Web Design and Development, Internet Marketing and Web CRM Software from Online Systems - Drive Business Growth

We are updating our current processes to reflect changes made on various systems. We have also implemented a range of new systems to enhance support, improve customer service and have better results from SEO efforts. These processes impact web design, web development, SEO, support, training, customer service, accounting and reporting.

Web Site development and support processes include:

• Support: All support to be done on the client portal. This is to track the requests and ensure quick resolution on support. Only registered clients have access to the support system.

• Change or Work Request: We are handling many web sites. To ensure an efficient process to changes, we employ project management principles. These are coordinated by using the client portal work request system. All work requests needs to be logged on the system. The project office will schedule the work and reply on your ticket to give you an indication of when the work will be complete. This could be anything between 2 and 4 weeks (20 working days) depending on work load. All work requests will have an invoice which will need to be paid within 7 working days of completing the work. If the work request is substantial a 50% deposit will be required before commencing with the work request. Maintenance options are available on request. Work requests via email will not be accepted, these must be completed on the online support system. Email issues, hosting issues are part of the monthly fee. Any code change will attract a fee at current rates.

• Web Site Development: The development of a site requires input from the client. The development process is as follow:

1. The client opens an online account (www.onlinesystems.co.za/clients)
2. The order is placed
3. Required payment is received (the marketer, from this point forward is not the primary contact - the support desk will be)
4. Optional: Depending on the service required a debit order form will need to be completed and faxed to 086 618 9012
5. The client completes the Online Systems Web Questionnaire and needs to send it to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
6. The client sends all text and images to This e-mail address is being protected from spambots. You need JavaScript enabled to view it . This will open a ticket and support will confirm receipt of information.
7. Once ALL information has been received will Online Systems start with the development of the web site. This development cycle is 30 business days. The 30 business days begins when the client has sent all images (JPG format), all text (word format), has paid all required monies - and submitted a completed Online Systems Web Questionnaire. If the cycle is delayed by the client, a new completion date will be determined by Online Systems according to current work load.
8. The web site will be developed on a domain of Online Systems or in a subdomain of Online Systems.
9. A template is developed which the clients needs to approve before content is added to the site.
10. Client involvement is key to the success of any web site. Your input is needed to enable effective delivery of the web site.
11. Once the client has approved the web site final payment will be required.
12. The web site will become live on the internet upon final payment.
13. You have 14 working days to request changes after approval. These include images not loading, spelling mistakes, links not working. Design changes will be levied at current web support rates. Adding pages will also be levied at current web support rates. Design changes will start the process from the beginning and attract additional fees.
14. The following step is the marketing and promotion of your web site. Online systems offers a complete package to assist with getting good results from your site - go to Internet Marketing to find out more.

Hosting and Domain Registration Fees

All hosting fees must be paid on time or the account will be suspended. Domain registration fees must also be paid in time. If your domain fees are paid late, you could lose your domain name as it become available to the public. It is your web site for your business. You have the responsibility and accountability to ensure it is correct and paid for.

Clients opting for hosting have two options:
a) Monthly debit order: A monthly debit order will run as per agreement
b) Paid in advance for 12 months: Your hosting is paid for 12 months in advance (discounted rate)

All hosting and hosting support is available on the client portal. Please log all support queries via the client portal.

You have the option to host in the USA or in South Africa. With overseas hosting you get more (web space, emails, bandwidth, etc), but the speed is between 20% and 30% slower than SA hosted sites. Sites hosted in South Africa are more expensive when compared to overseas hosting. Accounts opened are mainly overseas unless otherwise stated. Overseas hosting in our experience has been more reliable than SA hosting options.

Web Site and Domain Transfers

We may not request domain transfers on behalf of a client. This is the process (and no other process) for domain transfers:

1. The client is responsible to contact their current hosting provider to confirm a domain transfer.
2. Once confirmed, the client must send us an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it to indicate that we may proceed with transferring the web site.
3. Online Systems will compete a ticket (transfer request) to the domain registrar requesting to move the domain.
4. The current host has 24 hours to accept the ticket.
5. If the ticket is not accepted we start again with the process (at number 1). If the ticket is accepted the domain will be transferred to Online Systems.

.co.za - 48 hours for transfer
.com - up to 5 days for transfer

If a client wishes to transfer their domain away form Online Systems:

1. Request for transfer via the client portal
2. Pay all outstanding fees (if any)
3. We will confirm that is in order for the new host to send the request
4. Online Systems accepts the ticket within a 24 hour period (work days only)

Web Site and Email Back Ups

Back-ups of emails and the web site is the responsibility of the client.

Joint Ventures

After much consideration have we decided not to be involved in joint ventures.

Custom Development and Functionality Research

How long is a piece of string? When it comes to custom development, or researching functionality of systems, we will levy a fee to cover the research as this takes a considerable amount of time.  The fee will be levied at current support rates.

