Site Survey — Servicom

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Survey Metadata

When, who, and under what conditions the survey was carried out.

HubSpot Ticket ID*From the auto-generated site-visit ticket

Survey Date*

HubSpot Deal IDOptional — auto-derived from ticket association if blank

Asana Task ReferencePaste the task URL or ID so the visit reconciles against the schedule

Surveyor Name*

Surveyor Role

Start Time

End Time

Travel Time (mins)One-way from base

Accompanied ByCustomer point-of-contact on the day

Weather ConditionsRelevant for external / rooftop assessment

Test Equipment Used Every instrument used to take a measurement recorded in this inspection.

Pre-Visit: What The Records Say From HubSpot, the site list and licence records. Complete before travelling - this is your checklist of what to verify.

Asana Task Reference

Kit On Record From the site list

System Type On Record

Licence Number(s) On Record

Simplex On Record?

Records Match What Was Found? Complete at the end of the visit

Documents Requested In Advance Drawings, asset lists, licences - and their status

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Access & H&S

What's needed to get on site, and any hazards the install team must plan for.

Site Access Requirements

Induction

Photo ID

CSCS / ECS

DBS

Security clearance

D&A test

Escort

Sign-in book

Key collection

None

Access Hours / Restrictions

When Can Work Actually Happen?Out-of-hours working materially changes labour cost

Normal hours

Evenings

Weekends only

Nights

Shutdown only

No downtime allowed

Working Window NotesAnything that limits when engineers can be on site

Permit-to-Work System?

Permit Types (if applicable)

Hot works

Working at height

Confined space

Electrical isolation

Roof access

Cold work

Parking Available?

Welfare Facilities

F10 Notifiable Site?CDM 2015

Site-Specific Hazards

Emergency / First-Aid Arrangements

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PPE

What engineers need to bring and what the customer will provide.

PPE Required on Site

Safety boots

Hard hat

Ear protection

Safety glasses

Gloves

Hi-vis vest

Hi-vis long sleeve

Hi-vis trousers

Boiler suit

Harness

Respirator

Anti-static

FR clothing

None

PPE Supplied by Customer?

02 / 13

Customer & Site

Baseline context — who the customer is, what the site is for, and whether anything is already in place.

Customer Name*

Site Name / Codee.g., LBA8 Leeds

Site Address*

Customer Site ReferenceThe customer's own code for this site, if different from above

Site OperatorWho actually runs the building day to day

Radio Kit OwnershipWho owns the installed equipment

Contractual CounterpartyWho Servicom actually contracts with for this site

Ownership / Operator NotesFlag any conflict or ambiguity here — it slows everything down later if missed

Automation PresentDrives both coverage risk and interference risk in a fulfilment centre

AGV / AMR

ASRS

Conveyor / sortation

Robotic pick

Automated cranes

Pallet shuttles

None

What3Words / GPS

Site Type

Site Size

Operational Hours

Expected Users*

Expected Handsets

Is There An Existing Radio System?Greenfield means nothing to survey or decommission

The following describes the existing system being replaced — not the proposed solution.

Existing Brand / Model

Age of System

Incumbent Supplier

Reason for Change

Decommission Existing Kit?

Target Go-Live

How Firm Is That Date?

Fixed Deadlines & ConstraintsShutdowns, seasonal peaks, contract end dates, events

Budget IndicationIf disclosed

Budget Status

Budget Holder / Decision MakerWho signs it off

Decision Timescale

Decision ProcessTender? Multiple quotes? Framework? Who else is involved?

Scope of This Requirement

Total Sites In ScopeIf more than one

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Coverage Requirements

Where the radio system must work, and what it must integrate with.

Coverage Scope*

Internal only

External only

Internal + external

Multi-building / campus

Inter-site / wide area

Mobile / vehicular

Coverage Areas RequiredKey zones — pick tower, inbound yard, mezzanine, plant rooms…

Coverage Area Photos

Tap to capture or upload

Photos help future-proof the quote

Known Dead Zones

External Coverage (m from building)

Site Perimeter (approx m)

Integration Requirements

Fire panel

ICCS

BMS

Telephony

Dispatch console

Call recording

Lone worker

Telemetry / SCADA

PAVA

None

Integration Notes

Coexisting Communications SystemsEverything already in use on site, whether or not it touches the radio system

Wi-Fi voice

DECT

PA / tannoy

PAVA

Paging

Lone worker device

Panic alarm

Fire panel

Work mobiles

PoC / cellular PTT

Voice picking headsets

Body-worn video

Other radio system

None

Coexisting Systems NotesFrequencies, owners, known interactions or conflicts

Radio Safety-Critical on This Site?Is the radio system relied upon for fire evacuation, first aid response, or any other life-safety process?

