Hints & Tips

Why?
Cached files help load websites faster, but they can also cause outdated content to be displayed, leading to broken layouts or missing updates.

How to clear cache:

  • Website Cache: If using WordPress, clear cache via plugins like WP Rocket, W3 Total Cache, or LiteSpeed Cache.
  • Browser Cache: Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac) and clear cached images/files.
  • CDN Cache (e.g., Cloudflare, Fastly): Log in to your CDN provider and purge cache under settings.
  • Hosting Cache: Some web hosts (e.g., SiteGround, Kinsta) offer caching—clear it via your hosting panel.

Tip: If an update doesn’t show immediately, try a hard refresh (Ctrl + F5 on Windows, Cmd + Shift + R on Mac).

 

Alternatively, you can clear the cache by browser brand.

Chrome:

  1. Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac).

  2. Set time range to Last hour.

  3. Select only Cached images and files.

  4. Click Clear data.

Edge:

  1. Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac).

  2. Set time range to Last hour.

  3. Tick only Cached images and files.

  4. Click Clear now.

Firefox:

  1. Press Ctrl + Shift + Delete (Windows) or Cmd + Shift + Delete (Mac).

  2. Choose Last hour from the time range.

  3. Select only Cache.

  4. Click OK.

Why?
Large image files slow down loading speeds, affecting user experience and SEO rankings.

Best Image Practices:

  • Use the WebP format for better compression without quality loss.
  • Resize images before uploading:
    • Full-width banners: 1920px (Max: 250KB)
    • Blog thumbnails: 1200px (Max: 150KB)
    • Product images: 800px (Max: 100KB)
  • Use online tools like TinyPNG, Squoosh, or plugins like ShortPixel, Imagify, or Smush to compress images.

Tip: Enable lazy loading to load images only when users scroll to them, reducing initial load time.

Why?
Giving too many users full access increases security risks.

How to manage user roles:

  • Assign only necessary permissions (e.g., content editors don’t need admin access).
  • Regularly review user lists and remove inactive users.
  • Use two-factor authentication (2FA) for extra security.

Tip: If an employee leaves, immediately revoke access to prevent security issues.

Why?
Broken links frustrate visitors and harm SEO rankings.

How to check:

  • Use online tools like BrokenLinkCheck.com or Screaming Frog.
  • Some CMS platforms have a built-in link checker in the admin panel.
  • Fix broken links by updating or redirecting them (301 redirects).

Tip: Check for broken links and remove these from the page content. Alternatively, use CoreCMS redirections plugin to redirect the traffic to a new location.

Why?
Poorly formatted content makes your site look unprofessional.

Best formatting practices:

  • Use headings (H1, H2, H3) to structure content.
  • Keep paragraphs short (2–3 sentences max).
  • Use bullet points and bold text for key points.
  • Ensure text contrasts well with the background for accessibility.

Tip: If your CMS has a "Preview" feature, always check formatting before publishing.

Why?
Too many unused images, videos, or PDFs slow down your CMS.

How to clean up:

  • Delete unused media files every 3–6 months.
  • Use folders or tags (if available) to organise media.
  • Replace old images with new optimised versions.

Tip: Ask your developer if the CMS can auto-delete unused media after a certain period.

Why?
A site that looks good on a desktop may have issues on mobile or tablets.

How to test:

  • Open your website on a phone, tablet, and multiple browsers (Chrome, Firefox, Edge, Safari).
  • Use Google’s Mobile-Friendly Test to check for issues.
  • Report any layout problems to your developer for fixes.

Tip: If using Core CMS with a responsive design preview, check mobile layouts before publishing. If any issues are found, report these to our Support Desk.

Why?
Spam can fill up your inbox, and broken forms lose customer inquiries.

How to secure forms:

  • Enable reCAPTCHA or a simple math question to block bots.
  • Regularly test contact forms to ensure emails are received.
  • Set up email notifications so messages don’t get missed.

Tip: If forms aren’t working, check spam filters or ask your developer to verify SMTP settings.

Why?
Tracking visitor behaviour helps improve content and engagement.

How to monitor analytics:

  • Use Google Analytics (or built-in CMS analytics) to track visits and bounce rates.
  • Set up heatmaps (with tools like Hotjar) to see where users click.
  • Identify and improve underperforming pages (low traffic or high exit rates).

