Public Safety Software Demo Checklist

Before the demo

Preparation decides how useful the hour will be. List the biggest problems you want the software to address, and identify the people who will use, manage and support the system. Choose a few real workflows you want the vendor to demonstrate, and decide which requirements are essential and which are optional.

Ask whether the demo can use examples that reflect your agency's operations.

During the demo: what to see

Ask the vendor to show how the system handles the following.

• Scheduling patterns, time off, shift trades, and open shifts
• Qualifications or certifications tied to roles or assignments
• Training records and completion tracking
• Timekeeping, approvals, and payroll exports
• Vehicle checks, maintenance records, or operational forms
• Inventory, equipment, or policy acknowledgments
• Mobile access for field staff
• Reporting and access to records

During the demo: how it feels to use

Count the steps that common tasks take. Ask what an administrator can configure, what requires vendor assistance and whether different user roles see different information.

Ask about the practical details

What does the quoted price include, and what costs extra? How are data imports, setup and training handled? What support is available after launch? What integrations are available, and are there related fees? How are software updates communicated, and what security and access controls are available?

After the demo

Have each participant record what worked well, what was unclear and any unanswered questions. Compare vendors against the same requirements and workflows.

A consistent scorecard helps your agency decide on fit, usability, cost and support, not on presentation style alone.