Safety-Critical DetailWhich process depends on it, and what happens if radio fails

Coverage Test Results One row per test point. Comparable across sites and across revisits.

Environment Checklist Tick everything present. Forces completeness on FC-specific coverage risks.

Chilled

Frozen

Lifts

Stairwells

Mezzanine

Racking canyons

AGV zones

ASRS

Conveyor

Plant rooms

External yard

Gatehouse

Offices

Welfare

Basement

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Frequency & Licensing

Spectrum, OFCOM status, and any interference risks.

Band Preference*

OFCOM Licence Held?*

Can the customer produce the licence document?Needed to verify frequencies before design

Licence Held ByNot always the customer

Transferable to Servicom?

Licence Number

Licence Expiry

Licence Type

Interference Concerns

Licence Register One block per licence held for this site. Include Simple UK Light umbrella licences.

Programmed vs Licensed Reconciliation One row per programmed channel. Compare what the radios transmit against what the licence permits.

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Equipment Location

Where the base station or repeater will live — power, ventilation, asbestos, access.

Proposed Equipment Location*

Equipment Location Photos

Tap to capture

Recommended — minimum 2 angles

Indoor / Outdoor

Alternative Locations Considered?

Equipment Housing*

Available Rack U

Rack Accessible?

Servicom Installing the Housing?

Ambient / Ventilation

Flooring Type

Power Available at Location?

Socket Type

Distance to Nearest Socket (m)

UPS Required?

Asbestos Status

Asbestos Register Sighted?

Room Access Restrictions

Equipment Rooms / Racks One entry per room or rack. Note battery date labels and any unauthorised alterations.

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Radio Infrastructure

Fixed equipment as installed — repeaters, supporting kit, and the programming baseline.

Proposed Equipment LocationWhere would the repeater / head-end live?

Power Available At That Location?

Rack / Cabinet Space?

Power & Siting NotesUPS present? Dedicated circuit? Anything an electrician would need to know

Predicted Project Type Matches the Project Type on the deal - best guess at this stage

Recommended Solution The architecture you'd propose — confirm at design stage

Why This Solution What drove the choice — user numbers, sites, coverage, licence, budget

Existing Infrastructure Being Replaced What comes out or gets superseded - repeater, antenna, feeder, mast, rack, handsets

Existing Infrastructure To Reuse Anything staying in place cuts the quote - be specific about condition

Who Removes The Old Kit? Affects labour and disposal cost

Migration Approach Can the old system go off air, or must both run?

Simplex Only — No Fixed Infrastructure Tick where the site runs handset-to-handset with no repeater (e.g. JJ Mack, Park Royal Picking). Hides the infrastructure blocks below.

System Type

Codeplug Backup Held?

Repeater Register One block per repeater or base station. Serial numbers matter — they key the asset record.

Repeaters On Site Model and quantity. One row per model — use Copy for another.

Supporting Equipment Combiners, splitters, duplexers, enhancers, gateways, DAS head-ends, PSUs.

Talk Groups / Channels in Use As programmed and as actually used — note where they differ.

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Antenna

Location, mounting, line-of-sight, and any structural or planning implications.

Existing Antenna Installed?

Antenna Type

Condition

Reuse Existing Antenna?

Proposed / Existing Antenna Location*

Antenna Location Photos*

Tap to capture

Include LOS view if possible

Height above ground (m)

Mounting

New Mast Required?

Mast Height (m)

Mast Type

Structural Assessment Required?

Planning Permission Implications?

Line of Sight

Lightning Protection

Earthing Available?

Antenna Register One entry per antenna. Photograph each and note what it feeds.

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Cable Run

Route, length, containment, penetrations, and working-at-height implications.