Tip: Schedule monthly analytics reviews to spot trends and adjust content strategy.

Google Analytics 4 (GA4) is Google's latest analytics service, replacing Universal Analytics, which stopped processing data on 1 July 2023.

If you own your Google Analytics property, we cannot upgrade it to GA4 unless we have admin access. If you prefer to handle it yourself, follow the steps below and send us the updated embed code.

Important Notes:

  • Do not link your old Universal Analytics property to GA4, even if Google suggests it. We've found tracking issues with this method.

  • Instead, create a separate GA4 property and embed it independently.
  • Your old Universal Analytics will continue tracking until July 2023, so there won’t be any data loss during the transition.

Steps to Upgrade to GA4

  1. Go to your Google Analytics property

    • Navigate to Admin > GA4 Setup Assistant.

  2. Check if GA4 is already connected

    • If prompted to create and connect a GA4 property, follow the steps until it confirms "Connected"—you’re done!
    • If GA4 is already connected, skip to "Check GA4 is tracking".
    • If you see additional steps, continue below.

  3. Set up GA4 manually

    • Click "Get Started", then "Create and Continue".
    • If asked how to set up a Google tag, select "Install a Google tag" and click Next.

  4. Copy and send us the GA4 embed code

    • On the Installation Instructions screen, go to the "Install manually" tab.
    • Copy the entire embed code and email it to us.

  5. We will embed the code for you

    • Once installed, we’ll ask you to check that GA4 is tracking correctly in your new dashboard.

Your old Universal Analytics property will remain active unless you request its removal. From July 2023, only GA4 will track data.

The Time Bank system allows clients to track and manage their support time across all services provided by Digitalogy. This ensures you have full visibility of how your support hours are used.

How does the Time Bank work?

  • Your support time is stored in a dedicated time bank.

  • Every request you make is logged, and the time spent is deducted from your balance.
  • You can monitor usage and remaining time at any point.

What can I use my Time Bank hours for?

Your Time Bank can be used for various support services, including:

  • Website updates and content changes
  • Design adjustments
  • New feature development
  • CMS training and guidance
  • Technical troubleshooting and fixes
  • Security updates and accessibility improvements

How do I check my remaining support time?

You can log into your Time Bank dashboard to view:

  • Your current balance of support hours
  • A breakdown of how time has been used
  • Pending or upcoming support tasks

Can multiple team members access the Time Bank?

Yes! The Time Bank system allows multiple users within your organisation to monitor usage, ensuring full transparency across departments.

What happens if I run out of time?

If you reach your limit, you have the option to:

  • Top up your Time Bank by purchasing additional support hours.
  • Prioritise outstanding tasks to ensure the most critical work is completed first.

Will unused time carry over to the next year?

Unused hours typically expire at the end of your contract period unless otherwise agreed. You can check your contract terms for specific rollover conditions.

How are urgent support requests handled?

If you have an urgent request, it will be prioritised, and the required time will be deducted from your Time Bank accordingly.

How do I request support using my Time Bank?

You can submit a request through:

  • The support ticketing system
  • Direct contact with your account manager
  • The Time Bank dashboard, where you can track progress in real time

Can I get a breakdown of how my time is being used?

Yes! Your Time Bank provides detailed reports showing:

  • Time spent per request
  • Which services were used
  • How much time remains

To ensure your website is accessible to all users, follow these key practices:

Copying and Pasting

  • Don't paste content directly from Word or other web pages—it may add unwanted formatting.
  • Do use ‘plain text’ paste (CTRL+SHIFT+V) to keep the formatting clean.

Headings

  • Don't choose headings based only on appearance or size.
  • Do use headings in the correct order (e.g., Heading 3 should follow Heading 2) to maintain a logical structure.

Accordions

  • Don't assume the default heading level in accordions is correct.
  • Do adjust accordion headings based on their placement in the content hierarchy.

Images

  • Don't use images that contain text or forget to add alternative text.
  • Do provide descriptive alternative text for all images.

Links

  • Don't use vague phrases like "click here" for links.
  • Do write descriptive link text that clearly explains the destination.

Lists

  • Don't copy and paste bullet points from Word.
  • Do use the built-in bullet and numbered list tools in the web editor.

