04/25/19 19:15 PM  

RingCentral Office Admin Setup Guide

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SummaryThis page lists articles that can aid account administrators to fully set up their RingCentral account.

Admin Setup Guide

1. Express Setup
2. Login
3. Company Settings
4. Users
5. User Groups
6. Analytics
7. Call Log
8. Billing
9. Deskphones
10. RingCentral Phone for Windows/Mac
11. RingCentral Phone for Android/iOS
12. RingCentral App
13. Conference
14. RingCentral Meetings
15. RingCentral Fax
16. Misc

Express Setup

Admin Express SetupFor new RingCentral Accounts, this article describes the full Admin Express Setup experience when using the Express Setup tool. 
Schedule Implementation AppointmentTo make full use of your RingCentral subscription, schedule an implementation appointment. The implementation advisor will train, explain, guide and assist at no additional cost. You can schedule an implementation appointment at the beginning of the setup or after your account has been set up.
System RequirementsA list of system requirements for the online account, RingCentral Phone for Mobile, RingCentral Phone, RingCentral Meetings, RingCentral App, DigitalLine, and RingCentral Fax.


Logging In to Your RingCentral AccountLogging in to your RingCentral online account whether as an administrator or as a user follows the same process. Depending on your designated role in your company, you will have certain privileges assigned to you.
Logging in to your RingCentral online account using Single Sign-on.
Logging in to your RingCentral online account using your Google account.
Logging in to your RingCentral online account using your email address.
Resetting Your Password While Logged InIf you want to change your password, you can do so through your RingCentral online account. This article assumes that you are logged in to your RingCentral online account and would like to change your password.
If you forgot your password, or you are prompted that the password you entered is incorrect, you can reset it. 

Company Settings

Company Info OverviewGetting to know the Company Info section.
Directory Listing enables business details to be published in the National Local Directory Assistance. Once your company details are published, potential customers can readily and easily locate your business.
This article discusses the process in setting up the company's caller ID (CNAM).
Multi-site OverviewRingCentral Multi-Site allows you to configure and manage your different office locations under one account. This article describes the feature and how to enable it.
Phone Numbers (DigitalLine)The RingCentral DigitalLine is a phone number assigned to an IP Phone or RingCentral Phone used for both incoming and outgoing calls. It allows RingCentral Users to place outgoing calls to an extension within their RingCentral Company directory, or another phone number anywhere in the world.
Adding phone numbers to your RingCentral account can be done by an administrator. These numbers can be assigned to your user's extension, or the auto-receptionist. 
You can add international phone numbers to be able to place local calls within other countries. A proof of address may be required for some countries.
Number Porting or Number Transfer is a process that allows your number from your previous provider to be transferred to RingCentral.
This article provides information on how account administrators can delete an existing phone number via the RingCentral Online account. 
Auto-receptionistAuto-receptionist or “auto attendant" enables calls to be answered automatically with the default or a personalized recording (record your own).
The company hours settings will define your company's call handling rules during and after your business hours. You can choose to take calls for 24 hours, or specify hours.
Set a custom company greeting to personalize what customers hear when they call your company number. You can record your company greeting over the phone or through your computer's microphone, or upload a custom pre-recorded sound file.
This article describes the steps to set up your company call handling and the operator extension
Multi-level IVR allows administrators to set up flexible phone menus for the whole company. Administrators can create phone tree menus using a graphical interface or by uploading an XML file.
Set Up Automatic Call RecordingAutomatic call recording is a feature which enables RingCentral to automatically record all incoming or outgoing calls.
Administrators can customize the announcement that plays before automatic call recording starts.
Administrators can specify which groups' and users' calls are automatically recorded.
Set Up On-Demand Call RecordingOn-demand call recording enables users to record calls at any time by pressing *9 during a call.
Administrators can customize the announcement that plays when initiating an on-demand call recording.


