you action this at least 2 days prior to the next hosting renewal invoice date to ensure no further hosting invoices are processed.

 

Customer: a) If the site is set to invoice your BC Partner, please contact them to request the cancellation.

b) If the site is set to invoice you directly, you are able to cancel your site through the site administration area:

1. Login to your site admin area (e.g.: http://yourcustomersitedomain.com/admin) using your admin user email

2. Go to Site Settings

3. Go to Site Management

4. Select to Delete your site


  No further invoices will process & the site will be deleted irretrievably off our system. Therefore, can you please ensure that you download any required data and re-delegate the domain elsewhere, prior to this date. If you require assistance with this, please either contact your BC Partner direct or submit a ticket.

IMPORTANT: Your next hosting invoice is due to automatically charge the credit card we have on secure file on the scheduled renewal date & therefore to avoid this charge being processed, please ensure you action the site cancellation following the instructions above at least 2 days prior to this date. If you do so, the invoice will automatically delete & not charge.

Note: There are no refunds for pre-paid hosting fees when a site is cancelled.

Upgrade or Downgrade a site plan

Like any business the needs of your clients may change, accordingly at any time you can upgrade or downgrade an existing plan to one of the other Business Catalyst plans on offer. For details on hosting plans please refer to the pricing plan page. To upgrade or downgrade a plan, refer to instructions below.

Sites with Invoice Partner billing

If a site is set to invoice the partner only, the below steps will need to be followed:

  1. Login to your Partner Portal and then navigate to the My Sites tab.

  2. From the list of paid sites, select the site you would like to upgrade or downgrade by clicking on its name. This will take you to the site details page.

  3. Click the Manage Subscriptions button in the upper section of the page.

  4. You will now be taken to a page that outlines your current plan and available plans to upgrade or downgrade to. Use the navigation arrows to scroll through the list of plans. Once you have found the plan you would like to change to, simply click the Upgrade or Downgrade button at the top of the relevant plan.

  5. Upgrades
    • Once you have clicked the Upgrade button, you will be taken to the payment page. Select whether you would like to use the existing credit card details (which where used to upgrade the site originally) or to use a new credit card
    • Click Continue to proceed with the site plan change
    • On the confirmation page, check that all the details are correct and click Confirm. You will be provided and invoice number for your reference.
  6. Downgrades
    • If you have chosen to downgrade the plan, note that your request will be processed starting with the next billing cycle (your next invoice will be adjusted according to the new plan).

Sites with Invoice Customer billing

Sites which have a billing type set to Invoice Customer can be upgraded/downgraded via the partner portal as shown above, however this can also be done within the admin of the site. Refer to the below steps:

  1. Login to the admin of the site you would like to upgrade or downgrade
  2. Navigate to the Site Settings > Billing Settings screen, then click Upgrade Site Plan.

  3. You will now be taken to a page that outlines your current plan and available plans to upgrade or downgrade to. Select whether you would like to upgrade to a Monthly or Yearly (10% off) billing cycle, then use the navigation arrows to scroll through the list of plans. Once you have found the plan you would like to change to, simply click the Upgrade or Downgrade button at the top of the relevant plan.

  4. Upgrades
    • Once you have clicked the Upgrade button, you will be taken to the payment page. Select whether you would like to use the existing credit card details (which where used to upgrade the site originally) or to use a new credit card.
    • Click Continue to proceed with the site plan change
    • On the confirmation page, check that all the details are correct and click Confirm. You will be provided and invoice number for your reference.
  5. Downgrades
    • If you have chosen to downgrade the plan, note that your request will be processed starting with the next billing cycle (your next invoice will be adjusted according to the new plan).