02/15/18 20:07 PM  

RingCentral Multi-Site Support: Setting Up and Managing Site Codes

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SummaryHow do I set up and manage Multi-Site codes?
Details

The RingCentral Multi-location Site Codes feature enables RingCentral accounts with Multi-site Support functionality to be able to define a dial plan for intra-site and inter-site calling. With Multi-location Site Codes, Users within a site can call each other using short extension numbers, and use full extension numbers when connecting with Users between sites.

Click on links below to learn more.

Benefits
Use Cases
Availability
Prerequisite
Limitations 
Multi-location Site Codes Nomenclature
Setting Up Site Codes 
Managing Sites and Site Codes
Multi-location Site Codes Frequently Asked Questions


Other RingCentral Multi-Site articles:

RingCentral Multi-Site Support: Creating New Site
RingCentral Multi-Site Support Frequently Asked Questions
RingCentral Multi-Site Support: Moving Assets Across Sites 
RingCentral Multi-Site Support: Configure User Roles & Permissions
RingCentral Multi-Site Support: Configure Company Info
RingCentral Multi-Site Support: Configure Auto-Receptionist
 

Benefits

• Provides a solution for companies with the same location extensions across multiple sites.

• Allows companies to keep the same extensions and just use short extension numbers, full extension numbers, and site codes when dialing across sites.

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Use Cases

• Customers who need to have the same local extension at every single store or location, such as large enterprises or retail companies.

• Allows IT Administrators to allocate account User or group extensions for defined sites.

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Availability

This feature is available to RingCentral Office Premium and Ultimate customers.

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Prerequisite

The Multi-site Support should be enabled for this feature to work.

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Limitations

• Special numbers like 911 are not allowed as a short extension number.

• Duplicate short extension numbers are not allowed within a single site.  

• The Call Log and Caller ID will always use full extension numbers (there is no difference in how extensions are displayed with designation of site codes)

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Multi-location Site Codes Nomenclature

Use the following information as reference when setting up Site Codes.

FEATURE ASSETDEFINITION
Site• A field available for accounts with multi-site support capability turned on.  
• Used by organizations to designate specific sites within an account.
Site Code • Site-specific extension code designed to efficiently categorize and identify specific extensions between sites
• Required for inter-site calls (between sites)
Short Extension Number• Local extension numbers assigned per site
• Used for intra-site calls
Full Extension Number• Used for inter-site calls

Full Extension Number = [Site Code] + [Short Extension Number]

Example: A Site with the following Site Code and Short Extension Number will have the indicated Full Extension Number.
 
       11         +                    001                      =                  11001
[Site Code]     [Short Extension Number]       [Full Extension Number]

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Setting Up Site Codes

IMPORTANT: It is required to enable Multi-level IVR and Multi-site Support to enable and configure Site Codes.


Step 1:

Enable the Multi-level IVR.


Step 2:

Enable the Multi-site Support functionality.


Step 3:

Click Enable Site Codes.

Click Enable Site Codes.


Step 4:

Enter the preferred Site Code Length and the Short Extension Number Length.

NOTE: The maximum Full Extension length is 5 digits. The maximum extension length of 6 digits is available on-demand for certain international cases.

Click Next.

Click Next.


NOTE: A prompt to adjust the extension length appears if the maximum extension length is not met.

A prompt to adjust the extension length appears if the maximum extension length is not met.


Step 5:

The system will suggest Site Codes for all the Sites, according to selected lengths for the Site Code and Short Extension.

The system will suggest Site Codes for all the Sites, according to selected lengths for the Site Code and Short Extension. The Administrator can then make necessary adjustments.


The User and Group extension per site will also be allocated as per the site code selected.

IMPORTANT: Reserved numbers or short codes cannot be duplicated in the defined site. N11 numbers like 911 cannot be used as a short extension. Click here to view the list of reserved numbers or short codes.

The User and Group extension per site will also be allocated as per the site code selected.

Click Next after making the adjustments.


Step 6:

Existing extensions that have more digits than enabled with Site Code need to be adjusted or use system suggestions.

Click Next.

Existing extensions that have more digits than enabled with Site Code need to be adjusted or use system suggestions. Click Next.


The finalized length of Site Code and Short Extensions can be adjusted as per the Full Extension length.

The finalized length of Site Code and Short Extensions can be adjusted as per the Full Extension length.


Extensions shown in Users > User list > Users with Extensions view will be composed of Site Code + Short Extension Number.

Extensions shown in Users > User list > Users with Extensions view will be composed of Site Code + Short Extension Number.

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Managing Sites and Site Codes


Deleting Sites

When a Site is deleted, the existing Site assets can be re-assigned to another existing Site. The re-assignment will require having some of the extension numbers to be reconfigured, considering different Site Codes or conflicts with Short Extension Number duplication. User Extensions need to be normalized once reassigned to a particular Site. Conflicts such as duplication of Short Extension Numbers or availability of numbers can be resolved by adjusting the Full Extension Number lengths or by creating new Site Codes.

See RingCentral Multi-Site Support: Moving Assets Across Sites to learn how you can move selected Users, IVR Menus, and Call Queues to another site.


Disabling Site Codes

IMPORTANT: Site codes can be disabled, but will result in losing all information related to the disabled Site Code and its corresponding Short Extension Numbers. When Site Codes are disabled, the Full Extension Numbers remain the same, but any configured information about the disabled Site Code and its corresponding Short Extension Numbers are lost.

In order to re-enable Site Codes, you will need to go through the entire process of creating the Site Code, Short Extension Numbers, and resolve any conflicts with the extensions to finalize the dial plan.

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Multi-location Site Codes Frequently Asked Questions


1. Will the system automatically assign new extensions for existing extensions that are already assigned to a site?

Yes. The system will automatically assign new extensions onto existing extensions.


2. Will the new extension assignments affect custom call handling rules?

No. Advanced rules will get modified automatically and existing rules will not break.

 

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