Before the transition date
- Identify every critical technology system and its current owner/support provider
- Confirm current vendor and escalation contacts
- Collect contract, renewal, licensing, and warranty information
- Verify diagrams and equipment locations
- Identify shared credentials that must be transferred through a secure process
- List open incidents, known problems, and planned projects
Access that must be accounted for
The goal is not to put passwords into a handover document. The goal is to identify which accounts exist, who owns them, and how authorized access will be transferred securely.
- ISP portals
- Network and Wi-Fi controllers
- Cloud camera or NVR administration
- PMS administration and interfaces
- Phone/PBX administration
- Door lock or access-control management
- Domain/DNS and email administration
- Backup, server, NAS, and cloud infrastructure
Confirm hardware ownership
Managed hardware is often mistaken for property-owned equipment. Before a vendor exits, determine what stays, what must be returned, what is financed, and what depends on an active subscription.
Capture operational dependencies
- Which systems depend on the internet connection?
- Which systems communicate with the PMS?
- Which buildings depend on a wireless or fiber interconnect?
- Which services require static public IPs or firewall rules?
- Which devices rely on vendor-hosted controllers or licensing?
Document known problems
Do not let an incoming team discover unresolved issues from scratch. Record recurring outages, temporary workarounds, unsupported hardware, pending RMAs, firmware issues, weak coverage areas, and projects that were discussed but not completed.
Day-one validation
- Test internet service and backup connectivity
- Confirm front-desk and back-office connectivity
- Validate guest Wi-Fi access
- Place inbound and outbound phone calls
- Confirm cameras/NVR are recording
- Verify remote administration access
- Confirm emergency support contacts are reachable
After the handover
Treat the handover as the beginning of the new documentation lifecycle. Update the record when contracts are changed, equipment is replaced, vendors are reassigned, or new procedures are created.