Once your event has concluded, you'll want to shutter the site to the public. You'll want to retain the event site for reporting purposes and historical reference, but you can take the steps illustrated below to prevent public access and safeguard sensitive information.
1. Place a Thank You Note on the Homepage
Go to Site Settings > Customize Your Site > Look & Feel > Homepage
2. Disable Public Pages Used for Transactions
If you were accepting credit cards only for online ticket purchases and donations - you can disable both automatically by Pausing/Disabling credit card processing on your site:
Go to Site Settings > Customize Your Site > Payments > Set up Credit Card Gateway > Change Processign Status to Pause/Disable > Save.
If you are accepting additional payment methods and/or you want to block access to public pages (rather than just blocking transactions), you can disable individual pages by unchecking the first checkbox to trun off the desired page(s).
- Site Settings > Registration > Tickets > Online Ticket Sales
- Site Settings > Events > Virtual Event (if used)
- Site Settings > Events > Online Auction/Mobile Bidding
- Site Settings > Events > Voting Contests (if used)
Hide Fundraising Campaigns
If your payment options for Campaigns are limited to credit cards, pausing/disabling credit card processing (above) will automatically hide all campaigns from public view.
If you are accepting a custom payment option, you can either edit your payment settings to credit card only, or manually hide each campaign:
Edit payment methods at Site Settings > Customize Your Site > Payments/Credit Card > Campaign Payment Options
To Hide Campaigns: Go to Site Settings > Events > Fundraising Campaigns > Campaigns, then click on the Edit button > change View to Admin Only to hide campaign(s) from the public.
3. Discourage Search engines from crawling old items and donors
Go to: Site Settings > Customize Your Site > General > Advanced Settings
4. Purge Vaulted Guest Credit Card Data
Go to: Site Settings > Customize Your Site > Payments/Credit Card > Additional Credit Card Settings (requires User account with Chair role)
5. Contact your Gateway and Merchant Account provider to discuss suspending your accounts.
Note: WePay.com users can skip this step as WePay.com does does not charge monthly fees.
If you are certain you will not use a credit card account again until next year, it may make sense for you to suspend/inactivate/turn off your gateway and merchant account.
Before deciding, be aware:
- That BOTH the gateway and the merchant account must be suspended to avoid monthly fees,
- Of any fees associated with suspending and reactivating BOTH accounts.
Also - be sure to document and share all of the information that will be needed to reactivate the accounts to avoid future headaches for yourself or your successor.
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