Adding UsersAdministrators can add users to their accounts. Each user can customize their own settings or it can be done by the administrator.
This article describes how to add users with physical deskphones assigned to them.
This article describes how to add users with access to the RingCentral Phone app for desktop or mobile.
This article describes how to add users without phone assignments.
User TemplatesTemplates allow administrators to implement a set of configuration to multiple users at once through the RingCentral Online account, reducing repetitive actions by applying same settings to a group of users.
This articles provides information on how to create a template.
This articles provides information on how to modify existing templates. 
This articles provides information on how to apply a template to a user. 
This articles provides information on how to duplicate an existing template.
This articles provides information on how to delete a template.
Roles and PermissionsUser roles give admins the ability to control what users can do within the system, without giving full admin access. A role is a collection of permissions which could be based on a job function. Permissions are assigned to roles and roles are assigned to users.
There are seven predefined roles that are built-in roles with a set of permissions. These roles are readily available to all RingCentral Office customers. Permissions granted to these roles cannot be modified.
Administrators can create custom user roles with custom permissions to fit their business needs.
The default role is the role which new users will be patterned after. 
This article provides information on how to assign a role to multiple users  
This article provides information on how to set a specific user's role.
This article provides information on how to configure roles settings when multi-site is active.
Set User HoursDifferent call handling rules can be activated depending on the user's business and after hours. 
User Phones and NumbersThe Phones and Numbers section display the phone numbers assigned to a user's extension, existing phones, and conference details. 
Set Up a User's E911 Emergency AddressThe E911 address is the address used to send to Fire / Police / other Emergency Services teams when a 911 call is placed. It is a requirement to provide an accurate address to ensure a timely response in case of emergency.
Call Handling and ForwardingCall handling and forwarding allows you to set up call routing rules for users. It offers flexibility on how you want your calls to be handled during business hours, after hours or multiple condition rules.
This article provides information on how administrators can configure a user's call handling settings.
In the Advanced Call Handling section, you can set up your preferred rules for better call management using conditions based on time of day, date range, incoming caller ID and called number.
Screening, Greeting, and Hold MusicThe Screening, Greeting and Hold Music section is where you can customize what callers hear when they call a user's extension.
Call screening lets users identify the caller before they answer the call. 
The user's greeting is what callers hear when they are connected to the user's extension. 
Hold music is what callers hear when they are placed on hold.
Messages & NotificationsThis is where users can configure their voicemail greeting for regular and after hours. And configure which notifications they would like to receive.
Administrators can set how users receive their notifications and which notifications they can receive.
VoicemailCallers can leave a message when a user is unavailable.
This article provides instructions on how administrators can record or upload a voicemail greeting for a user.
Administrators can check a user's voicemail on their behalf. This requires the administrator to enter the user's password.
Voicemail-to-text allows users to get a text preview of their voicemail messages through email or via the RingCentral Phone app.

User Groups

Groups OverviewGroups associate users based on the organization's hierarchy. Administrators can create user groups and assign who gets to manage the group.
Call QueuesCall queue groups allow specific groups of users (such as Sales, Support, or Billing) to share incoming calls. Call queues increase the efficiency of your company by directing the calls to the right employees.
This article discusses how to create a call queue and the customizable options during the creation.
Administrators can assign a manager while creating the call queue. The manager will receive a welcome email which contains a link to activate the call queue.
You can add users to a call queue for them to receive calls made to that specific call queue.
Paging Only GroupsPaging enables business’ real-time one-way broadcasting through multiple desk phones and overhead paging devices. It is a commonly required function in many industries, such as warehouse, hospital, and retail. It enables real-time announcements to a combination of desk phones and overhead paging devices
This article provides instructions on creating a paging group, adding users to the group, and provisioning a paging device.
Shared LinesShared lines allows calls made to one phone number to be answered by multiple phone devices.  Answered calls can be handed off to other phones sharing the same phone number.
This article provides information for administrators to create shared lines groups.
Creating Park LocationsPark locations allow a specific group of people to park a call in a private location that only specific individuals can pick up. To be able to do this, they must be added as authorized members of a specific park location group.
Set Up Call MonitoringCall monitoring allows authorized users to access another extension's call in real time. 
Message-only extensionsA messages-only extension is dedicated specifically to receive messages. All calls routed to this extension will automatically be directed to the extension's voicemail box
Announcement-only extensionsAn announcements-only extension is dedicated to play an announcement for your callers. Configuring this extension allows you to record a message that gets played each time a call comes into your phone system. 
Limited extensionsA limited extension is an extension offered with a lower price and a limited feature set compared to a full extension.


