When you sign up for a system from IP Office Techs, our Project Managers follow a proven step-by-step process for the successful implementation of your new system.  The process is as follows:

• Design
  • We provide you with a form to fill out listing the phones needed and other details.
  • A LoA (Letter of Agency) form is provided for you to sign, giving us approval to move the phone numbers over.  You also provide us a copy of your phone bill at this time. 
  • We review the information you provide and prepare a quote for you.
  • The quote is accepted and the parts are ordered.
  • Your network is checked for VoIP phone compatibility.
  • We check to see if your phone numbers can be moved to the new system. This is called “Number Verification”.
• Programming
  • Based on the information you provide, we begin programming the system in the cloud.
  • When the phones are received at our site, we do initial programming on the phones and verify they connect into the cloud server, then leave them connected for 2-3 days to insure the new configuration is stable and ready to go. 
  • Phones and other peripherals are sent to you.
  • We prepare a custom end-user operation guide. 
• Installation Begins
  • Phones are connected by our onsite techs or your staff with our remote assistance.  The custom end-user guide is provided. 
  • Our remote management PC is connected with power and network connections.  This is used to fine tune and modify phone settings and to optimize functionality on your specific internal network. 
  • Phones are verified to be live on the network and adjusted as needed.
  • An initial training is provided discussing the basics.
• Onsite Testing
  • We ask that you use your phones for outbound calls for 2-3 days to verify your network is working with the new system and there are no dropouts or call quality issues. 
  • While the phones are being tested we may provide you with a temporary number to call in and simulate how the call flow would be handled and transferred to other extensions or groups.  This real world simulation helps your staff be more comfortable with the system prior to it being “Live”.  Use the provided operational instructions as needed. 
  • You report to us whether the calls have been clear and without drop-outs and that you approve the porting to proceed. This is done verbally or via an email to us. 
• Porting
  • We begin the process to move your phone numbers over to your new phone system.  This process is known as “porting”.  We request a “Porting Date” if possible.  The porting process can be anywhere from 3 days to 2 weeks or longer depending on whether the request is approved quickly or rejected. 
  • The phone company accepts the “Port Request” and replies with a “Firm Order Commitment” date which is the proposed date the number(s) will move to the new system.  This can change based on situations beyond our control.  We usually get this notification 3 – 7 days before the actual port.
  • On the day of the port we monitor the process and when the port has been indicated “Complete”, then we test the number to verify it is in the system. 
  • On the day of the port we will assist you onsite or remotely to familiarize your staff with the call flow now that the system is live.  This is called “First Day of Business” support or simply “Training”.
• Additional Items
  • We will implement and have you test your 911 service.
  • You will provide how you would like your company name to appear to outside callers. You have 15 characters available including spaces. 
  • Music on Hold customizations can be done at this time or later.
  • Any additional programming for extension groups if needed. 
  • If any accessories need to be ordered such as headsets, now is the time to place your order. 
• Ongoing
  • Any additional programming or questions are handled at no cost as long as you are connected to our services. 
  • Additional phones will incur an extra upfront and monthly cost adjustment.