Once we have reviewed your current hosting setup, website requirements, email accounts and storage usage, we will confirm whether the services can be migrated to the selected Modus Systems hosting package.
We will also provide the proposed migration process, expected costs and any information still required before work can begin.
Hosting Package Confirmation
Your website and email services will be allocated to the hosting package recommended during the assessment.
Before proceeding, we will confirm:
- The hosting package to be used
- The available website and email storage
- The number of email accounts required
- Any compatibility concerns
- The migration cost
- Any recurring hosting fees
Where an existing hosting or reseller account is already active, the new hosting service may be added to that account.
Domain Transfer
Where applicable, the domain registration may also be transferred to Modus Systems.
A domain transfer and a hosting migration are separate processes. The hosting migration may be completed before the domain registration is transferred.
For example, the website and email services for www.modusit.co.za could be migrated while the domain remains registered with the current provider. The domain registration can then be transferred separately once the migration has been completed and verified.
Do not initiate or approve a domain transfer until you have received confirmation from us.
DNS Changes and Propagation
To direct the domain to the new hosting environment, we may need access to the current DNS management portal or nameserver settings.
After the DNS records or nameservers have been updated, the changes may take up to 24 hours to propagate fully.
During this period:
- Some visitors may still reach the website at the previous hosting provider.
- Some email may still be delivered to the previous mail server.
- Other users may already be connecting to the new hosting environment.
This is normal while internet service providers update their DNS records.
Where possible, the existing website and email services should remain active with the previous provider until propagation has been completed.
Expected Downtime
The active migration process may require a brief service interruption.
A standard migration may take approximately 20 minutes, depending on:
- The size of the website
- The number and size of the email accounts
- The speed of the current hosting server
- The level of access provided
- Any technical or compatibility issues discovered
There may be a short interruption to email services during the final changeover. Every reasonable effort will be made to minimise disruption and keep the business operational.
Email Migration and Final Synchronisation
After the email accounts have been created on the new server, the existing mailbox data will be copied across.
A final email synchronisation may continue for several hours after the migration. This ensures that messages received by the previous mail server during the transition are also copied to the new server.
Customers should normally still be able to send and receive email while the final synchronisation is taking place.
Before the migration begins, we will require:
- A complete list of email accounts to be migrated
- Access to the existing mailboxes
- The current mailbox passwords or permission to reset them
- Confirmation of any forwarding addresses, aliases or autoresponders
Passwords and other sensitive information must only be shared using the secure method provided by Modus Systems. Do not send passwords through ordinary email.
Website Migration
Where direct access to the hosting control panel is unavailable, a third-party WordPress migration plugin may be used to copy the website.
Although these tools are generally reliable, some website elements may require further attention after the migration.
Possible issues include:
- Broken internal links
- Incorrect file paths
- Missing images
- Forms that no longer submit correctly
- Plugins requiring reconfiguration
- Caching or security settings needing to be refreshed
- Links that still reference the previous server location
We will perform basic checks after the migration. However, website development problems, custom code issues or changes required to the website design may need to be addressed by the website developer.
Testing After Migration
Once the migration has been completed, we will check the following where applicable:
- The website loads from the new server.
- The SSL certificate is active.
- The main website pages open correctly.
- Email accounts can send and receive messages.
- The domain is pointing to the correct hosting environment.
- The migrated email data is available.
- WordPress administration remains accessible.
Customers should also test their website forms, email accounts and important website functions after the migration.
Approval and Payment
Once the migration requirements, hosting package and costs have been confirmed, an invoice will be issued.
Migration work will begin after:
- The quotation or migration proposal has been accepted
- The required payment has been received
- The necessary access details have been provided
- The migration date has been agreed
- Permission has been provided to make the required hosting and DNS changes
The previous hosting service should not be cancelled until Modus Systems confirms that the website and email migration has been completed successfully.