Consistent Help (WCAG 2.2)

  • Don't place help options (e.g., contact details, search) inconsistently across pages.
  • Do keep help features in the same location and order on all relevant pages.

Custom Formatting

  • Don't apply custom styles that don’t match your website’s design.
  • Do use standard formatting from the web editor and consult support for new formatting needs.

Content Writing

  • Don't use unnecessary acronyms, abbreviations, or long, complex sentences.
  • Do write in plain English, use short sentences, and organise content with sections, lists, and tables for clarity.

The PDF to HTML Converter API allows you to convert PDFs into fully accessible web pages. This ensures your website meets government accessibility standards, improving compliance and user experience.

What are the benefits of using this tool?

With our converter, you can:

  • Embed documents as fully accessible web pages.
  • Enhance user engagement with multiple options, including:
    • Reading content online
    • Downloading a newly formatted PDF
    • Printing the page
    • Scanning a QR code
    • Sharing via email
  • Maintain version control with author notifications.
  • Edit and update documents easily from a central platform.

How does the installation process work?

Our PDF Converter Plug-in/API includes:

  • PDF to HTML conversion
  • Text extraction and QR code generation
  • Version control and author notifications
  • Sharing, print, and accessible PDF download options
  • CMS shortcode integration
  • Technical API support via a ticketing system
  • CMS training
  • 500 tokens included for document processing

What are tokens, and how do they work?

Tokens are used for processing documents through the API. Each document conversion requires tokens, and additional token packs can be purchased as needed.

Can I manage token usage across different departments?

Yes! Our Token Manager allows you to assign tokens to specific CMS users, preventing other departments from using your allocation.

How does Version Control work?

The Version Control feature allows you to:

  • Upload and update documents by replacing old PDFs.
  • Maintain document archives and track changes.
  • Use draft editing mode before publishing new versions.

Can the documents be translated into other languages?

Yes, our AI-powered Language Translation feature allows users to download documents in multiple languages. Additional tokens may be required for translation processing.

Can I track how the API is being used?

Yes! The API Usage Analytics feature lets you monitor token usage and track API interactions, giving insights into document engagement and system performance.

Can I customise the design of the embedded content?

Yes! The Custom End-User A-Z Interface Styling allows you to tailor the appearance of embedded documents to match your branding. Additional styling options are also available.

How do I purchase additional tokens?

If you run out of tokens, you can top up anytime by purchasing a token pack. Various packs are available based on the number of words/documents you need to process.

How are images handled in document conversions?

Each processed document includes up to 5 images. Additional images can be included by using extra tokens, with 1 token covering every 5 additional images.

To enhance your website's visibility on search engines, follow these best practices:

Keywords

  • Don't: Overuse keywords unnaturally.​
  • Do: Research relevant keywords and incorporate them naturally into your content.

Title Tags

  • Don't: Use duplicate or irrelevant titles.​
  • Do: Create unique, descriptive titles for each page, including primary keywords.​

Meta Descriptions

  • Don't: Leave meta descriptions blank or duplicate them across pages.​
  • Do: Write concise, compelling meta descriptions that accurately reflect page content.​

Headings

  • Don't: Misuse heading tags or skip heading levels.​
  • Do: Use heading tags (H1, H2, H3) to structure content logically.​

Content Quality

  • Don't: Publish low-quality or duplicate content.​
  • Do: Create original, valuable content that addresses your audience's needs.​

Internal Linking

  • Don't: Overlook internal links or use irrelevant anchor text.​
  • Do: Use internal links with descriptive anchor text to guide users and search engines.​

Images

  • Don't: Ignore image optimization.​
  • Do: Use descriptive file names and alt text for images.​

Mobile-Friendliness

  • Don't: Neglect mobile optimization.​
  • Do: Ensure your website is responsive and user-friendly on all devices.​

Page Speed

  • Don't: Allow slow page load times.
  • Do: Optimize images and code to improve loading speed.​

