VoIP Migration Checklist: 15 Things to Do Before Your Go-Live Date

Key Takeaways

• A VoIP migration has 15 critical steps that must happen before go-live, from network testing to emergency 911 configuration.
• Skipping the network assessment is the most common cause of post-migration quality problems, including choppy audio, dropped calls, and one-way audio.
• Auto-attendant scripting and call flow mapping should happen during the planning phase, not on go-live day.
• Vistanet’s 15-point Success Checklist covers all of these steps as a standard part of every installation.

Switching your business phone system to VoIP is not a flip-the-switch event. It’s a project with moving parts that need to happen in the right order. Miss a step, and you end up with poor call quality, confused customers, or an auto-attendant that sends callers to the wrong department.

This checklist covers every pre-go-live task in the order they should happen. Print it, share it with your provider, and check off each item as it’s completed. Vistanet’s 15-point Success Checklist covers these same items as a standard part of every migration.

Pre-Migration: Weeks 4-6 Before Go-Live

1. Test Your Internet Bandwidth

Run a speed test from the location where VoIP phones will be used. You need at least 100 Kbps of upload and download bandwidth per concurrent call. For a 10-person office where 5 people might be on calls simultaneously, that’s 500 Kbps dedicated to voice traffic.

Don’t just check total bandwidth. Test during peak usage hours when your team is streaming, uploading files, and using cloud applications. VoIP call quality depends on consistent bandwidth, not just maximum speed.

2. Audit Your Network Equipment

Your router and switches need to support Quality of Service (QoS) settings, which prioritize voice traffic over data traffic. Consumer-grade routers from your ISP often lack QoS capabilities. If your router can’t prioritize voice packets, call quality will suffer during heavy internet use.

For businesses that need network guidance, the Vistanet team evaluates your network infrastructure as part of the setup process and recommends upgrades only when necessary.

3. Configure QoS on Your Router

QoS tells your router to give VoIP traffic priority over other data. Without QoS, a large file download or video stream can consume all available bandwidth and cause choppy calls.

The specific QoS settings depend on your router model, but the goal is the same: tag VoIP packets with high priority (typically DSCP EF, or Expedited Forwarding) and ensure those packets get processed first.

4. Check Your Firewall and SIP ALG Settings

Most business firewalls need specific ports opened for VoIP traffic (typically UDP ports 5060-5080 for SIP signaling and UDP ports 10000-20000 for RTP media). If your firewall blocks these ports, calls won’t connect.

Also check for SIP ALG (Application Layer Gateway) on your router. SIP ALG is supposed to help VoIP traffic pass through NAT (Network Address Translation), but it frequently causes one-way audio, dropped calls, and registration failures. In most cases, SIP ALG should be disabled.

5. Inventory All Current Phone Numbers

Create a spreadsheet listing every phone number your business owns: main business line, direct-dial numbers, fax numbers, toll-free numbers, and any numbers used for specific departments or locations. Note which carrier each number is with and whether it needs to be ported or discontinued.

This inventory becomes the foundation for your number porting request and ensures nothing gets left behind.

Configuration: Weeks 2-4 Before Go-Live

6. Map Your Call Flows

Before your provider can program the system, you need to decide how calls should route. When someone calls your main number, what happens? Do they hear an auto-attendant with options (“Press 1 for Sales, 2 for Support”)? Do calls ring all phones simultaneously? Do they go to a receptionist first?

Map out every scenario: business hours routing, after-hours routing, holiday routing, and overflow routing (what happens when nobody answers). The after-hours call management guide covers the most common configurations.

7. Write Your Auto-Attendant Scripts

Your auto-attendant is often the first thing customers hear when they call. Write the scripts in advance, not on go-live day. Include your business name, a brief greeting, menu options, and hours of operation.

Keep it short. Callers don’t want to listen to a 60-second menu. Three to four options is the sweet spot. If you need help designing an effective call flow, review the essential phone features checklist for auto-attendant best practices.