Live ReportsLive reports equips decision-makers of organizations by providing access to reports on inbound and outbound calls close to real-time. The data, representing usage statistics, is displayed graphically on dashboards.
Performance ReportsPerformance reports is an additional tool that enables you to research call records to determine your business unit performance. Performance reports assists you in combining user, queue, and call activity to evaluate performance using Key Performance Indicators (KPI) and targeted filters.
QoS ReportsQuality of Service (QoS) Reports provides a near real-time information on the global health of the enterprise phone system and allows for proactive monitoring of potential call quality issues.

Call Log

Call Log OverviewCall log displays a complete record of incoming and outgoing calls, as well as faxes for the company number and specified extensions. 
Administrators can enable or disable call log delivery.
You can download the Call Log in .xls format and the recorded calls in mp3 format from the Call Log page. The downloaded file will only contain the details of the filter you have selected.


Billing OverviewThe Billing section is where administrators can view the current service plan, change billing details, purchase calling credits, and enable international calling.
Update Payment MethodAdministrators can change the credit card or debit card that's associated to the RingCentral account.
View Billing HistoryThis section allows administrators to view and download their account's billing history
International CallsThe International Calling section is where administrators can enable or disable international calls and SMS, view rates, as well as customize which destinations are enabled.
This article provides details on how the company is billed when making international calls.
Users need to purchase international calling credits before placing international calls.
This article provides details on enabling blocked international calling destinations.
Cost Center ManagementCost center management enables administrators to assign purchases of RingCentral services to a department or an individual based on cost center codes, which will help companies manage and monitor the expenses for cost control and budget planning.



List of Supported DeskphonesThis article contains the list of devices that are sold and supported by RingCentral, devices that are not sold by RingCentral but will assist in provisioning, phones that are not sold but will work with manual (self) provisioning, as well as the list of phones that will not work and are not supported by RingCentral.
Connect Deskphone to the NetworkPhones ordered from RingCentral are pre-configured, fully provisioned, and ready for calls. Just plug the phones into a high-speed internet connection to get started.
This article gives a summary of Polycom phone features, and links to articles for more detailed information.
This article provides information on how to set up third-party/BYOD Polycom phones with RingCentral.
When a Polycom phone is added to to an account, the phone's date and time is acquired from the RingCentral User account's date and time settings. When the phone is unable to sync with RingCentral's date and time servers, the phone may display an incorrect date and time.
This article gives a summary of Cisco phone features, and links to articles for more detailed information.
This article provides information on how to set up third-party/BYOD Cisco phones with RingCentral.
This article provides information on how to set up third-party/BYOD Yealink phones with RingCentral.
Provisioning Third-Party PhonesThis article describes the phone setup/provisioning process which allows your third-party/BYOD phone to connect and be used with the RingCentral Service.
Hot Desking (Common Phones)Hot desking allows you to log in to a shared RingCentral desk phone remotely—and use it like your own—with access to your personal extension, saved settings, voicemail, and more.
Follow these instructions to add a hot desk phone.
This article provides instructions on how to convert an existing user phone into a hot desk.
This article provides instructions on how to log in to a common phone.
This article provides instructions on how to log off from a common phone.

RingCentral Phone for Windows/Mac

RingCentral Phone for Desktop FeaturesRingCentral Phone is an easy-to-use app, and a comprehensive communications hub with an all-inclusive phone, fax, business SMS, and conferencing for your desktop. It provides an intuitive interface that optimizes user experience and increases productivity.
Installing RingCentral Phone on a Windows operating system.
Installing RingCentral Phone on a Mac OS.
It is recommended to always keep RingCentral Phone updated to maximize its features.
Adding a DigitalLineThis article provides information on how to add a DigitalLine to your RingCentral Phone. This will authorize a user's computer to place an outgoing call via the RingCentral Phone app.
How to UseThis article provide information on how to use RingCentral Phone. RingCentral Phone can be configured as the primary phone device to answer or make VoIP calls.
Follow these steps to log in to RingCentral Phone.
How to use the RingOut feature on RingCentral Phone. RingCentral will call your current location first. Once you've picked up the call on your phone, RingCentral will dial the number that you wish to call and combine both sessions in a single line.
How to make calls using RingCentral Phone's dial pad or through browsing your contacts.
This article will show the soft key features can be used during an active call.
RingCentral Business SMS / MMS feature enables you to send and receive text messages using your RingCentral Phone. The messages are synchronized with the RingCentral Phone for Mobile.
Send faxes on the RingCentral Phone app by following these instructions.