Listing in Search Engines

No company can guarantee listings in search engines. The reason is, a search engine is managed by a third party, over which we have no control, they decide what gets listed where and how and even when they make changes to their code (this moves organic listing). Part of SEO (search engine optimization) is to do certain activities to get your site listed (listed means indexed on the search engine - they have included you in their database), and then get your site ranked (ranked meaning listed higher, on the first pages relating to a keyword or key phrase).

Organic listings (SEO) takes time. A new site can expect an improvement in traffic in about 12 months (sometimes sooner). That is why the web lead programme is for 12 months. The age of your site, the links from directories are all factors when it comes to organic listings. The company that is focused on keywords, and that is continuously involved in link building will benefit from it and perform best.

If you refocus on a new set of keywords, you will need to start again. Your site is not ranked for all keywords and never will be. Your web site is ranked for what you have on the site and what you focus on. These keywords might change over time as the market changes (seasons, new products, competition, etc - all business and environment factors have an impact here). Markets where there are more searches will be more competitive and most likely more profitable. In most cases you want to focus on a niche, in your area of expertise, close to you (especially if your business is running only in a certain area - if you don't have offices in Cape Town, don't focus on ranking in Cape Town.

Three important considerations for web site SEO:
1) Transaction value: if your transaction value is small, you will need a lot more traffic to have a successful web site. The higher the transaction value, the more likely a web site will be profitable to you. We mainly work on sites where the transaction value is higher.

2) Two guys are in the bush and they stumble upon a lion. One guy starts putting on his running shoes. The other guy says: "You are not going to outrun a lion!" - the guy answers:" I do not need to outrun the lion, I need to outrun you!" - for SEO it is the same. You need to outrun the competition and stay ahead. The company with the most links, interesting information, valuable content, viral information, target market focused etc. will be ranked the highest.

3) Visitors are only valuable if they convert. Conversion is process where a visitor takes a certain type of intended action on your web site - a transaction (a sales), or completes a registration form, or submits a contact form. These are all considered to be a successful conversion. There is no hard rule on a specific percentage as this will differ. This percentage is dependent on the offer, targeted traffic, the type of conversion, the market, transaction value, demand, etc. To optimize you will need to do at least A/B splits to test results. This is an important step in any web site development process.

Do not be fooled - Google, Yahoo, Bing, and all other Search Engines, etc, are third party providers and will change their algorithms at any time. These changes will impact your rankings - good or bad.

Online Systems Business Divisions

Online Systems consist of three main divisions:
1) Marketing and Sales: responsible for the marketing and sales of solutions (sales consultants, marketing experts).
2) Operations: responsible for the development, hosting, support, updates, changes to systems and web sites (the support desk forms part of this area - This e-mail address is being protected from spambots. You need JavaScript enabled to view it - designers, developers, content creators, system administrators)
3) Administration: following from marketing and sales, and operations is administration, responsible for debit orders, invoices, collections and other finances (finance clerks, accounting officer).

Web Site Training - Blog Training, Joomla Training, CRM Training

We have converted Courses Online as a portal for the training on Joomla, Wordpress, basic CRM and a couple of extra courses. These are available at no charge for the client - yes, for FREE, and FREE for the employees of the client. All trainees require their own log-in details as there are certificates on completion of courses issued in the name of trainee. This service is in a testing phase and will be live soon. Training at our offices or the clients offices or other venue will attract fees at current support rates.

Web Site Changes (work requests)

A change on your web site will trigger a work request. A work request is support ticket we do out of the client portal. This ensures work gets done in a timely manner. If the request is ad hoc, an invoice will be generated once the work is complete. If you are on a web maintenance package, we will check if the request falls within the package or outside. If it is not included in the package an invoice will be generated for work completed. Work is levied at current support fees as detailed in the client portal. If you require a quote, please indicate so on the request.

All requests must be emailed to This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Project Plan

We have a project plan that is handled by the operational department. All work, change request, work request, etc, are indicated on the project plan and then completed accordingly. Your request will be slotted in on the project plan. For web site development we will need all detail of the site before commencing with the site. Once we have all the detail will work commence. This will impact the delivery time of your site. Work requests will be slotted in on the plan according to current work load.

Email - Spam (not tolerated at all)

If a person has not given you permission to send him / her an email - it is spam. That is an unsolicited email. Your account will be closed / suspended with no warning and no discussion, if you engage in these type of activities.

Emails Per Hour

We make use of shared servers - dedicated servers are available on request. On a shared server (a shared server is computer linked to the internet and hosts many web sites on the one server) you may only send 300 emails per hour from all accounts. If you send more than that, your account will locked for a period after which you can send again. This is to manage loading on the web site. If you need to send bulk emails, please discuss it with us before sending.

Continuous Process Improvement

Online Systems is committed to a continuous improvement in processes towards client satisfaction. This means processes will change. These changes will be reflected on this page or linked to a page if more detail is required on a specific process.

The main support function is the Web Design and Support Client Portal. Make use of the portal. The portal has further items relating to hosting, setting up emails and more.

Online Systems Terms and Conditions