TrustsmartSwitching IT Provider
Stuck with an IT provider you've outgrown?
Staying isn't loyalty, it's usually fear of the switch. Twenty years of careful migrations and 50+ orthodontic practices supported, planned around your working day. A calm conversation first; the technical work follows.
20 years · 50+ orthodontic practices · Rated 5.0 on Google
What people are actually afraid of when they think about switching
Most businesses don't stay with a provider that's letting them down because they love them. They stay because the switch itself feels riskier than the current pain. Worth naming honestly, and answering with planning, not slogans.
What if the diary goes dark mid-switch?
We plan around your working day, test before anything moves, and keep the old setup running in parallel until the new one is proven.
What if we lose files, history or emails?
We audit what's there before touching anything, take full backups, copy data carefully, and verify on the new side before the old side is retired.
What if we're left without cover during the transition?
We avoid the gap by overlapping deliberately, supporting you from the moment we agree to start, and not switching the phone over until we own it.
What if our current provider drags their feet?
Outgoing IT firms vary. Where they don't cooperate, we reconstruct from the systems themselves, force password resets through vendors, and document as we go.
A planned, supported, calm transition
What we can offer is a switch planned around your working day, executed in tested stages, and supported by people you can actually call.
Planned around your working day
We sequence the migration around how your team actually works, quiet windows, evenings, weekends. User-facing changes happen when the impact is smallest.
Data migrated carefully, tested before live
We audit, back up, migrate in stages, and verify on the new side before retiring the old. Each piece gets a checklist, a sign-off, and a rollback path.
Supported throughout the move
From day one you're talking to a real person on our team, not a portal. We overlap deliberately so cover stays in place throughout the transition.
We do the heavy lifting on the handover
Notice periods, password lists, asset registers, vendor accounts, the awkward conversation with your current provider, we take them on. You don't project-manage your own migration.
Want to see what a switch would look like for you?
A short conversation about your current setup, and what'd actually change.
What the move actually looks like, step by step
The same process we've used across 50+ orthodontic practices. Each step has a sign-off, nothing moves to the next stage until the current one is verified.
1. Discovery
We sit down with you, in person where we can, and walk through where the current IT is letting you down.
2. Audit
Before we plan anything, we build an accurate picture of what's there, kit, software, cloud accounts, licences, backups, contracts.
3. Documentation
We document the target setup, migration plan, order of operations and rollback path, shared with you in plain English before anything changes.
4. Parallel run & go-live
We bring the new setup up alongside the old and test under real conditions. Only when each piece is verified do we cut over.
What we'd ask of you, honestly
We do the heavy lifting, the audit, the plan, the migration itself, the awkward conversations with your outgoing provider. But the switches that go quietest are the ones where the client is in the loop and the right people are reachable for the few short conversations we need.
A clear picture of your current setup
Even if it's messy. Especially if it's messy. We'd rather start with an honest list of what's broken, who's frustrated, and where the documentation is thin than discover it on go-live morning. The more you share up front, the smoother the plan becomes.
Access to the people who hold the answers
Your office manager knows the day-to-day pain points; your finance lead knows the contracts and renewal dates; whoever onboards new starters knows the account list. A handful of short conversations with the right people compresses weeks of guesswork into days.
A heads-up on what's coming
If there's a big audit, a regulator visit, a busy season or a board meeting in the next quarter, tell us. We'll plan the cutover windows around it. Switches go sideways when they collide with something the IT firm didn't know was happening.
Patience with the unglamorous bits
Password resets, MFA re-enrolment, re-signing into a tool on Monday morning, these are the small frictions a clean migration can't fully eliminate. We minimise them, explain them up front, and are on hand the morning they happen. They're the most visible part of the move; they're also the briefest.
What working with us looks like during the switch
A small, experienced team you can name, who stay with the work from discovery through to the morning after go-live. Not a project manager handing you off to an engineer you've never met.
Same people, start to finish
The person you meet in discovery is the person you'll talk to on go-live morning. No handover between sales and delivery, no engineer reading your setup for the first time.
Plain-English updates
A short written update at each milestone, a heads-up before anything visible changes, and a real person to reach by phone, email or WhatsApp the day a cutover lands. No portals, no ticket numbers to quote.
Hedged where it matters
If a stage carries genuine risk, we'll tell you before we plan it, not after. We'd rather agree the approach honestly than promise a frictionless ride and apologise later.
Curious if we'd be a fit?
A short conversation. We'll be honest about whether we're the right firm for your move.
Rated 5.0 on Google by the businesses we support
Real reviews from real practices, including several who came to us mid-switch from a provider that wasn't working. The track record stays current because the work does.
The questions people actually ask before they switch
Every switch has its own awkward edges. If yours isn't covered above, ask, and we'll be honest about whether it's a familiar shape or a new one.
How long does the whole switch usually take?
It depends on the size and complexity of the setup, but for most small and mid-sized practices and offices the active migration runs over a few weeks, with the user-facing cutover compressed into one or two planned windows. We'll give you a realistic timeline at the end of the audit step, not a generic one at the proposal stage.
What do we tell our current IT provider, and when?
We'd usually suggest you don't say anything until after our discovery and audit conversations are complete, so you know exactly what you're moving to before you give notice. Once you're committed, the right time to notify them depends on your notice period and how cooperative they're likely to be. We'll walk you through both scripts: the professional handover, and the awkward one.
What happens to our data, files and email?
These are migrated carefully, in stages, with full backups before anything moves and verification on the new side before anything is retired. We won't claim no file will ever need a second pass, in any real migration something turns up, but the structure is designed so everything is traceable and recoverable. Nothing is one-way without a rollback path.
Will there be downtime?
We plan the switch around your working day to minimise visible disruption. Some operations. DNS changes, mailbox cutover, certain integrations, can introduce short windows where a system is briefly unavailable; we time these for quiet hours and tell you in advance which window applies to what. We aim to make the switch invisible to your team; we'd rather describe the windows honestly than promise zero downtime.
What if something goes wrong mid-migration?
Every stage has a rollback path. If a cutover doesn't behave, we revert to the old setup, identify the issue, fix it, and try again, rather than press on and hope. The parallel-run approach means the old environment stays available until the new one is proven. The worst case is a delay, not a disaster.
Do you handle the conversation with our current provider?
We'll handle the technical handover, password requests, account transfers, DNS, vendor contact, directly with your outgoing provider where they'll engage. The business conversation about notice and contract end stays with you, because it's your contract; but we'll brief you on what to ask for and we've been through enough handovers to know where they tend to stick.
What about contracts, licences and overlap costs?
We'll review your notice period and time the switch so you're not paying twice for support, and not left exposed between providers. Software licences and Microsoft 365 / Google Workspace tenancies are usually transferred rather than reissued, we'll confirm what can move as part of the audit. The plan you sign off will be explicit about overlap, cost and timing.
Have you actually done this before?
Yes. Twenty years of IT support and over fifty orthodontic practices migrated or onboarded, plus a steady stream of small and mid-sized businesses in adjacent sectors. The reason we can talk calmly about migration risk is that we've been on both sides of it and learned what's worth hedging on. Ask us about the harder switches in the discovery conversation.
Let's talk
The switch is the bit you've been putting off. Let's make it the easy bit.
A short conversation, no jargon and no hard sell. If we're the right firm for your move, we'll show you what it would look like. If we're not, we'll say so.
Or call us directly on 01784 776472