Cleartone will work with you to ensure a fluid and trouble-free installation of our VoIP service. We understand that installing a VoIP system requires careful planning and execution to ensure a smooth and successful deployment. We will work with you to help guide you through the process, ensuring our services align with your organisational goals and requirements:

Fortunately, we have developed a comprehensive VoIP installation checklist to assist you through this process, divided into three stages, with a total of 12 steps, to help you harness the capabilities of a virtual phone system effectively. Let’s get started!

Stage I: Research & Preparation

1. Identify Phone System Needs:

   – Begin by determining the specific requirements for your phone system.

   – Consider factors such as the number of users (both local and remote), active business phone numbers, phone system usage, expenses, budget constraints, and legal and regulatory obligations.

2. Prioritise Communication Features:

   – Evaluate the features you require and prioritize them based on your business needs.

   – VoIP offers a wide range of features, including auto attendants, call routing, video conferencing, instant messaging, and voicemail transcription.

3. Perform Bandwidth Tests:

   – Ensure that your network can support VoIP traffic by conducting bandwidth tests.

   – VoIP relies on a stable internet connection, so confirm that you have sufficient bandwidth (around 100 Kbps per line), low latency (under 150 milliseconds), and minimal jitter (under 20 milliseconds).

4. Select Optional VoIP Phones and accessories:

   – Choose between using existing devices like smartphones and computers or invest in VoIP phones.

   – Explore various VoIP phone options, including desk phones, headsets, and peripherals.

Stage II: Migration & Setup

5. Transfer Phone Numbers:

   – Your phone number is a vital part of your business identity. Ensure a smooth transition by transferring your existing phone numbers to the new VoIP system.

   – Coordinate with your VoIP provider to initiate the porting process and gather the necessary documentation.

6. Add and Manage Users:

   – Determine the number of employees who will use the VoIP system and configure user accounts accordingly.

   – Define user permissions, extensions, and call flows as needed.

7. Download VoIP Apps:

   – Set up devices for VoIP usage by downloading softphone apps for smartphones and desktops.

   – If you opt for desk phones, connect and associate them with user profiles in the administrative portal.

8. Design the Ideal Call Flow (Auto Attendant):

   – Create a professional call flow using auto attendants to guide callers efficiently.

   – Craft greetings and menus that provide callers with clear options.

Stage III: Post-Installation

9. Verify Network Connectivity:

   – Double-check network configurations to ensure proper connectivity.

   – Conduct test calls to confirm voice over IP connections are functioning as expected.

10. Confirm Number Assignments:

    – Verify that phone numbers, including direct inward dial numbers and ring groups, are correctly configured.

    – Set outbound caller ID as desired and monitor its update in telecom databases.

11. Record Voicemail Greetings:

    – Record voicemail greetings that convey professionalism and important information to callers.

    – Customize greetings to suit your business needs.

12. Activate Extra VoIP Features:

    – Explore and set up additional VoIP features that enhance your communication capabilities, such as call forwarding, call recording, text messaging, and call screening.

By following this comprehensive checklist, you can ensure a successful VoIP installation that meets your organisation’s communication needs while maintaining security and reliability. It’s essential to plan and execute each step carefully to maximize the benefits of your VoIP system.

Cleartone will ensure a successful transition to VoIP with minimal disruptions to your business operations. If you’re ready to embrace the benefits of a modern VoIP phone system, our onboarding and setup support can assist you in making the switch seamlessly. Get started today with a personalised quote, and we’ll lead you through the VoIP implementation process with confidence.