RingCentral Phone for iOS/Android

Download and InstallThe RingCentral Phone for Mobile can be found on the Android/iOS app stores. This article provides instructions on where app store links can be found on the RingCentral online account. 
Updating the AppTo make sure the app functions properly and have the latest features, it is recommended to always keep it updated.
How to use 
This article shows how to make phone calls using RingCentral Phone for Mobile.
This article will show the soft key features that can be used during an active call.
This article shows how to view text, voicemail, and fax messages through the RingCentral Phone app for Mobile.
This article shows the different ways to send messages using RingCentral Phone for Mobile.
This article shows how to send a fax message using RingCentral Phone for Mobile.

RingCentral App

Installation for Windows and MacThis article shows how to install RingCentral app for Windows or Mac.
Interface OverviewThis article shows an overview of the RingCentral app's interface.
How to UseThis article shows the different features and functions of the RingCentral app.


Set Up Conference CallThis article will show where to find the bridge dial-in number, host and participant codes, and invite functionality necessary for setting up a conference call.
US Dial-In NumbersThe dial-in number is what hosts and participants need to call to join the conference call. 
International Dial-In NumbersInternational users can join RingCentral conference calls by dialing these international dial-in numbers.
Premium Dial-In NumbersRingCentral Administrators can purchase premium conference dial-in numbers and associate them with their account. These premium dial-in numbers can be included in user's conference invites.
Conference CommandsHosts and participants can use touch tone commands on their dial pads during an audio conference.

RingCentral Meetings

RingCentral Meetings FeaturesRingCentral Meetings gives you the power to video conference and web share, as part of your complete business communications solution. Hold face-to-face meetings in high definition and share your desktop or documents with anyone, anytime, anywhere.
How to install RingCentral Meetings on a Windows Operating System.
How to install RingCentral Meetings on a Mac Operating System.
Starting or Joining a MeetingThis article shows the different ways of starting and joining a RingCentral meeting.
Scheduling MeetingsThis article shows how to schedule a RingCentral meeting and the different options included.
Configure Meetings SettingsThis article shows how to configure RingCentral Meetings through the online account.
Record MeetingsA RingCentral meeting can be recorded by the host or a participant with permissions. This article shows how to record a meeting and where to find the recordings. 

RingCentral Fax

Send Faxes (FaxOut)This article shows how to send faxes through the FaxOut feature of the online account.
This article shows how to send faxes using email.
Faxes can be scheduled to be sent at a later time. This article provides instructions on scheduling a fax.
By clicking on the FaxOut icon on Outlook's RingCentral extension, you can easily send a fax through the RingCentral Phone app.
This article shows how to send faxes through FaxOut with files attached from Google Drive.
This article shows how to send faxes through FaxOut with files attached from Dropbox.
This article shows how to send faxes through FaxOut with files attached from Box.
Faxes can also be scheduled and sent via RingCentral Phone's FaxOut feature.
FaxOut is integrated into RingCentral Phone for Mobile allowing users to send faxes from their mobile devices.
Check Received FaxesThis article shows how to check received faxes from the online account.
The Messages section of the RingCentral Phone will allow users to check received messages including faxes.
Configure Fax Settings 
Outbound fax settings is where administrators or users can change the preset cover page settings, fax number, and add email addresses allowed to send faxes via email.
The cover page is an optional page that can be added to your faxes. It will show who the fax is from and who the intended recipient is.
This article provides some guidelines and troubleshooting fax issues. Links to other fax troubleshooting articles are also listed.
This article provides troubleshooting guidelines if users receive incomplete faxes.


RingCentral ArchiverRingCentral Archiver allows customers to backup RingCentral data via Dropbox, SFTP, and Google Drive integration. This provides an automatic backup solution, as well as a convenient way of accessing and retrieving stored data.
Audit TrailAudit Trail is a feature for administrators to track changes made to the RingCentral account.
HIPAA SettingsThe RingCentral HIPAA Setting is a functionality designed to delete information, in support of customers' HIPAA compliance efforts.

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