Record what your business uses today
Make a list of your main number, direct numbers, fax lines, and any numbers used by individual departments. Add the current provider, account holder, service address, and any account or transfer details your provider requires.
Equipment matters too. Record phone models and whether they are locked to a provider. Include fax machines, door phones, paging equipment, and other devices that rely on a phone connection so they can be reviewed before the switch.
Plan where calls should go
Write down what a caller should hear and which people should answer. A main greeting, sales and support destinations, overflow routing, and after-hours voicemail are a useful starting point.
For more than one office, decide which calls stay local and which should reach a shared team. Confirm each location’s service details and emergency calling address during setup.
- Users and department extensions
- Business hours, holidays, and after-hours handling
- Main greeting and menu choices
- Voicemail destinations and call transfer preferences
Coordinate number porting before cancelling
VoltageX can review number transfer eligibility and help with the Letter of Authorization. Use account details that match your current provider’s records, and have a recent bill ready.
Keep the current service active until the transfer is confirmed complete. Transfer timing depends on the providers and the details of the request. Ask us to coordinate the cutover with your installation plan.
Check the setup with the people who use it
Test the main number from an outside line, then check department routes, transfers, voicemail, and outgoing caller ID. If you use business texting or fax, include those services in the acceptance check.
Give your team a short guide for everyday tasks and a way to get help. VoltageX provides free installation and troubleshooting, and the User Guide covers common phone actions.