A Flawless Phone System Rollout

Cloud phone systems rely entirely on the quality of your internet connection and local network. If your network is congested, your calls will sound robotic.

• Bandwidth Check: Allocate at least 100kbps of dedicated upload/download bandwidth per concurrent call.
• Router QoS: Enable Quality of Service (QoS) on your router to prioritize VoIP traffic (SIP/RTP) over general web browsing and file downloads.
• SIP ALG Disabled: Log into your firewall and disable SIP ALG (Application Layer Gateway), as it notoriously corrupts VoIP packets.
• Cabling: Ensure you have Cat5e or Cat6 ethernet drops at every desk. If you are using PoE (Power over Ethernet) switches, ensure they have the power budget to support all new phones.

Before configuring the PBX, you need to know exactly how a call should route through your business.

• Main Number Routing: Does a live receptionist answer, or an Auto-Attendant (IVR) like "Press 1 for Sales"?
• Ring Groups: When someone presses 1 for Sales, do all sales phones ring at once (Simultaneous), or one after another (Sequential)?
• Business Hours: Define your open hours, holiday schedules, and the specific after-hours voicemails or answering services.
• User Extensions: Map out a spreadsheet of all employees, their desired 3- or 4-digit extension, and their direct inward dial (DID) numbers.

With the network prepped and the routing built, it's time to deploy the hardware and prepare the team.

• Device Placement: Unbox phones and place them at designated desks. (If using VirPhone, devices arrive pre-provisioned and will auto-configure upon plugging in).
• Softphone Installation: Deploy the VirPhone desktop and mobile apps to users' devices.
• Test Calls: Make internal extension-to-extension calls, outbound calls, and test the 911 address routing (notify dispatch it is a test).
• Staff Training: Distribute quick-reference guides on how to transfer calls, set up voicemail, and use the mobile app.