Migrating to Cisco Webex in India — From Zoom, Microsoft Teams & On-Premise PBX

Migrating to Cisco Webex involves two distinct tracks depending on what you are replacing. If you are moving from a video meeting platform (Zoom, Microsoft Teams, GoToMeeting), the migration primarily involves user provisioning, app deployment and calendar integration. If you are also replacing a phone system (on-premise PBX, BSNL/Airtel landlines, Webex Calling from another provider), the migration involves number porting and Calling configuration — a more complex track with a longer timeline. Most Indian enterprises do both simultaneously. This guide covers the complete migration process.

Pre-Migration Assessment

What Are You Actually Replacing?

Before planning the migration, map exactly what Webex will replace:

Meetings only (simplest migration): You are replacing Zoom, Google Meet or Teams for video conferencing. The old platform continues to exist for a transition period but Webex becomes the primary meeting tool. Timeline: 1–2 weeks.

Meetings + Messaging: You are replacing the video platform AND a team messaging tool (Microsoft Teams channels, Slack, WhatsApp Business). Webex Messaging (Spaces) becomes the team collaboration hub. Timeline: 2–3 weeks including migration of pinned content and key files.

Meetings + Calling (full UC migration): You are replacing video, team chat AND your phone system — either a PBX (Panasonic, Avaya, Cisco CUCM), a hosted VoIP, or BSNL/Airtel landlines. Webex Calling needs DID numbers provisioned, IVR configured, and existing numbers ported. Timeline: 3–5 weeks.

Inventory Before You Begin

• Users: Total headcount, active meeting users, active phone users (may differ)
• DID numbers: List every phone number your organisation currently uses — which ones must be retained, which can be replaced
• Existing hardware: Room video systems (Cisco, Polycom, Logitech), desk phones (Cisco IP phones, Yealink, Polycom)
• Recurring meetings: Scheduled recurring meetings in the old platform that external participants will attend
• Integrations: Calendar system (Outlook / Google Calendar), CRM, helpdesk, SSO provider

Migrating from Zoom

Zoom and Webex have closely comparable feature sets at the meeting layer. The migration is relatively low friction for most users.

What Transfers Across

• User accounts: Provision via SSO or CSV — Zoom user emails map directly to Webex user accounts
• Meeting behaviour: Join/host experience is similar; participants who are used to Zoom adapt quickly
• Calendar integration: Webex Scheduler for Outlook and Webex Add-on for Google Calendar replace the Zoom equivalents

What Does Not Transfer

• Zoom recordings: Cloud recordings stored in Zoom stay in Zoom until the account is cancelled. Download and archive any recordings you need before cancelling. Webex cloud recordings start fresh from your Webex activation date.
• Zoom Team Chat history: Zoom Team Chat channel history does not migrate to Webex Spaces. Channels start fresh in Webex.
• Zoom webinar registrations: Any upcoming Zoom Webinars with registrant lists do not transfer. Create the webinar in Webex Webinars and re-send registration links.
• Zoom Phone numbers (if applicable): If you also use Zoom Phone, your DID numbers need to be ported to Webex Calling. See number porting section below.

Zoom to Webex Migration Steps

Step 1 — Provision Webex licences: Cloudfy activates your Webex licences (Webex Meet or Webex Suite depending on whether you need Calling). Your Webex organisation is created at admin.webex.com (Control Hub).

Step 2 — Set up SSO: If your organisation uses Azure AD, Okta or Google Workspace, configure SSO in Control Hub before inviting users. Users will authenticate via their existing corporate credentials, not a new Webex password.

Step 3 — Deploy the Webex app:

• Windows managed devices: deploy Webex via Intune, SCCM or Group Policy using the Webex MSI installer
• Mac devices: deploy via Jamf or Intune using the PKG package
• Mobile: users install from App Store or Play Store and sign in via SSO

Step 4 — Install calendar integration:

• Outlook users: deploy the Cisco Webex Meetings add-in for Outlook via the Microsoft 365 Admin Centre → Integrated Apps. This replaces the Zoom Outlook add-in and makes "Add Webex Meeting" the default in calendar invites.
• Google Calendar users: deploy the Webex for Google Workspace add-on from the Google Workspace Marketplace Admin Console.
• Set Webex as the default conferencing tool in your calendar system before the cutover date.

Step 5 — Communicate cutover: Two weeks before cutover: notify all staff, give the Webex download link, confirm SSO is working. Day before: reminder with cut-off time. Cutover day: Zoom set to read-only or cancelled; all new meetings booked in Webex.

