02/15/18 20:24 PM  

User Roles and Permissions

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

Step 2:

Go to Users > Roles. You may do the following on the Roles Page:

User-added image

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

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 have 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 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.

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 Permissions
General• Overview
• Messages
• Contacts
• 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
• Groups
• 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
• Templates
• User Groups
• Users

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
• 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
• 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, 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.

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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.

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

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.

Assign Roles via Assigned Users

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.


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.


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 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.
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.
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