User Experience

  • Don't: Ignore user experience factors.
  • Do: Design your site for easy navigation and readability.​
  • Content Updates – Adding or updating website content.
  • Development Changes –
    • Minor Adjustments – Small tweaks to existing features.
    • New Functionality – Implementing new tools or features.
    • Additional Scope – Creating new sections (larger projects may require separate scoping).
  • Design Modifications – Updating visuals or layout.
  • Image Formatting – Resizing and optimising images (client-supplied).
  • Icon Sourcing & Editing – Finding and customising icons for your site.
  • Training Sessions –
    • Admin & Editor Training – Full CMS usage guidance.
    • Refresher Training – Updating knowledge for existing users.
    • Accessibility Training – Ensuring content meets accessibility standards.
  • Custom Analytics Reports – Tailored reports on website performance.
  • General Advice & Guidance – CMS best practices and troubleshooting.
  • Security Services –
    • Vulnerability Scanning – Checking for security risks.
    • Penetration Testing – Simulating cyberattacks for security evaluation.
    • Technical Enhancements – Improving security features.
  • Accessibility Reviews – Checking content and code for compliance.
  • Converting PDFs to Web Content – Making PDFs more accessible online.
  • CMS User Management – Managing users, permissions, and workflows.
  • Design & Branding Support – Assistance with graphics and visual assets.

For many of these tasks, Digitalogy may provide an estimated time requirement before proceeding. The time spent preparing an estimate will be deducted from your support hours, even if you choose not to proceed with the work. However, the estimating time will not be included in the final quoted hours for the task.

What Is Not Covered Under Support?

  • Major Website Overhauls & New Developments – Large-scale projects such as full website redesigns are handled separately and billed accordingly.

  • CMS Upgrades – While security patches are included, major CMS upgrades may require separate billing.
  • Email Account Management – Digitalogy does not manage email services unless initially set up by us. Clients must ensure credentials (e.g., NHS Mail) are up to date to maintain functionality.
  • NHS Mail or Secure Network Issues – Digitalogy can assist in liaising with NHS support teams, but any fixes within their systems must be handled by the NHS team.
  • Hosting & Domain Management – If you manage your own hosting and domain, you are responsible for renewals and uptime. Digitalogy is not liable for any downtime caused by expired services.
  • SSL Certificate Renewals – If your SSL was not purchased through Digitalogy, you must provide updated certificate keys at least two weeks before expiration to prevent security issues.
  • Content Responsibility – Clients are accountable for the accuracy and appropriateness of all published content. Digitalogy can connect you with professional copywriters upon request.

The Digitalogy Support Desk operates during the following hours:

  • Monday – Thursday: 9:00 AM – 5:30 PM
  • Friday: 9:00 AM – 5:00 PM
  • Bank Holidays: Closed

What is your out-of-hours support availability?

Our hosting partner provides 24/7 monitoring for all servers hosting client websites. If downtime occurs, they will take the necessary steps to restore service.

If you have an out-of-hours emergency and your website is unavailable, please contact your account manager directly.

What are your response and resolution times?

Digitalogy provides an automatic response to support requests. If additional details are needed, our Support Team will follow up with you.

Target response and resolution times (within office hours):

  • Critical Issues – Response within 4 hours
  • High Priority – Response within 8 hours
  • Medium Priority – Resolution within 5 working days
  • Low Priority – Resolution within 15 working days

These are best-effort targets and may vary based on issue complexity or dependencies.

What factors can impact response times?

Resolution times may be affected by:

  • The complexity of the issue
  • Third-party integrations or dependencies
  • The availability of resources needed for fixes
  • Client-provided information – delays in responding to queries may extend timelines

How do I submit a support request?

You can contact the Digitalogy Support Desk through the agreed support channels. When submitting a request, please provide:

  • A clear description of the issue
  • Screenshots or error messages if applicable
  • Details of any recent changes to the website or system

To ensure a smooth project initiation with Digitalogy, please follow these steps:

Decision-Making

  • Identify Key Decisions: Determine the essential decisions required at the project's outset.​
  • Set Deadlines: Establish clear timelines for each decision to keep the project on track.​

Team Setup

  • Assemble Your Team: Gather a dedicated team with defined roles and responsibilities.​
  • Assign a Project Lead: Appoint a primary contact to liaise with Digitalogy.​

Preparation

  • Gather Necessary Materials: Collect all relevant documents, assets, and information needed for the project.​
  • Define Objectives: Clearly outline your project's goals and expected outcomes.​