Cable Run Description

Cable Run Photos

Tap to capture

Photos at key points — turns, penetrations, risers

Total Cable Length (m)

Cable Type Required

Cable Containment

Existing tray

New tray needed

Trunking

Conduit

Catenary

Ceiling void

Underfloor

External clipped

None / surface

Penetrations Required

Internal walls

External walls

Floor slabs

Roof / flashing

Fire-rated walls

None

Working at Height Required?

Max Height (m)

Access Method

Fall Protection In Place?

Hot Works Permit Required?

Who Is Installing the Cable?

Cable Run Agreed with Customer?

Feeder / Cable Runs Radio-relevant runs only. Note containment and any fire-stopping concerns.

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Terminals & Users

Handsets in service, battery and charging provision, and what the people on the ground actually report.

Terminal Register One block per handset model. Counts reconcile the asset record against what is physically on site.

Terminals On Site Model and quantity. One row per model — use Copy for another.

Chargers On Site (total)

Charger Locations

Emergency Features Configured is not the same as tested. Record both.

Configured?

Tested on the day?

Emergency Feature Notes

Team Interviews Short conversations with actual users. This is where undocumented problems surface.

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Network & IT

Only if the system needs to talk to the customer's network.

Network Connection Required?

Network Type

LAN

WAN

Dedicated VLAN

DMZ

Cellular backup

Switch Provided By

Static IP Required?

Firewall / Port Rules

IT Contact Name

IT Contact Email

SIP Trunk / Dispatch Integration?

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Inspection & Tests

Physical condition, measured performance, and compliance checks against the licence.

Visual & Physical Inspection Anything marked Fail needs a note — a bare fail is no use in a certificate.

Enclosure & Mechanical

Radio & Repeater Performance Measured values against expected. Instruments used are recorded in section 01.

RF & Antenna System VSWR and return loss per feeder run.

UPS & Battery Undated batteries are a recurring estate finding — record the date code where present.

Frequencies and CTCSS Match the Licence?

Antenna Type and Gain Compliant with Licence?

Cables and Connectors Refitted After Testing?

Coverage Heat Map

Heat Map / Coverage Plot

Attach heat map

Screenshot or export from the survey tool

Overall Inspection Outcome

Inspection Notes

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Commercial Scope

What goes on the quote — handsets, accessories, services, support.

Handset Type

IP Rating

Special Options & Accessories Required

ATEX / IS

GPS tracking

Man-down

Bluetooth

Messaging

Emergency button

Covert earpiece

Commander

RM

Support contract

Accessories Required

Single chargers

Multi-chargers

Rack chargers

Spare batteries

Earpieces

Speaker mics

Cases / holsters

Vehicle chargers

Training Required?

Likely SLA Level

Commercial Model

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Risks & Exceptions

Everything that could derail the install — called out now, not later.

Items Requiring Follow-up / Second Visit

Third Parties to Engage

Landlord

Neighbour(s)

Structural engineer

Planning consultant

Customer IT

Customer H&S

Facilities / M&E

Principal contractor

Customer-Imposed Constraints

Risks / Anything Unusual

Issue Log Every problem encountered or reported, with how you know about it.

Findings & Recommendations Each finding pairs an observation with what should be done about it.

Overall Confidence in Scope

Gaps and Follow-Ups Anything outstanding, who chases it, and by when.

Site Pins - Review Every pin dropped during the survey, in one list. Check the labels make sense to someone returning cold.

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Sign-off

Close out the record — photo check, signatures, overall notes.

Photo Checklist Confirmation

Equipment location

Antenna location

Cable route

Penetration points

Power sockets

External context

Existing kit

Surveyor Signature*

Sign here

Overall Survey Notes

Draft surveys

Everything needed to scope,
price, and de-risk the install.

Survey Metadata

Access & H&S

PPE

Customer & Site

Coverage Requirements

Frequency & Licensing

Equipment Location

Radio Infrastructure

Antenna

Cable Run

Terminals & Users

Network & IT

Inspection & Tests

Commercial Scope

Risks & Exceptions

Sign-off

Draft surveys

Everything needed to scope, price, and de-risk the install.

Survey Metadata

Access & H&S

PPE

Customer & Site

Coverage Requirements

Frequency & Licensing

Equipment Location

Radio Infrastructure

Antenna

Cable Run

Terminals & Users

Network & IT

Inspection & Tests

Commercial Scope

Risks & Exceptions

Sign-off

Everything needed to scope,
price, and de-risk the install.