If you work with staging sites (and most WordPress designers and developers do), this policy document might be helpful. It had only recently occurred to me that I needed a policy myself after doing some rebuilds of existing sites by using staging sites.
What is a Staging Site?
A staging site is a secure, private copy of your website that serves as a testing environment for development work. It’s a space where we can safely implement changes, test updates, and perfect new features before they go live. This approach protects your visitors from experiencing any disruptions while ensuring all changes work flawlessly.
How We Use Staging Sites
Website Testing & Maintenance
We create staging sites to conduct thorough testing of:
- WordPress core updates and security patches
- Plugin updates and compatibility checks
- New feature implementations
- Bug fixes and troubleshooting
All changes undergo testing in the staging environment before being deployed to your live website. Once testing is complete and changes are successfully implemented on your live site, the staging site is deleted to maintain security.
Website Redesigns & Rebuilds
For major website overhauls, we develop the entire new version on a staging site, then carefully migrate it to replace your live website. This process ensures your current site remains fully functional throughout the development period.
Critical Information: Once we create the staging site from your live website, the two environments operate independently. Any content or changes you make to your live site will not automatically appear on the staging site.
Managing Changes During Development
Content Freeze Recommendation
To prevent data loss and ensure project consistency, we strongly recommend implementing a content freeze on your live website during redesign projects. This means avoiding new posts, page updates, or structural changes until the project is complete.
If You Must Update Your Live Site
We understand that business needs sometimes require immediate updates to your live site during the development process. If this situation arises:
- Contact us first – Notify our team before making any changes
- Document everything – Provide detailed information about what was changed. We’ll set you up with an account on our website’s feedback system, allowing you to document the changes online.
- Budget for transfer time – Moving live site updates to staging will be billed at our standard hourly rate of $XXX
- Consider timeline impact – Significant changes to your live site after we’ve cloned it. may extend your project completion date and or be out of scope of the new development.
Project Timeline & Responsibilities
Standard Timeline
Our typical staging site development and rebuild process takes, on average, six (6) weeks from project start to launch.
Avoiding Delays and Additional Costs
Extensions beyond six weeks due to client-side delays will incur a weekly staging site maintenance fee of $XXX. To keep your project on track and avoid additional costs:
- Prepare materials in advance: Have all content, images, logos, and other assets ready before we begin
- Maintain the content freeze: Avoid making changes to your live site during development unless necessary.
- Respond promptly: Provide feedback and approvals within 48-72 hours of milestone deliveries
- Streamline communication: Designate one primary contact person to avoid conflicting feedback
Security & Access
Protected Environment
All staging sites are password-protected and accessible only to authorized team members. This ensures your development work remains confidential and secure.
Client Access
We provide you with login credentials specifically for review and feedback purposes, not administrative. These credentials should not be shared with unauthorized individuals to maintain site security.
Launch Process
Final Review
Before launch, we conduct a comprehensive review covering:
- Functionality testing across devices and browsers
- Content accuracy and formatting
- Performance optimization
- Security checks
Launch Authorization
We require your written approval before launching the redesigned site. This ensures you’re completely satisfied with the final product.
Post-Launch Support
Your project includes 30 days of complimentary post-launch support to address any unforeseen issues or minor adjustments that may be needed after going live.
Staging Site Cleanup
Standard Deletion Timeline
To maintain security and optimise server resources, staging sites are permanently deleted within 7 days of your new site’s successful launch.
Extended Retention Options
If you need to keep the staging site active longer (for training purposes, additional testing, etc.), we can arrange extended retention for a monthly fee of $XXX.
Your Agreement
By engaging our services for WordPress development work, you acknowledge that you have read, understood, and agree to comply with the terms outlined in this Staging Site Policy. This policy is designed to ensure the smooth execution of projects while protecting both your live website and our development process.
