8.8 Handover: documents and user training
Key idea: The job is not finished until the user knows how to operate the system and has every document they need.
Handover is the formal transfer of the system to the owner or operator. A good handover prevents most "nuisance" service calls. Many early complaints come from users who do not understand defrost, schedules or set points.
Train the person who will actually operate the system — the hotel maintenance man, the hostel warden, or the homeowner. Show, then ask them to do it while you watch.
| Document | Contents | Who keeps it |
|---|---|---|
| Commissioning report | Checklist, readings, capacity, COP, SH/SC, settings | Owner and installer |
| Factory performance test report | Bench test results for this serial number | Owner |
| Installation and user manual | Operation, safety, fault codes | Owner, near the unit |
| As-built schematic / P&ID | Actual piping, valves, sensors, electrical feed | Owner and service team |
| Controller settings sheet | Set points, differential, schedules, limits | Owner and installer |
| Warranty card and registration | Serial number, start date, conditions | Owner |
| Service schedule | Filter, strainer, coil, water quality checks | Owner |
| Contact details | Service phone, email, QR code if any | Posted on or near unit |
User training topics:
- Switching on and off, changing set point and schedule.
- What defrost is: the fan stops and steam may rise from the coil — this is normal.
- Normal sounds, and which sounds mean "call service".
- Reading and noting fault codes before calling.
- Simple care: keep the coil clear of leaves, dust and stored items; clean the strainer as advised.
- Water quality: where water is hard, maintain the softener to prevent scale.
- Safety: do not open panels; isolator location; keep children away from the unit.
Remember
- Hand over a complete file: commissioning report, test report, manuals, settings and warranty.
- Train the real operator and have them practise.
- Explain defrost and normal noises to avoid false complaints.
- Get a signed handover form with the date; warranty usually starts here.
Field tip: Take a photo of the final controller settings and the commissioning sheet, and send it to the owner the same day.
The job is not finished until the user knows how to operate the system and has every document they need.
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