01 / Assess the property
Start with the operational problem and the existing system. Establish room and staff needs, equipment condition, carrier arrangements, network and power dependencies, and PMS requirements.
Agree whether a site visit or further technical investigation is needed and confirm any fees before it begins. The output should distinguish verified facts from items still requiring tests or provider confirmation.
02 / Design and quote
Compare suitable options, identify reusable equipment and define the proposed call flows. Specify one-off and recurring costs, exclusions, responsibilities and the change window.
Agree the pass/fail checks and fallback arrangements before implementation. A clear proposal makes it possible to decide what is essential now and what can wait.
03 / Test before moving live traffic
Use representative phones, room types and workflows. Test transfers, external calls, staff access and any agreed PMS actions. Record limitations and unresolved items.
For resilience requirements, test the agreed failure scenarios with the property’s permission and a recovery plan. A configuration screen is not a substitute for an observed call result.
04 / Migrate with a stop point
Brief reception and engineering, confirm provider readiness and work through the agreed sequence. Record the result of each stage and pause if acceptance criteria are not met.
The decision to proceed, postpone or restore the previous arrangement should have a named owner. The plan should say how staff contact one another during the change.
05 / Train, hand over and agree ongoing care
Provide the operational instructions, extension list, configuration record and access handover appropriate to the agreed scope. Staff should practise the tasks they use, including the fallback procedure.
Confirm remaining actions, warranty and renewal information, and the support agreement. Support hours, escalation, maintenance and changes are agreed explicitly rather than inferred from installation.
Implementation walkthrough. Equipment reuse and parallel operation depend on the existing system and must be checked.