User Templates Overview

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SummaryWhat are User Templates?
Details

Templates allow an Account Administrator 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 article demonstrates how Account Administrators can perform the following tasks:

Creating a Template
Setting up a Template
Duplicating a Template
Applying a Template

NOTE: Your settings will override any configuration the affected users might have previously done.

TIP: Open an image in a separate tab or zoom the page to make it bigger.
 

Creating a Template


Step 1:

Log in to your RingCentral account.
On a successful login, you will be redirected to the Admin Portal section of your Online account.

Step 2:

Click the Users tab, and then click Templates.

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Step 3:

Click Add Template.

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Step 4:

Type the name of your Template. Click Save.

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Setting up a Template 

Step 1:

Log in to your RingCentral account.
On a successful login, you will be redirected to the Admin Portal section of your Online account.

Step 2:

Click the Users tab, and then click Templates.

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Step 3:

Account Administrators can configure and customise the following Template Settings. 

 Template Info - Edit the name of your template and see the last time it was modified and when it was created.

 Emergency Address - Provide a physical address for First Responders.

 User Hours - Set user hours to 24 hours or Specify hours.

 Connecting Message - Set the default message or create a custom message for callers to hear while the call is being connected.

 Audio While Connecting - Select the music or ringtone callers will hear while connecting.

 Hold Music - Turn hold music on or off and choose from 16 musical styles.

 Messages - Allow or deny users to take voicemail messages; then select the default or create a custom voicemail greeting.

 Incoming Call Information - Choose which information will be displayed for incoming calls, and on which phones the information will be shown. Set the announcement before connecting Direct calls and Call Queue calls.

 Outbound Caller ID - Choose the phone number to display as your outbound caller ID for each type of outgoing call. Different Caller IDs may be set when making calls using RingOut, RingMe, Call Flip, and Fax.

 Notifications - Choose how you want to be notified about voicemail messages, missed calls, fax transmission results and received text messages

• Bandwidth Settings - Allows you to change the bandwidth usage of a desk phone or desktop app for better call quality. You can switch between High and Low. High Bandwidth gives you better sound quality but calls can become choppy when it is not available. Low Bandwidth gives you lower sound quality but ensures no interruptions during your conversation.

 Receive communications from RingCentral - Turn on this option if you want to receive information on product education, training materials, etc. from RingCentral.

 Roles - Set Roles and Permissions for users or departments in your company.

 User Groups - A grouping of Users based on their organisation heirarchy. A User Group would have a Group Manager, who have access to modify group member's settings and view their call logs.

 Desktop Apps & Smartphones - Enable this feature to notify your Desktop app and smartphones before forwarding the incoming call to your desk phones and forwarding numbers.

 Regional Settings - Set the time zone, time format, and home country for the user/s.

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Editing Template Information

Step 1:

Click the Template which name needs to be changed.

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Step 2:

Click Template Info.

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Step 3:

Type the new name of the selected template, and then click Save.

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[Back to Topics]
[Back to Template Settings]

 

Setting up the Emergency Address

Step 1:

Click the Template which E911 or Emergency Address needs to be setup.

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Step 2:

Click Emergency Address.

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Step 3:

Ensure that Override User Settings is enabled in order for the setting to apply.

Select the country where the E911 address will be provisioned.

Fill out the Emergency Address form correctly. This is the same address that Emergency services will respond to in case a call to 911 is made.

Click Save.

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[Back to Template Settings]

 

Setting up User Hours

Step 1:

Click the Template that needs to be set up.

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Step 2:

Click User Hours.

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Step 3:

Ensure that Override User Settings is ON.

Choose whether User Hours should be set to 24 hours or Specify hours. Select 24 hours if the User extension would be available 24 hours a day.

Select Specify hours to choose the day and time when the User extension will be available, and then click Save.

NOTE: Leave the box unchecked to indicate that the User is closed on that day.

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[Back to Template Settings]

 

Setting up the Connecting Message

Step 1:

Select the Template which Connecting Message needs to be customized.

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Step 2:

Click Connecting Message.

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Step 3:

Ensure that Override User Settings is ON.

Set Connecting Message to On and then click Set Message.

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Step 4:

Click Custom, then click Import.
Click Browse then find and double click the MP3/ WAV file that needs to be set as Connecting Message.

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Step 5:

Click Attach, and then click Save.

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Step 6:

Click Save.
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[Back to Topics]
[Back to Template Settings]

 

Setting up the Audio While Connecting

Step 1:

Click the Template that needs to be edited.

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Step 2:

Click Audio While Connecting.

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Step 3:

Ensure that Override User Settings is ON.

Click Set Audio to customise the Audio while connecting.

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Step 4:

Choose from the following options, and then click Save.

RingTones - Callers will hear ringing tones while waiting for the User to pick up the call.
Music - Select from the list of music files on the drop-down list. You can listen to the sample by clicking the Play User-added image button.
Custom - You can upload a .wav or .mp3 file. Click Browse, and then click Attach.
None - Callers will hear nothing while waiting for the User to pick up the call.
 

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Step 5:

Click Save.

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Setting up the Hold Music

Step 1:

Select the Template which Hold Music needs to be edited.

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Step 2:

Click Hold Music.

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Step 3:

Ensure that Override User Settings is ON.

Set Hold Music to On and then click Set Hold Music.

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Step 4:

Choose from the following options, and then click Save.

RingTones - Callers will hear ringing tones when on hold.
Music - Select from the list of music files on the drop-down list. You can listen to the sample by clicking the Play User-added image button.
Custom - You can upload a .wav or .mp3 file. Click Browse, and then click Attach.
None - Callers will hear nothing when on hold.
 