8. Configure Ring Groups and Hunt Groups

Ring groups determine which phones ring when a specific number or extension is dialed. Common setups include simultaneous ring (all phones ring at once), sequential ring (phones ring in order), and round-robin (calls distribute evenly across the team).

For businesses with high call volume or contact center needs, call queues with hold music and estimated wait time messages keep callers from hanging up.

9. Set Up Voicemail Boxes

Every user needs a voicemail box with a professional greeting. Decide whether voicemails should be delivered as email attachments (voicemail-to-email), as both email and phone notification, or as phone-only. Most businesses choose voicemail-to-email because it lets employees respond to messages faster, even when away from their desk.

10. Order and Pre-Stage Equipment

VoIP desk phones, headsets, conference phones, and network switches should arrive at least one week before go-live. This gives your provider time to pre-configure devices, test them, and resolve any hardware issues before installation day.

Vistanet handles all equipment procurement and configuration, so phones arrive ready to plug in and use.

Final Preparation: 1-2 Weeks Before Go-Live

11. Configure Emergency 911 (E911)

This is non-negotiable. VoIP systems handle 911 calls differently than landlines. With a traditional phone, 911 dispatchers automatically know your location. With VoIP, your physical address must be registered with the E911 service so dispatchers can locate your office.

If your business has multiple locations or floors, each physical location needs its own E911 registration. Vistanet configures E911 for every location as a standard part of the installation. This is also a compliance requirement. If your business handles sensitive data, your security and privacy setup should include E911 verification.

12. Set Up Call Recording Policies

Determine which calls will be recorded and for how long. Some businesses record all calls for quality assurance. Others record only customer-facing calls. Industries like healthcare, financial services, and legal have specific call recording retention requirements that dictate minimum storage periods.

Configure recording policies in the system before go-live so recording starts automatically on day one.

13. Import Contacts and Speed Dials

Load frequently-called numbers into the VoIP system’s directory. This includes internal extensions, key clients, vendors, and emergency contacts. Users can also import contacts from their phones into the mobile app.

14. Schedule Employee Training

Block time on the team’s calendar for training on go-live day. Most teams need 2-4 hours for basic training, with additional time for power users and admins. Make training mandatory, not optional.

Cover the five core tasks: answering calls, transferring calls, checking voicemail, using the mobile app, and placing callers on hold. For a detailed training framework, see the VoIP team training guide.

15. Confirm Number Porting Status

One week before go-live, confirm with your provider that all porting requests have been submitted and that FOC (Firm Order Commitment) dates are confirmed. If any ports were rejected, there’s still time to correct paperwork and resubmit.

Do not schedule go-live until number porting dates are confirmed. If ports are delayed, push go-live back. Using the system with temporary numbers and then porting later creates confusion for customers and staff.

Go-Live Day

On the morning of go-live, your provider installs and tests all equipment, verifies that numbers have ported, tests inbound and outbound calling, confirms E911 functionality, and runs training with your team.

By the end of the day, your old phone system is retired and the new VoIP system is handling all your business calls. For ongoing support and optimization, Vistanet provides local, human-to-human support that’s a phone call away.

Summary

A successful VoIP migration depends on completing 15 critical steps before go-live. The most commonly missed items are network QoS configuration, auto-attendant scripting, E911 registration, and call recording policy setup. Vistanet’s migration process covers all 15 items as standard, so nothing falls through the cracks.

Frequently Asked Questions

What’s the most important item on this checklist?

Network preparation (items 1-4). Call quality problems after migration are almost always caused by insufficient bandwidth, missing QoS settings, or firewall misconfigurations. Get the network right and everything else falls into place.

Can I do this checklist myself, or does my provider handle it?

Vistanet handles most of these items as part of their standard migration service. Your role is providing account information for porting, approving call flow decisions, and making your team available for training.

How far in advance should I start the migration process?

Start 6-8 weeks before your target go-live date. This gives enough time for network assessment, system configuration, number porting, and training scheduling without rushing any step.