Switching, step by step

Switching phone systems takes a lot of small steps, but it brings few surprises if you take them in order. Most of the work happens before cutover, the moment your calls start ringing on the new system. This chapter walks through each stage, shows who usually does what, and gives you a timeline to fill in with your own dates.

The nine stages at a glance

1. Inventory: what you have today.
2. Requirements: what you need.
3. Quotes: what each option really costs.
4. Approval: who signs off.
5. Plan: dates, network, call flows and training.
6. Porting: moving your numbers.
7. Phones: setup and placement.
8. Cutover: the switch itself.
9. After: the first 30 days.

1. Take inventory

You can’t plan a move without knowing what you’re moving. List:

• every phone, by room and building;
• every phone number, including fax, alarm, elevator and toll-free numbers;
• every phone-related bill and account, with account numbers and PINs;
• paging, bell and intercom equipment;
• how calls flow today: what happens when someone calls the main number at 8 a.m., at 5 p.m. and on a Saturday;
• network details: switch ports, Power over Ethernet (PoE) and internet connections at each site.

Use the inventory worksheet.

Tip: Ask your current carrier for a customer service record (CSR) for each account. It lists the numbers and services on the account, and you’ll need it for porting.

2. Write down your requirements

Turn your inventory into a list of what you need, room by room and feature by feature. Chapter 3 has a full checklist.

3. Get and compare quotes

Send the same inventory and requirements to each provider, and compare all-in monthly costs (chapter 4). Before you ask for quotes, check whether your purchasing rules require formal bids or allow a cooperative contract (chapter 8).

4. Get approval

Most organizations need sign-off from the business office and a leader, such as the superintendent or executive director. Many school districts also need board approval. Ask your business office early when board agenda items are due, because that date often sets your whole schedule. The board memo template can help.

5. Plan the cutover

Pick the date first. For schools, summer break or winter break is usually best. Fewer people need the phones, and staff can test without pressure. Leave a few working days between cutover and the day students return, so small problems get fixed before they matter.

Then plan the details:

• Network: make sure each phone location has a working network jack and power. Apply the network and firewall settings the provider recommends. Ask about quality of service (QoS) settings, which give voice traffic priority on your network.
• Internet backup: decide what happens if a site’s internet goes down. For example, calls could forward to cell phones or another site.
• Call flows: write out where each number rings, in what order, after hours and on holidays. Have the front office approve it.
• 911 locations: prepare the building, floor and room for every phone.
• Training: front office staff first, then everyone else. Short quick-reference cards help.
• Communication: tell staff what will change and when. If your numbers are staying the same, tell families that too.
• Fallback plan: know what you’ll do if something doesn’t work on cutover day, and who makes the call.

6. Port your numbers

Porting moves your existing numbers to the new provider. You’ll sign a letter of authorization (LOA), and the details on it must match your current carrier’s records. Timing varies, especially for large or complex accounts. Keeping your phone numbers covers the process and typical timing.

Important: Don’t cancel your old phone service until porting is complete and your numbers work on the new system. The FCC advises against ending service with your old company before the new service is set up (FCC, as of Oct 2026). Canceling first can put your numbers at risk.

7. Set up and place phones

• Phones are configured, labeled with their extension and location, and delivered to each room.
• Each phone is tested: dial tone, calls in and out, voicemail and paging.
• Where space allows, old phones stay in place until the new ones pass testing.

Tip: If installers will work on campus while students are present, ask your district office whether they need a background check first. Doing the work during a break avoids the question.

8. Cutover day

This is the day your numbers start ringing on the new system. Plan to have someone on site at every building.

• Call each main number from an outside phone, such as a cell phone. Check the main line, attendance line, phone menu and after-hours routing.
• Check voicemail, paging and fax. Check alarm and elevator lines with your alarm or elevator vendor present.
• Confirm that on-site 911 alerts reach the right people.
• Give staff one simple way to report problems, such as a shared form or one person’s cell number.

Important: Never dial 911 just to test it without first coordinating with your provider and your local 911 dispatch center. 911 for schools, in plain English explains how to test safely.

Use the cutover-day checklist.

9. After the switch

First week:

• Check missed-call reports on the main and attendance lines every day.
• Fix routing and labels as staff report issues.

First 30 days:

• Compare the first invoice to your quote, line by line.
• Once porting is done, confirm the old services are canceled, and watch for final bills.
• Make sure at least two people have admin access and know how to change greetings and schedules.
• Load the holiday and closure calendar for the rest of the year.
• Update your records: numbers, call flows, 911 locations and who to call for help.
• Remove or recycle old equipment. Wipe any device that stored voicemail or call records.

The templates chapter includes a first-30-days checklist.

Who does what

Every contract splits the work a little differently. Write the split into your agreement so nothing falls through the cracks. Here’s a common pattern:

For 911 in particular, both sides have real duties. Federal rules give separate responsibilities to whoever installs a system and whoever manages it day to day (FCC, as of Oct 2026). Chapter 7 explains who configures what.

A timeline you can fill in

Work backward from your cutover date. These are planning milestones, not promises of how long each step takes. Porting, purchasing and board calendars all vary, so start earlier if you need board approval or have many numbers to move.

Tip: Aiming for summer break? Count backward from the first week of break, then add your board’s agenda deadline and meeting date. That’s often when you really need to start.