08/20/18 23:11 PM  

User Roles and Permissions

« Go Back

Article

 
SummaryHow do I set up User Roles and Permissions? How do I assign a specific role to Users?
Details

User 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.


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 assign the roles among Users across an organization
• Set Custom Roles as Default roles for Users

The Predefined User Roles and Permissions feature is available to all RingCentral Office customers. Custom Roles and Permissions 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


Step 1:

Log in to the RingCentral Online account as an Administrator.


Step 2:

Click Users.

Click Users.


Step 3:

Click Roles.

Click Roles.


You will see the list of available Predefined Roles and its descriptions and have access to Permissions.

Predefined Roles 
Permissions


Predefined 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 has been set as default.

ROLE NAMEDESCRIPTION
Super AdminFull system access. On Initial setup, only the Super Admin can make changes to Roles and Permissions.
Phone System AdminFull phone system access plus Standard International.
Billing AdminBilling functions plus Standard International and Manager functions.
User AdminUser management functions for all Users plus Standard International along with Groups access.
ManagerCompany reporting functionality plus Standard International.
Standard (International)User level access with international dialling access. This is the default role assigned to new Users. 
StandardUser level access without international dialling access. 


Permissions

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: A User needs the 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.

NOTE: 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.

Permissions - description
 

MAIN PERMISSIONINDIVIDUAL PERMISSIONPERMISSION DETAILS
General• Overview
• Messages
• Contacts
• Standard User Tools
Permission to access the general sections of the RingCentral Online account is given to every User on the account. This allows Users to view their messages, add or edit their contacts, and access the Online account's 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, Users can view and modify User-level settings for other Users as well. This set of permissions are automatically granted to the User Admin role.

Permission for each of these sub-sections can be given individually so Users can view and modify the User-level settings on their own extension.
Phone System• Auto-Receptionist
• Company Numbers & Info
• Directory Assistance
• Groups
• Phones & Devices
When granted these permissions, User can view and modify Company level settings. This set of permissions are automatically granted to the Phone System Admin role.

Permission can be given individually so Users can view and modify the company settings for each of these sub-sections.
User Management• Roles
• Templates
• User Groups
• Users
When granted these permissions, Users can view and modify User-level Settings and other User-Management changes which include creating Templates and User Groups. The Role permission is only granted to the Super Admin role by default, and can only be granted to other Users via a Custom Role.

Permission for each of these sub-sections can be given individually so Users can view and modify the settings (depends on permissions granted under the User Settings) of another extension.
Billing• Device Orders
• International Calling (Enable/Disable)
• Live Reports License
• Meetings Plan
• Payment Method
• Service Plan
When granted these permissions, Users can access and modify billing details and purchasing licenses. 

Access to modify some and view all settings under the Billing tab is granted to the Super Admin and Billing Admin predefined roles.

Permission for each of these sub-sections can be given individually so Users can view the RingCentral Online account's Service summary and Calling rates, modify International calling settings, and renew the contract.
Policies• Domestic Calls
• Internal Calls
• International Dialling
When granted these permissions, Users can access and change policies on Domestic, Internal, International Dialling.
Tools• Account administration
• Account Validation
• Appearance
• 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
• HUD
• Meetings App Access
• RingCentral Phone for Mobile
• Organize Conference
• Quality of Service Reports - Full Access
• Reports
• Third Party Apps Access
• User Call Log - Delivery
• User Call Log - Full Access
• User Call Log - View Only
When granted these permissions, Users will be allowed to use specific features indicated on the permission. Users can access the indicated features under the Tools tab. 
Glip• Add Bots
• Glip Access
• Remove Bots
When granted these permissions, Users are allowed to access Glip and additional Glip features.
Live Reports• Live Reports - Full Access
• Live Reports - View Only
With a Live Reports license, Users may be granted permission for view only or full access to the Live Reports feature.


[Back to Top]


You can access and modify the following on the Roles Page:

Create a Custom Role
Set a Default Role
Assign Roles via Assigned Users 


Creating 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.


Step 1:

Click New Role.

User-added image


Step 2:

Select a role to use as a starting point. Click Next User-added image to proceed.

 

Select Role

NOTE: Both predefined and existing custom roles are available as a starting point.


Step 3:

Enter the Name and Description of your Role and click Next.

Name and Description


Step 4:

Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove. Click Create Role to proceed.

Create Role


Step 5:

You may proceed to assign Users or select to assign later.

Assign Role

Assign Roles via Assigned Users
Assign Role via User Details


[Back to Top]


Modify Roles


Edit Permissions for Custom Roles


Step 1:

Select a Custom Role from the list.

Select Custom Role


Step 2:

Click Edit.

Edit Role


You may now edit the Role Name, Description, and Permissions. You may also select it as the default role.

Edit Name, Description and Permissions


Step 3:

Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove. Click Save to complete changes.


Set a Default Role


Step 1:

Select a Role from the list. You can edit the Default Role setting for both Predefined and Custom Roles.

Roles


Step 2:

Click Edit.

Edit Role


Step 3:

On the Overview tab, check the box beside Set as Default.

Type of Role - Set as Default


A notification will appear, Click OK to proceed.

Edit Prompt


Click Save.

Edit Role - Save Settings

The role will now be the default role assigned to new Users.


[Back to Top]


Assign Role via Assigned Users


Step 1:

Select a Role from the list. You can edit the Assigned Users for both Predefined and Custom Roles.

Role - List of Roles

Step 2:

On the Assigned Users tab, click Assign User.

Assigned Users - Assign User


Step 3:

Select Users from the list.
Check the box beside the User you want to assign then click Assign.

Select Users to Assign

NOTE: You may filter the list to show all Users or show only the Users that were selected.

The User will now appear in the Assigned Users list.


[Back to Top]
 

User list - Roles

Roles are indicated for Users and immediately shown on the User list.

User List - Roles


Assign Role via User details


Step 1:

Click the User you want to modify.


Step 2:

On the User Details, click the Settings & Permissions tab.

User Details - Settings and Permissions


Step 3:

Under Roles, click Edit.

Roles - Edit


Step 4:

Select a Role.

Roles - Select Roles


Then click Save at the bottom right.

Save Settings

NOTE: Review the permissions granted to make sure you are selecting the appropriate Role.
 

[Back to Top]

Ranking
Was this information helpful?
Yes
No
Somewhat

Tell us why and what can we do to improve this information