In this guide 6 sections
Start with a device register for each site, then write what each contract promises, schedule the visits from it and give technicians one checklist. Log complaint calls against the same site, and raise renewals before contracts end. GullySystem’s CCTV installer software runs this. An installer with no AMCs may not need it.
Begin with what is installed at each site
An AMC visit leans on the record behind it. For each site, list every camera, recorder, hard disk and switch with its make, model and serial.
Note the channel each camera sits on and the area it covers. Add the maker’s warranty date. When a camera on channel nine fails, the claim starts from the record, not from another site visit.
Door phones, access readers, alarm panels and biometric units go on the same register.
Write down what each contract promises
Contracts differ. One apartment association may get quarterly visits, a factory monthly ones. Some cover parts, many cover labour only.
Record the contract period, the sites and devices covered and the visits promised. Note what each visit includes. Without this, a technician cannot tell what the customer is owed.
- Contract start and end dates
- Sites and devices covered
- Number of visits promised
- Parts covered, or labour only
- Response time agreed for complaints
Turn contracts into a due list and a checklist
From each contract, raise the visits for the year. Read the list of visits due this month every Monday. A visit that slips should be visible, not remembered.
Give every visit the same checklist. The technician ticks each point and notes anything replaced, with the serial of the new part.
- Recording running, and days held
- Hard disk health
- Lens cleaned and focus checked
- Each camera view confirmed
- Parts replaced, with serials
Log complaint calls against the site
Calls about an offline camera or stopped recording usually reach the owner’s phone. Passed on by word of mouth, they lose the time and the detail.
Book each call against the site, assign a technician and close it with the fault and the part changed. The customer can then see who attended. Over a year, the calls show which sites and models fail most.
Remember that this record does not watch the cameras. An offline camera reaches you as a call.
Raise renewals before the contract ends
A renewal is easiest to win before expiry, with a record of visits done. List contracts ending in the next two months. Send each customer a short summary of the year’s visits and calls with the renewal invoice.
Check unpaid balances on the site first. An old balance is easier to collect alongside the renewal than on its own.
AMC set-up sheet
One row per contract with the site, period, visits promised, visits done, open complaints and renewal date. A second tab lists every device at each site with serial, channel and warranty date. Together they show which customers are owed a visit.
Open a blank worksheet to printQuestions owners ask
Does the software watch our customers’ cameras?
No. Footage stays on the customer’s own recorder and disk, and nothing logs into an NVR. An offline camera reaches you as a complaint call.
How often should AMC visits happen?
As often as your contract says. Visit frequency is set from the contracts you sign, so quarterly and monthly customers sit on one due list.
Can AMC renewal invoices go straight to Tally?
Not built in. With GullySystem’s CCTV installer software, a Tally export is priced separately, and the ledger heads you keep decide its shape.
Is a generic field service app enough?
For tickets alone, it can be. It will not hold a device register, survey-based quotations or a warranty claim trail.