Describe the handover in everyday terms
A website enquiry might need to create a follow-up task in your enquiry system. Write down what starts that handover, which details are needed and what reception should see at the end. Include corrections and repeated submissions.
Decide which system is the main record for each kind of information. If a contact number changes, staff need to know where to correct it and whether that change reaches the other tool. Otherwise a connection can spread old information more quickly.
Check what both suppliers allow
You may hear the term API. It means a way for software systems to exchange information or request actions. Having an API does not necessarily mean a product supports the particular connection you need.
Ask both suppliers to confirm the required action, available access, additional fees and whether they provide a safe place to test. Get a working demonstration of the important handover before treating it as a settled part of the price.
Ask what happens when something goes wrong
Plan for an unavailable system, incomplete details and the same request arriving twice. Ask who will be told, where unfinished work appears and how staff can recover it without creating duplicate records or messages.
An illustrative test might send a made-up enquiry while the receiving connection is unavailable. The supplier should show where it waits, how someone notices it and what happens when the connection returns. A hidden error message is not a useful reception process.
Agree who looks after the connection
Document which supplier investigates each part, who can change its settings and who tells you when a product update affects it. Include ongoing support and usage charges in the comparison.
Before launch, let the team follow complete examples in the agreed test setup. Check information at both ends and include failures. Start with a limited scope where possible. You should finish with a clearer way of working and an understandable support arrangement.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
From system; to system; required action; supplier confirmations; failure owner and recovery steps.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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