Great rollouts aren’t magic—they’re habits. When you prep the right way, quote the right way, and test the right way, VoIP “just works” on day one and day ninety. This is the practical playbook our partners use (and the one we coach in Tech Tuesday). Steal it, standardize it, and grow on it.
Do a real project kickoff with the customer and get written sign-off on call flows.
Shape the network first (QoS, SIP ALG off, avoid double NAT), then ship phones.
Build the PBX before the boxes; stage and label everything.
Prefer temp-DID cutovers over live ports to reduce on-site drama.
Register 10DLC early and set expectations—approvals aren’t instant.
Use RingOS to quote → activate → bill → support under your brand (and margins).
We don’t pretend incidents didn’t happen—and we don’t leave you guessing. Bookmark status.ringlogix.com for live updates and email alerts.
“If anything’s going on, this page is your most current source—even if you can’t reach the RingOS portal. Click Get Updates and you’ll get every change as support publishes it.” — Jaime Norris, Partner Solutions Manager, RingLogix
You can’t scale on heroics; you scale on repeatable steps.
“We give you a lot of info at onboarding. This pulls it into one cohesive path so you can train, delegate, and grow.” — Jaime
A clean process gives you:
Faster delivery (less back-and-forth).
Fewer support tickets (most are preventable).
Better documentation (so handoffs don’t hurt).
Use the RingOS quoting tool (or a proper e-signature flow). With RingOS, accepted quotes:
Create the customer profile (with the right terms).
Establish the PBX domain and build users you quoted.
Add retail components and one-time charges automatically.
“The quoting tool kills the ‘built but never billed’ nightmare. Activate from the quote and the shell is ready for your techs.” — Jaime
Don’t “collect details later.” Host a kickoff and leave with sign-off.
Use RingLogix’s two working docs:
PBX Routing Sheet – main numbers, menus (open/closed/holiday), queues, failovers, hunting, recordings, after-hours.
User Details CSV – extensions, names, emails, device type. (Bulk-import this and thank yourself later.)
“Put the entire call flow on one page and get written approval. When the business owner and front desk agree, your go-live is calm.” — Jaime
Voice problems are usually network problems.
“Roughly 70/30—most ‘voice’ tickets are actually network shape. Fix the shape first.” — Jaime
Checklist:
Bandwidth reality check during peak hours (budget ~100 kbps per active call + headroom).
Turn off SIP ALG / VoIP “helpers” (and recheck after ISP reboots).
Avoid or account for double NAT.
Apply QoS for RTP, consider a voice VLAN, and mind Wi-Fi voice rules.
Document ISP details (service type, modem/router, support contact).
Use the SIP ALG detectors in the Knowledge Base to verify.
Quick test Jaime uses:
“Put two phones on two different switches and talk for five minutes. If you hear jitter, don’t deploy yet—fix the network.”
Start with the experience, then touch hardware.
Design auto attendants, queues (max wait, callback offers, MOH), time routes, and failover logic.
Bulk-import users and set voicemail/recording policies.
Get final WAVs for greetings before turn-up.
Confirm permissions (who can see recordings, change routes, run reports).
“Offer callback around 45–60 seconds and you’ll drop abandons immediately.” — Jaime
Pre-provision devices in RingOS; tag by site.
Label user / extension / MAC on each phone.
Reusing gear? Factory reset and apply the exact template from our docs.
Bring a PoE tester and a small unmanaged switch for isolation checks.
For softphones, validate headsets and OS mic permissions.
Live ports at 10:00 a.m. ET are… exciting. There’s a calmer way.
“Buy a temp DID, point it to your new PBX, and forward the ported numbers to it. You can place hardware and test paths without waiting on a live cut.” — Jaime
Also:
Always collect a recent invoice; it mirrors the carrier’s CSR best.
Keep a signed LOA (required for toll-free/responsible org cases; useful for records).
Use our Portability Check before you submit.
10DLC registration (brand + use case) is required for business SMS, and approvals aren’t instant.
“We automated 10DLC in RingOS with a dedicated tab. Use the paper form during kickoff, submit early, and set expectations—the Campaign Registry isn’t predictable.” — Jaime
We default to Low-Volume Mixed so you can include multiple use cases (e.g., account notices + 2FA + delivery updates).
Run real scenarios end-to-end and keep a Day-1 change log.
Test paths:
Main → IVR → queue → agent → transfer → voicemail → email.
After-hours routes and emergency override.
WAN failover (pull primary, verify failover rule really works).
Recording on/off and playback permissions.
“Don’t ‘smoke test.’ Scenario test—the exact paths users take.” — Jaime
Micro-sessions by role: front desk, queue agents, managers.
Teach the few moves that matter: transfer, park/pickup, voicemail, where to get help.
Leave a one-page quick guide (branded, with your support contact).
“Users don’t need a VoIP class. They need two or three wins.” — Jaime
Watch the first two weeks closely and fix patterns, not one-offs.
Track: MOS/jitter, queue abandons, AHT, missed-call reasons.
Schedule a 14-day health check to tighten anything you learned.
Go-Live Assist – book Jaime + a support engineer to sit in on your cutover.
PBX Build/Review – we’ll co-build or sanity-check your design.
LNP Portability Check – pre-check numbers before you submit.
RingLogix University – short courses on quoting, networking, LNP, 10DLC.
Knowledge Base – updated LNP flows, rejection codes, SIP ALG tools.
Partner Success tickets – include your Routing Sheet, User CSV, and goals.
“Own the customer, own the margin, own the experience. RingOS is built for that.” — Jaime
Where do I get outage updates if I can’t reach the portal?
Visit status.ringlogix.com and click Get Updates for email alerts.
What’s the fastest way to avoid call-quality issues?
Disable SIP ALG, apply QoS to RTP, avoid double NAT, and test two phones across different switches during peak hours.
Do I need a voice VLAN?
Highly recommended. It simplifies QoS and troubleshooting.
What should I test at turn-up?
Every real user path (IVR→queue→transfer→voicemail), after-hours, WAN failover, and recording playback/permissions.
How do I cut over numbers without chaos?
Use a temp DID pointed to the new PBX; forward ported numbers to it until the carrier completes the port.
How long does 10DLC approval take?
Varies. Submit early in RingOS and set expectations—approvals aren’t guaranteed on a fixed timeline.
Can I reuse existing phones?
Often, yes—factory reset and apply our template. Some carrier-locked devices can’t be repurposed; verify before you plan on reusing.