If you ask how long implementation takes, you will probably hear the same answer you get for most big transitions: it depends. The more useful question is what the process actually looks like day to day and what it takes to get to go-live without disrupting your operations.
To get a clearer picture, we spoke with ImageTrend Implementation Manager Matt Gustafson about what agencies can realistically expect, what can speed things up or slow them down, and how to know when it is time to make a change.
How Long Does Implementation Take?
ImageTrend’s implementation process is built around a clear, practical goal: helping agencies get live on their core modules in less than 90 days. “That’s our target time for a client right now, leveraging our implementation specialist and our Virtual Learning Center,” Matt explained.
That timeline is designed to get agencies to a meaningful starting point, where they can begin using the system for key functions like EMS and fire reporting. From there, teams can continue refining workflows, expanding usage, and optimizing the system based on what they learn after go-live.
“The goal is to get them live and able to report,” Matt said. “That does not mean every workflow has to be fully built out on day one.” In other words, go-live is not the finish line for every improvement. It is the point where agencies can start working in the system, reporting confidently, and building from there.
According to Matt, the biggest variable is not usually the software, but capacity and commitment. “An agency’s ability to commit to the implementation can make a big difference. Do you have the time, the resources? Are you able to do the necessary tasks to get you up and running?” When agencies stay engaged and move through tasks consistently, timelines tend to hold.
What Implementation Actually Involves
The process typically begins with a formal handoff and kickoff. From there, our team builds a plan tailored to each specific agency. “You’ll have a customized implementation plan looking at the products that you’ve purchased, the modules that you’ve purchased, what your requirements are,” Matt explained.
From there, work happens in parallel:
- Weekly working sessions with an implementation specialist
- On-demand training through the Virtual Learning Center
- Configuration and data preparation on the agency side
Matt emphasizes that this is not a one-sided process, but a shared effort. “I always say that the implementation process is the specialist learning about the agency, the agency learning about the product, and then both meeting in the middle.”
What Tends to Take the Most Time
Across implementations, one theme comes up consistently: data. “If you’re moving data, that can always be a little bit challenging from one system to another,” Matt explained.
Where industry data standards exist, the process is usually a bit more structured and straightforward. Where they do not, more manual work is often required. This often means agencies need to review, organize, and format their data before it can be migrated.
It can feel like extra work in the moment, but it also serves as a valuable opportunity to clean things up and set a stronger foundation going forward.
What Makes an Implementation Go Smoothly
The smoothest implementations have less to do with technical factors and more to do with aligning on a collaborative approach where everybody’s on the same page. When teams share a clear vision and stay engaged, progress comes faster and decisions are easier.
Just as important is recognizing that implementation does not happen in a vacuum. As Matt explains, “Implementation is typically another task on somebody’s schedule on top of what they’re normally doing… life happens, things get in the way.”
The agencies that succeed plan for that reality. They allocate time, assign ownership, and keep momentum even when things get busy.
When Is It Time to Switch Systems?
For many agencies, the decision to switch builds gradually.
One of the clearest signals is fragmentation. “Are you using multiple systems? … You don’t have to outsource it to six different platforms that may not talk to each other. With ImageTrend, you can house everything under one roof.” When teams are jumping between disconnected tools, data gets siloed and workflows slow down. That is often the tipping point.
Another key moment comes when reporting gaps start to limit decision making. “When you go to run a report in six months, what do you want to see? What questions are you being asked that you don’t have the answers to right now?” If your current system cannot answer those questions, it is worth re-evaluating.
Switching systems is also a rare opportunity to rethink how data is collected and used across the organization. As Matt puts it, “This is your opportunity to evaluate what you need, what you have, what you don’t have.”
Why the Implementation Experience Matters
A successful implementation is not just about getting live but about getting there in a way that sets the agency up for long-term success. “When you complete an implementation, you want to do it one time and you want to do it really, really well,” Matt said.
That is why the support structure around implementation matters just as much as the software itself. With ImageTrend, agencies are not navigating the process alone. “You have a real person who you can reach out to… people who will advocate on your behalf for the best experience possible.” That continuity carries from implementation into long-term support, which helps ensure the system continues to evolve alongside your needs.
If you approach implementation as a shared process with clear goals and consistent engagement, it becomes a chance to build a system that truly supports how your team works.
FAQ: Implementation with ImageTrend
How long does implementation take?
The target timeline is about 90 days to go live on core modules, assuming the agency can stay engaged and complete required tasks.
What factors affect the timeline the most?
Agency availability, internal resources, and how quickly tasks like data preparation are completed.
What part of implementation is the most complex?
Data migration can take the most time, especially when there are no consistent data standards between systems.
How do I know if it is time to switch systems?
Common signs include relying on multiple disconnected tools, lacking reporting visibility, or struggling to answer key operational questions.
Lane Ledesma
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