Communication

  • Establish Channels: Decide on the preferred methods of communication between your team and Digitalogy.​
  • Schedule Regular Updates: Plan consistent check-ins to discuss progress and address any concerns.​

Documentation

  • Maintain Records: Keep detailed notes of meetings, decisions, and changes throughout the project.​
  • Share Access: Ensure Digitalogy has access to necessary documents and resources.​

Feedback Loop

  • Provide Timely Feedback: Offer constructive feedback promptly to facilitate adjustments.​
  • Be Open to Suggestions: Consider recommendations from Digitalogy to enhance project outcomes.​

After finalising your website's design, the next step is to create a sitemap—a structured outline of your site's pages. This planning tool helps organise content logically and ensures a smooth user experience.

Why is a Sitemap Important?

A well-structured sitemap:

  • Organises content based on user navigation rather than internal preferences.
  • Helps all stakeholders understand the relationship between pages.
  • Identifies content gaps before or after launch.
  • Assists Digitalogy in understanding the user journey for effective development.
  • Helps update or remove outdated content from existing websites.
  • Supports the establishment of content governance measures.

Sitemap Template

Using a spreadsheet is a simple way to structure your sitemap. Completing this before the Initiation Call allows Digitalogy to import the file in .csv format, automatically creating pages with your specified titles. Titles can be adjusted later if needed.

Columns in the Sitemap Template

  • Level 1, 2, 3, and 4 – Define the hierarchy of your pages. Level 4 pages are usually linked within Level 3 pages rather than appearing in main menus.
  • Link from Current Site – If migrating content, provide the full URL of the page from your existing website.
  • Update / Migrate / New – Specify if the content should be updated, migrated as-is, or newly created. New content should be supplied in a Word document, with relevant files uploaded to the project platform.
  • Notes – Add any instructions or comments. Digitalogy will also use this column to track missing content or key updates.

Feel free to add any additional columns that help with your content planning.

Defining Page Levels

  • Level 1 (Main Navigation) – The top-level menu items on your website, typically 5-8 primary sections.
  • Level 2 (Subpages) – Pages that appear under a Level 1 section, often accessible via dropdown menus.
  • Level 3 (Detailed Subpages) – Further breakdowns of Level 2 content.
  • Level 4 (Additional Subpages) – Deeper-level pages, usually accessed through internal links within Level 3 content.

Creating Your Sitemap

  1. Visual Planning – Use sticky notes or digital tools to arrange pages into logical sections.
  2. Define Top-Level Navigation – Choose Level 1 pages first to structure your site’s main areas.
  3. Organise Subpages – Assign Level 2-4 pages beneath the main sections based on content structure.

Additional Considerations

  • Accordion Content – If a page has minimal content, consider using accordion sections on a page rather than creating separate pages. Highlight these in content documents instead of listing them separately in the sitemap.
  • Avoid Duplicate Content – To prevent redundancy, use alias pages or redirects for content that fits multiple sections. Alias pages allow content to appear in multiple places but remain editable in a single location. Redirects guide users from one section to another.
  • Hidden Pages – If certain pages aren’t ready by launch, they can be hidden from navigation but should still be included in the sitemap for future updates.

User Acceptance Testing (UAT) Guide

Background

After Digitalogy builds and tests your website, it's time for you to conduct User Acceptance Testing (UAT). This final check ensures the website meets user needs before going live.​

Purpose of UAT

  • Functional Verification: Confirm that all features work correctly, such as interactive elements, filters, and searches.​
  • Content Accuracy: Ensure all content is correct, relevant, and free from issues like broken links or empty pages.​

Testing Process

  • Test Scripts: You'll receive specific tasks to perform on the site to verify functionality.​
  • Feedback Collection: Provide overall impressions and note any areas for future improvement, even if they're outside the original project scope.​

Tester Roles

  • General Users: Individuals representing typical site visitors to assess user experience.​
  • Administrators: Team members who will manage the site's backend to ensure administrative functions operate as expected.​

Steps for Effective UAT

  1. Plan: Identify testers and define testing objectives.​
  2. Prepare: Develop test scenarios and gather necessary resources.​
  3. Execute: Perform tests according to the scripts provided.​
  4. Document: Record any issues or observations during testing.​
  5. Review: Analyze feedback and address any critical issues before launch.​