Most accounts go live about a week after signup. Here is the plan.
You do not have to follow this exactly. It is a rough schedule that maps what we do on our side to what you do on yours. If you move faster, great. If something slips a day, also fine.
Day 1 kickoff
After signup, you get an onboarding email from us. It asks for three things.
- The legal business name and service address (needed for the port).
- A list of people who need extensions, with their email addresses. We use the emails to create Webex accounts.
- A rough idea of how calls should route. Main number rings everyone? Goes to an auto attendant? Hunt group for sales?
We book a short kickoff call to confirm the plan. Usually 20 minutes. After that call, you can let us run with it.
Day 2 to 3
On our side, we build the account. Extensions, user mailboxes, Webex invites.
On your side, each user gets a Webex invite email. They click the link, set a password, and install the Webex app on their computer and phone. That is it for users. Ten minutes per person.
If we are porting numbers, the port request goes in today. The 3 to 7 business day clock starts now.
Day 4 phones arrive
If you ordered Poly phones through us, they ship pre-provisioned for your account. They arrive roughly on day 4.
When they show up, plug one into power and ethernet and wait 2 to 3 minutes. The phone pulls its config from our server, registers, and is ready. No manual entry. No setup wizard. Each phone has your extension on it when the screen lights up.
See our phone setup guide for the step-by-step. If a phone does not register, see the troubleshooting guide or call us.
Day 5 greetings
This is the day most customers forget about until too late. Record your greetings.
At minimum you need:
- Main auto attendant greeting. Business hours. "Thanks for calling. Press 1 for sales, 2 for support."
- After-hours greeting. "We are closed. Leave a message or call back during business hours."
- Holiday greeting. Optional, but nice to have ready.
Record them yourself from any phone. If you want them professionally voiced, we can refer you. Either way, get them uploaded to the portal before cutover.
Cutover day
The day the numbers actually flip.
We schedule the cutover window in advance. Most customers pick after business hours. When the port completes, calls to your old number start ringing your new Vocatech phones. Nothing on your end needs to change at the moment of cutover.
Keep your old phones on and your old account open for 24 hours after cutover. If anything is stuck on the old carrier, calls still reach you. After 24 hours, you can unplug the old phones and cancel the old account.
Week 2 and beyond
You are live. Now it is the small things.
Install Callpop for screen-pop on incoming calls with CRM links. Add Textdock as a Webex sidebar if you want shared SMS and WhatsApp. Ask us to enable recording on whichever extensions need it, and AI summaries turn on automatically.
When you want to add a user, change a greeting, or tune a routing rule, call us. That is what support is for.