How to Set Up a Hosted VoIP Phone System Step by Step

Setting Up Your Business VoIP System

Moving to a hosted VoIP phone system is one of the smartest decisions a business can make — but the process can feel daunting if you have never done it before. This step-by-step guide walks you through everything from initial checks to making your first call on your new cloud based phone system.

Step 1: Assess Your Broadband Connection

Your internet connection is the backbone of your VoIP system. Before anything else, check that your broadband can handle voice traffic:

Run a speed test — you need at least 100 kbps upload per concurrent call
Check latency — aim for under 150ms, ideally under 50ms
Test for jitter and packet loss — jitter below 30ms, packet loss below 1%
Consider an upgrade — if your broadband is marginal, look at FTTP or a leased line

Your VoIP provider should offer a free line assessment as part of the setup process.

Step 2: Choose Your VoIP Provider

Not all VoIP providers are the same. When evaluating options, consider:

Reliability — look for providers with redundant data centres and high uptime SLAs
Support — UK-based support that understands your business needs
Flexibility — can you mix and match handsets, softphones and features?
Independence — an independent provider like Connection Technologies can recommend the best platform for your needs, rather than pushing a single product
Transparent pricing — no hidden fees or long lock-in contracts

Step 3: Select Your Handsets or Softphones

You have several options for how your team will make and receive calls:

IP desk phones — traditional-looking handsets that plug into your network (e.g. Yealink T33G, T46U, T58W)
Softphones — apps that run on your computer or mobile, turning any device into a business phone
Conference phones — speakerphone units designed for meeting rooms
DECT cordless phones — wireless handsets for staff who move around the office

Many businesses use a combination — desk phones in the office and softphone apps for remote workers.

Step 4: Port Your Existing Numbers

You do not need to change your business phone numbers when switching to VoIP. Number porting transfers your existing numbers to your new system. The process typically takes 5–10 working days, and your provider handles the paperwork. The key rule: do not cancel your old phone service until the port is complete.

Step 5: Configure Your Auto Attendant and IVR

An auto attendant (also called IVR — Interactive Voice Response) is the professional greeting callers hear when they ring your business. Plan your call flow before configuration:

What greeting will callers hear?
What menu options do you need (sales, support, accounts)?
Where should calls go outside business hours?
Do you need different menus for different numbers?

A well-designed auto attendant ensures callers reach the right person quickly and gives your business a professional image.

Step 6: Set Up Voicemail and Call Handling

Configure voicemail for each user and set up your preferred call handling rules:

Voicemail to email — receive voicemail recordings as email attachments
Ring groups — ring multiple phones simultaneously or in sequence
Call forwarding — redirect calls to mobiles when staff are away
Call recording — record calls for training or compliance purposes
Business hours — set different routing for in-hours and out-of-hours

Step 7: Train Your Staff

Even the best hosted phone system is only effective if your team knows how to use it. Arrange training sessions covering:

Making and receiving calls
Transferring calls (blind and attended transfers)
Using the softphone app
Checking voicemail
Setting presence and do-not-disturb status
Using conference calling

Most VoIP systems are intuitive, and staff typically become comfortable within a day or two.

Step 8: Go Live

Once your numbers have ported, your handsets are configured and your team is trained, it is time to go live. On the switchover day:

Verify all numbers are routing correctly
Test inbound and outbound calls
Check voicemail and auto attendant
Confirm call quality from different locations
Have your provider on standby for any adjustments

Ready to set up VoIP for your business? Get a free quote from Connection Technologies and we will guide you through every step of the process.