CCTV commissioning and handover: how to finish a job properly

The last few hours of a job often decide how the customer remembers it. A system can be neatly installed and still fail when it matters, because a drive was not recording, the clock was wrong or nobody knew how to export a clip.

Most complaints that appear weeks after installation come from something a basic commissioning check would have caught. This guide gives you a sequence that you can use on every job, then turn into your own checklist.

Why a formal process pays off

Commissioning and handover protect you in three ways.

• Fewer return visits. Faults found on the day cost much less than faults found a week later.
• Faster final payment. A signed handover gives you a clear point at which the work is complete.
• Fewer disputes. When you have a record of how the system worked on the day you left, later arguments become easier to resolve.

Physical checks

Start with what you can see and touch.

• Each camera is securely fixed, with the right bracket for the surface
• Outdoor connections are weather-protected and sealed
• Cable entries are sealed and have drip loops where needed
• Cables are supported, tidy and clear of damage
• Cables and ports are labelled at both ends
• Protective films have been removed from domes and lenses
• The recorder and switch have adequate ventilation
• The recorder is physically secure, ideally in a locked location
• A UPS is fitted and working, if this is in the scope
• Surge protection is in place where specified
• The work area is clean and any finishes have been made good

Network and addressing

• Each device has a planned address, recorded in your documentation
• Devices have clear names, such as "C3 Loading Bay", rather than defaults
• Cameras are on the planned network or VLAN
• The switch shows PoE load within budget
• The time source is set, so all devices agree on the time
• Remote access has been set up in the agreed way, without exposing devices directly to the internet

Cyber security basics

Installers are often the last people to touch a system's security settings for years. Taking care here protects the customer and your reputation.

• Default passwords have been changed on all devices
• Strong, unique passwords are in use
• Separate logins exist for the admin and for everyday users, with only the access they need
• Firmware is up to date, and you have noted the versions
• Services not in use, such as UPnP, have been turned off
• The customer's admin credentials have been handed over securely
• It is clear who keeps admin access, and that has been agreed in writing

If your company keeps admin access for support, say so in the handover note. Avoid using the same password across customers. If one gets out, every site becomes exposed.

Picture checks

Check each camera from the viewing software, not only from the camera's own page.

• The view matches what was agreed with the customer
• Focus is sharp at the distance that matters
• The camera name and on-screen time are correct
• Picture quality meets the camera's purpose, such as identifying people at a door
• Backlight is handled well in the brightest conditions you can check
• Privacy masks are in place wherever needed

Test at night

Daytime pictures tell you little about performance after dark. Check each camera in the dark, either by returning or by staying until dusk. Look for:

• Enough light or infrared range to see the target
• No washed-out picture from reflections off nearby surfaces
• Little glare from headlights or street lights
• Few spider webs or insects on the lens, which infrared makes more visible
• Motion blur within reason, especially for people moving at a door

If you cannot check at night on the day, schedule a short visit and write it into your plan.

Recording checks

Do not assume that a system is recording because it shows live pictures. This is the most important part of the checklist.

• Each camera is set to the correct recording schedule
• Drives are detected as healthy and formatted
• Each camera has been played back from a recording made today
• Time stamps match the actual time
• Bitrate and frame rate are set as designed
• Motion or event recording triggers correctly, if used
• Retention has been estimated from current drive usage
• The recorder restarts and resumes recording after a power cycle
• Alerts for disk errors or video loss reach someone, if configured

To check retention properly, look again after a few days of recording. A system designed for 30 days could hold far less if bitrates are higher than expected. Noting the used space after the first week gives you a better forecast.

Export test

Sooner or later, the customer will need a clip. If nobody knows how to export one, the system has failed at the moment it matters most.

• Export a short clip from each recorder to a USB drive or computer
• Check that it plays on a different computer
• Note any player software needed
• Write down the steps for the customer

Remote viewing

• The app has been installed on the customer's phone, using their own account where possible
• It has been tested over mobile data, not just on site Wi-Fi
• Live view and playback both work
• Notifications are set to a useful level, or are switched off if they would be excessive

Train the customer

A short session, with the people who will really use the system, does more good than a thick manual. Ten or fifteen minutes usually covers:

1. How to see live cameras on the screen and the phone
2. How to find a past event by time and camera
3. How to export a clip
4. What to do if a camera shows no picture
5. Who to call, and how to log a service request
6. Who has access, and how to remove someone who leaves
7. How often someone should check that it is recording

Point out that retention is limited. Once the period has passed, old footage is overwritten. If an incident occurs, they need to export the clip quickly. Many customers only find this out when it is too late.

Remind them about their own responsibilities too, such as signs, access rules and privacy obligations, and recommend that they take advice where needed. You are not their legal advisor, but raising the point is helpful.

Handover documents

Give the customer a short pack, either on paper or as a PDF. Keep a copy against the job.

• Site plan or list of camera positions
• Camera list with names, models, addresses and locations
• Recorder details: model, serial number, firmware and drive size
• Sample view from each camera
• User guide and export steps
• Warranty terms and start date
• Your service contact details
• Where credentials are stored and who holds them

Keep passwords out of the general pack. Hand them over securely and separately.

Sign-off

Finish by walking through the system with the customer's representative. Have them confirm in writing that the following are complete:

• the agreed scope, listing any changes
• the working condition of all cameras
• recording and playback
• training
• receipt of the documents

List any open snags with a date for fixing them, so a small outstanding item does not delay the whole sign-off. The signed note then becomes your trigger for the final invoice. It should also be stored with the job.

A photo of the signed form attached to the job record means that anyone in your office can find it later.

Follow up after the handover

A short follow-up costs very little and builds a relationship.

• After one week: check that the system is recording, confirm retention and ask if the customer has any questions.
• At one month: ask how it is working. This is also a good time to ask for a review or a referral if they are happy.
• Before the warranty ends: contact them to offer a maintenance plan. A regular check protects their system and gives you predictable income.

Logging any later issue as a service call keeps the history connected to that customer.

Common oversights

From the checklist above, these are the items that are most often skipped:

• no playback test of each camera
• clock not synchronised, which can undermine footage as evidence
• no restart test after a power cut
• no night check
• default or shared passwords left in place
• no one trained to export clips
• no written record of who holds admin access

Put these at the top of your own list if you want a quick improvement.

Making it stick

A checklist only helps if it is used. Keep it short enough for the job, and require it before a job is marked finished. A supervisor can review it, along with photos, before approving completed work. Over time, add any item that caused a return visit, and remove anything that never catches a problem.

In CamVerion, the difference between Completed and Approved on a job gives you a natural place for that review. But any method works, provided that it is carried out every time.