When employees move to a new postcode or location, updating your phone system settings is essential to maintain seamless communication. In a VoIP (Voice over Internet Protocol) phone system, phone numbers and call routing can be tied to geographic locations or specific network configurations. If these settings aren't updated promptly, calls may not connect correctly, or your business could appear to be operating from the wrong area, which can confuse customers and affect your professional image.
Why this matters for UK SMEs
For small and medium-sized businesses in the UK, keeping phone system settings accurate supports staff productivity and customer trust. If calls fail or are misdirected, your team wastes time troubleshooting or missing important conversations. Additionally, some industries have compliance requirements around contact details and data handling—incorrect settings might complicate audit readiness for standards like Cyber Essentials or ISO 27001.
Moreover, if your VoIP provider uses location-based security controls or fraud detection, outdated location data could increase cyber risks or trigger false alarms. For example, calls or access attempts from unexpected postcodes might be flagged, causing unnecessary service interruptions.
A practical scenario
Consider a UK SME with 50 staff spread across multiple offices and remote workers. When a sales team member relocates from Manchester to Birmingham, their phone number remains the same, but the VoIP system needs updating to reflect the new location. Without this, calls routed based on the old postcode might fail or cause delays. A good IT partner would coordinate with the VoIP provider to update the user's profile, adjust call routing rules, and verify that emergency services (999) calls are correctly routed according to the new address.
Checklist: How to update phone system settings when staff move
- Identify affected users: List all employees changing location and confirm their new postcodes.
- Check your VoIP provider's policies: Ask how they handle location updates, emergency call routing, and number portability.
- Update user profiles: Ensure the new address and postcode are entered in the phone system's management portal or dashboard.
- Verify call routing: Confirm that inbound and outbound calls route correctly from the new location, including any local number presentation.
- Test emergency services routing: In the UK, VoIP systems must route 999 calls accurately; verify this is updated to the new postcode.
- Review security settings: Check if location-based access controls or fraud detection need adjustment to avoid false positives.
- Document changes: Keep records of updates for audit and compliance purposes, especially if you hold certifications like Cyber Essentials.
- Communicate changes internally: Inform staff and IT support teams about the updates to avoid confusion or downtime.
What to ask your IT provider
- Do they support easy updates of phone system location settings?
- How quickly can changes be implemented after staff move?
- Are emergency call routing and compliance requirements covered?
- Do they provide monitoring or alerts if calls fail due to location mismatches?
- Can they assist with testing and verification after updates?
Updating phone system settings when staff move postcodes is a straightforward but important step to keep your communications reliable and compliant. If you're unsure how to manage this process or want to ensure it fits with your wider IT and security policies, it's wise to consult a trusted managed IT provider or IT advisor. They can guide you through the technical details, help coordinate with your VoIP provider, and ensure your business phone system supports your team wherever they work.