Step 6 — Handle recurring meetings: Recurring meetings with internal participants: cancel in Zoom, recreate in Webex with the new link. Recurring meetings with external participants (clients, vendors): notify with the new Webex join link personally — these participants are not informed by any system automatically.

Migrating from Microsoft Teams

Teams-to-Webex is one of the most common migrations in 2026, driven by Copilot pricing and organisations wanting meeting AI without the M365 Copilot add-on cost.

What Transfers Across

• User accounts: All M365 users already have work email addresses — provision via CSV or SSO
• Outlook calendar: Webex integrates with Outlook natively; meeting scheduling continues from Outlook

What Does Not Transfer

• Teams channel messages and files: Teams channel content lives in SharePoint/OneDrive. Webex Spaces start fresh — channel history remains accessible in Teams (keep it in read-only mode for 90 days post-migration for reference).
• Teams meeting recordings: Stored in OneDrive. Download or archive before Teams is deactivated. Webex recordings start fresh.
• Teams Rooms hardware (MTR devices): Microsoft Teams Rooms hardware — Crestron, Surface Hub, Logitech Rally Bar in MTR mode, Yealink MVC in Teams mode — cannot run Webex natively in most cases. Options:
  • Logitech Rally series: can be re-imaged to Webex Rooms mode via the Logitech Sync portal
  • Poly devices: many support dual-mode and can switch to Webex
  • Surface Hub: cannot run Webex — replace with Cisco Webex Board or a Windows-based Webex Room system
  • Contact Cloudfy to verify compatibility for your specific room hardware before planning the hardware track

Teams-Specific Consideration — Webex + M365 Coexistence

Many Indian organisations move to Webex for meetings but keep Microsoft Teams for channel-based team communication, since Teams is bundled in their existing M365 Business/Enterprise plan. This is a valid and common configuration:

• Teams remains active for channels, file collaboration (SharePoint), and M365 app integration
• Webex becomes the default for video meetings and voice calls
• The Webex Outlook add-in ensures meeting invites default to Webex links while the Teams desktop app remains installed for messaging

Migrating from GoToMeeting / GoToWebinar

GoToMeeting is a simpler migration — the platform has fewer features to migrate.

• Export your user list from the GoToMeeting admin dashboard
• Provision users in Webex via CSV import in Control Hub
• GoToWebinar registrant lists cannot transfer — create new Webex Webinar sessions and resend registration links
• GoToMeeting recordings are stored locally or in the GoTo cloud — download and archive before cancellation
• The Webex Scheduler replaces GoToMeeting's Outlook plugin

Migrating from On-Premise PBX / Landlines (Webex Calling)

This is the most technically involved track. If you are replacing a PBX (Avaya, Panasonic, Matrix, Cisco CUCM) or BSNL/Airtel PSTN lines with Webex Calling, you are essentially replacing your phone system with a cloud PBX.

Step 1 — Plan Your Number Inventory

Document every DID number (landline or mobile) your organisation currently uses:

• Main company number (must be retained — clients call this)
• Direct numbers for key individuals (executives, sales, support)
• IVR/auto-attendant numbers
• Fax numbers (can be converted to digital fax or retired)
• Numbers that can be replaced with new Webex DIDs

Step 2 — Order New Webex Calling DIDs for India

Webex Calling provides Indian DID numbers (10-digit geographic and non-geographic) through Cisco's licensed telco partners. Cloudfy manages this provisioning:

• Geographic DIDs with city STD codes (011 Delhi, 022 Mumbai, 080 Bengaluru, 040 Hyderabad, etc.)
• Mobile-range numbers (9x / 8x series) for national use
• Toll-free 1800 numbers for support/contact centre use

New DID numbers are provisioned in 2–5 business days.

Step 3 — Port Existing Numbers to Webex Calling

For numbers you must retain (main company number, known DID of executives):

Indian number porting process:

1. Obtain the Letter of Authorisation (LOA) from Cisco/Cloudfy — this authorises the transfer of numbers from your current carrier
2. Gather current carrier details: provider name, account number, service address, and the specific numbers to port
3. Submit the porting request through Cloudfy — we manage it with Cisco's porting team
4. Porting timeline for India: 7–15 business days for geographic landline numbers; longer for mobile numbers; up to 30 days for toll-free 1800 numbers

During porting: your existing numbers remain active on the old carrier until the port is complete — no service gap at the number level.

