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
are assigned to Users
Key Features and Benefits
• Enforce company security policy with flexible role-based access control
• Empower an admin to assign roles to users and grant permissions based on the positions in the companies
• Out of box solution for fast onboarding. Easily grant the access privilege to selected users with 7 pre-defined roles
• Ability to create custom roles that meet business needs (for Office Premium and Ultimate customers only)
• Templates and bulk upload options to efficiently apply roles among users across an organization
• Set Custom Roles as Default roles for users
Predefined User Roles and Permissions feature is available to all RingCentral Office customers. Custom Roles
feature is available to Office Premium
and Ultimate ONLY
with up to two (2) or more Users
Use Case Scenario:
A telemarketing company wants to limit the phone configuration access only to the IT Department, and allow the rest of the employees to have general access to their own phones. The Super Admin can assign the predefined Phone System Admin role to all IT Staff. He can then assign the Standard (International) or Standard roles to the rest of the employees.
Click on any of the links below to learn more about the User Roles and Permissions.How to Access Roles
User list - Roles
How to Access Roles
There are seven (7) 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
.NOTE: Standard (International)
is assigned to new users by default unless a different role have been set as default.
|Super Admin||Full system access. On Initial setup, only the Super Admin can make changes to Roles and Permissions.|
|Phone System Admin||Full phone system access plus Standard International.|
|Billing Admin||Billing functions plus Standard International and Manager functions.|
|User Admin||User management functions for all users plus Standard International along with Groups access.|
|Manager||Company reporting functionality plus Standard International.|
|Standard (International)||User level access with international dialling access. This is the default role assigned to new users. |
|Standard||User level access without international dialling access. |
Permissions when enabled, can grant access or ability to modify multiple functions and features. You may grant access to main permissions to enable multiple permissions at the same time. You may also grant permissions to users for specific access only. Example:
User needs ability to access and modify user information for other users but not their call handling rules and other settings. In this scenario, The only permission that will be checked is User Settings > User Info
Some permissions depend on other permission. An example is granting permissions for Templates automatically grant permissions for Users but you can grant permission for Users without granting Templates permissions. Hover your cursor above the permission to see this information.
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|Main Permission||Individual Permissions|
• Standard User Tools
These are granted to every user on the account. This allows access to User's own messages, contacts and a user-level access to the Tools tab.
|User Settings||• Call Handling & Forwarding|
• Messages & Notifications
• Outbound Caller ID
• Outbound Fax Settings
• Phones & Numbers
• Screening, Greeting & Hold Music
• User Info
When granted these permissions, User can modify user-level settings for other users as well. These set of permissions are automatically granted to User Admin role.
|Phone System||• Auto Receptionist|
• Company Numbers & Info
• Directory Assistance
• Phones & Devices
When granted these permissions, User can modify Company level settings. These set of permissions are automatically granted to Phone System Admin role
|User Management||• Roles|
• User Groups
When granted these permissions, User can modify User-level Settings and other User-Management changes which includes creating Templates, and User Groups. The Role permission by default is only granted to the Super Admin role and can only be granted to other users via a Custom Role
|Billing||• Device Orders|
• International Calling (Enable/Disable)
• Live Reports License
• Meetings Plan
• Payment Method
• Service Plan
When granted these permissions, User can access and modify billing details and purchasing licenses.
|Policies||• Domestic Calls|
• Internal Calls
• International Dialling
When granted these permissions, User can access and change policies on Domestic, Internal, International Dialling.
|Tools||• Account administration|
• Account Validation
• Rooms Access
When granted these permissions, User can access the Tools tab and the indicated features under Tools.
|Features||• Business SMS|
• Configure Intercom
• Configure Presence
• RingCentral Phone
• Developer Portal Access
• Full Company Call Log
• Meetings App Access
• RingCentral Phone for Mobile
• Organize Conference
• Quality of Service Reports - Full Access
• Third Party Apps Access
• User Call Log - Delivery
• User Call Log - Full Access
• User Call Log - View Only
When granted these permissions, User will be allowed to use specific features indicated on the permission.
|Glip||• Add Bots|
• Glip Access
• Remove Bots
When granted these permissions, User is allowed to access Glip and additional Glip features.
|Live Reports||• Live Reports - Full Access|
• Live Reports - View Only
With Live Reports licence, users may be granted permission for view only or full access to the Live Reports feature.
Create a Custom Role
Custom roles can be created or modified by a Super Admin or an Admin with User Management > Roles permission. Admins can then specify the Permissions of the Custom Role.
NOTE: Custom Roles feature is available to Office Premium and Ultimate ONLY with up to two (2) or more Users in the US, Canada and UK.
Click New Role
Select a role to use as a starting point. Click Next
Both predefined and existing custom roles are available as a starting point.
Enter the Name
of your Role and click Next
Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove. Click Create Role
Edit Permissions for Custom Roles
Select a Custom Role from the list.
Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove. Click Save
to complete changes.Assign Roles via Assigned Users
Set a Default Role
Select a Role from the list. You can edit the Default Role setting for both Predefined and Custom Roles.
On the Overview tab, check the box beside Set as Default
A notification will appear, Click OK
The role will now be the default role assigned to new users.
Assign Role via Assigned Users
Select a Role
from the list. You can edit the Assigned Users for both Predefined and Custom Roles.
On the Assigned Users
tab, click Assign User
from the list.
Check the box beside the User you want to assign then click Assign
You may filter the list to show all users or show users you have selected
The User will now appear in the Assigned Users list.
User list - Roles
Roles are indicated for users and immediately shown on the User list.
Assign Role via User details
Click the User you want to modify.
On the User Details
, click the Settings & Permissions
, click Edit
Select a Role.
Then click Save
at the bottom right.NOTE:
Review the permissions granted to make sure you are selecting the appropriate Role.