Step 4 — Configure Webex Calling in Control Hub

Once DIDs are provisioned:

Locations: In Control Hub → Calling → Locations, create a Location for each physical office:

• Assign emergency address (building/street/city/pincode)
• Assign the office's DID range to the Location

Users: Assign each user a phone number and extension. Users who only need internal calling (no external DID) get an extension only — this costs less as no DID licence is consumed.

Auto Attendant (IVR): In Control Hub → Calling → Auto Attendants:

• Create your main inbound menu (press 1 for Sales, press 2 for Support, etc.)
• Upload a professional voice greeting or use text-to-speech
• Configure business hours and after-hours routing
• Map each key press to a Call Queue, User, or Voicemail

Call Queues: For departments where multiple agents answer the same line (Sales, Support):

• Create a Call Queue with the relevant agents as members
• Set routing: Simultaneous (all ring at once), Round Robin, or Sequential
• Configure maximum wait time and overflow action

Step 5 — Cutover from Old Phone System

Day-of cutover sequence:

1. Confirm all new Webex Calling numbers are active and can receive calls (test from a mobile)
2. Confirm all users have the Webex app installed and can make/receive calls
3. For ported numbers: Cisco/Cloudfy confirms the port is live (numbers have moved)
4. Disconnect or disable the old PBX — route all calls through Webex Calling from this point
5. Test inbound and outbound calls immediately post-cutover

For PBX hardware retirement: Cisco IP phones (7800, 8800 series) can be re-provisioned to Webex Calling if they are on the compatible device list in Control Hub → Devices. Yealink phones also support Webex Calling via MPP firmware. Contact Cloudfy to check compatibility for your specific IP phone models before planning the hardware retirement.

Post-Migration Validation Checklist

Meetings:

• Schedule and join a test Webex meeting from Outlook/Google Calendar — confirm Webex link appears in invite
• Host a test meeting with internal and external participants
• Test cloud recording — confirm upload completes and recording is accessible
• Test AI meeting summary — confirm it generates after the test meeting ends
• Test screen sharing from Windows and Mac

Webex Calling (if applicable):

• Call your main company number from an external mobile — auto attendant answers correctly
• Press each IVR menu key — confirm routing to correct destination
• Make an outbound call from the Webex app — confirm caller ID shows correct DID
• Call a queue number — confirm agents' phones ring
• Test voicemail — leave a voicemail and confirm email delivery

Devices (room systems):

• All Webex Room devices show Online in Control Hub
• One-touch join works from the room touch panel
• Audio and video quality confirmed in each room

Old platform:

• Recordings downloaded and archived from old platform
• Old platform set to read-only or subscription cancelled (check contract notice period)
• IVR/phone system on old provider deactivated after number porting confirmed

Frequently Asked Questions

How long does a full Webex migration take for a 50-person company? Meetings-only migration: 1–2 weeks. Meetings + Calling with number porting: 3–5 weeks, with number porting being the longest single step (7–15 business days). Cloudfy runs both tracks in parallel — Calling configuration and porting happen alongside user provisioning and app deployment.

Can we keep Microsoft Teams running alongside Webex after migration? Yes, and many Indian organisations do. Teams remains active for channel-based communication and M365 app integration; Webex handles video meetings and voice calls. The Webex Outlook add-in ensures meeting invites default to Webex without requiring Teams to be uninstalled.

What happens to our Zoom recordings when we migrate? Zoom cloud recordings remain accessible in Zoom until you cancel the subscription. Download any recordings you need to retain before cancellation. Webex recordings start fresh from your Webex activation date.

Can we port our existing BSNL/Airtel landline numbers to Webex Calling? Yes, geographic landline numbers can be ported to Webex Calling. Cloudfy manages the porting request. Typical timeline in India: 7–15 business days. Your existing landline remains active during the porting process — no service gap.

Do Cisco IP phones from our old PBX work with Webex Calling? Many Cisco IP phones (7800 and 8800 series) support Webex Calling via MPP (Multiplatform Firmware). However, not all models are compatible. Contact Cloudfy with your specific Cisco phone models to verify compatibility before planning hardware decisions.

What is the minimum Webex plan needed for Webex Calling? Webex Calling is included in Webex Suite (approximately ₹1,650/user/month). For users who only need calling (no meetings), a standalone Webex Calling licence is available at a lower cost. Contact Cloudfy for the right licence mix based on your user types.

Ready to migrate to Cisco Webex? Contact Cloudfy Systems — authorised Cisco partner in India. We handle user provisioning, SSO setup, number porting, IVR configuration and post-migration support. INR pricing, GST invoice, meetings migration in 1–2 weeks, full UC migration in 3–5 weeks.