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Step 5:

Click Save.
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[Back to Topics]
[Back to Template Settings]

 

Setting up the Messages Template

Step 1:

Click the Template that needs to be edited.

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Step 2:

Click Messages.

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Step 3:

Ensure that Override User Settings is ON.

Turn On Take messages to enable the User's mailbox.

NOTE: If Take messages is Off, Users where this template will be applied to will not be able to receive Text, Fax or Voice messages.

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Step 4:

Click Custom, then click Import.
Click Browse then find and double click the MP3/ WAV file that needs to be set as the Voicemail Greeting.

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Step 5:

Click Attach, and then click Save.

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Step 6:

Click Save.
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[Back to Topics]
[Back to Template Settings]

 

Setting the Incoming Call Information Template

Step 1:

Click the Template that needs to be edited.

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Step 2:

Click Incoming Call Information.

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Step 3:

Ensure that Override User Settings is ON.
Click Incoming Call Information.

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Step 4:

When you receive a forwarded call from your RingCentral account, you can choose what appears on your phone.

The Caller ID option displays the phone number of the person calling. You can add numbers before (pre-pended) or after (post-pended) the incoming number to help you identify the call. 

Called Number will display the phone number the person dialed. If you use your business phone for personal use as well, it allows you to identify business calls and answer them appropriately.

IMPORTANT: Some carriers do not support the ability to send caller ID with pre-pended, or postpended digits. Please test that this functionality is supported by the appropriate carrier device the call will be sent to.
 

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Step 5:

Select Non-RingCentral phones only to display an altered caller id on calls forwarded to your non-RingCentral device while still showing the normal caller id on RingCentral phones/IP phones.

Select All phones to have the above caller id settings apply to any phone you receive calls at.

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Step 5:

This option allows you to hear an announcement when your extension or phone is called directly. This is helpful for identifying how you should answer the phone, especially if you use the phone for both business and personal use.

The Non-RingCentral phones only option will play the announcement when forwarding a call to your home or mobile phone, but not when forwarding to a RingCentral desk phone.

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Step 6:

This setting applies if you are a member of a call queue. This is helpful for identifying how you should answer the phone, especially if you are a member of multiple call queues.

The Non-RingCentral phones only option will play the announcement when forwarding a call to your home or mobile phone, but not when forwarding to a RingCentral desk phone.

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Step 7:

You may also check Include mailbox name in announcement, and also Require my pin to answer.

NOTE: The Require my pin to answer option requires the pin be entered before accepting a call. This is very helpful if you do not want other people to accept your calls, such as when you have a home office and do not want your children to answer business calls.
 

Step 8:

Click Save.

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Step 9: 

Click Save.

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[Back to Topics]
[Back to Template Settings]

 

Setting up the Outbound Caller ID

TIP: If you select a Toll-Free or Blocked number, RingCentral will detect if the call isn't getting through and automatically display an alternate local number instead so your call has a better chance of getting through.

Step 1:

Select the Template which Outbound Caller ID needs to be set up.

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Step 2:

Click Outbound Caller ID.

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Step 3:

Ensure that Override User Settings is ON.

Decide what phone number you want to display as your Caller ID for outgoing calls, by clicking on the dropdown button for each phone or feature.

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NOTE: You may also tick the checkbox for Display my extension number for internal calls. Select this option if you want to display your extension as your Caller ID when making internal calls. All RingCentral and IP phones will see the extension. Calls forwarded to external phones, like a mobile phone, will still show your complete direct phone number.
 

Step 4:

Click Save.

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[Back to Topics]
[Back to Template Settings]

 

Setting up Notifications

Step 1:

Click the Template which Notifications need to be set up.

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Step 2:

Click Notifications.

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Step 3:

Ensure that Override User Settings is ON.

Select the check boxes to activate the Notification feature.

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Step 4:

Click Save.

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[Back to Topics]
[Back to Template Settings]

 

Configuring Bandwidth Settings

Step 1:

Select the Template which Bandwidth Settings need to be setup.

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Step 2:

Click Bandwidth Settings.

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Step 3:

Ensure that Override User Settings is ON.

To improve the quality of your calls, you can set how much network bandwidth to use for calls, and then click Save.

High Bandwidth - gives you better sound quality but calls can become choppy when it's not available.
Low Bandwidth - gives you lower sound quality but ensures no interruptions during your conversation.

You may also check Use HD Voice if possible (optional).

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[Back to Topics]
[Back to Template Settings]

 

Setting up Receive communications from RingCentral

Step 1:

Select the Template that needs to be set up.

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Step 2:

Click Receive communications from RingCentral.

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Step 3:

Ensure that Override User Settings is ON.

Tick the checkbox below Voicemail Messages to ensure the selected user/s receive information from RingCentral, and then click Save.
 

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[Back to Topics]
[Back to Template Settings]

 

 Setting up Roles Template

Roles give admins the ability to control what users can do within the system. A role is a collection of permissions which could be based on a job function.

Step 1:

Select the Template that needs to be set up.

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Step 2:

Click Roles.

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Step 3:

Ensure that Override User Settings is ON.

Click Edit.

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Step 4:

Select the role you want to assign to selected user/s on the left side, and then click Save.

NOTE: The description of roles and permissions are located on the right side.

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Step 5:

Click Save.

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[Back to Topics]
[Back to Template Settings]
 

 

Setting up User Groups Template

Roles give admins the ability to control what users can do within the system. A role is a collection of permissions which could be based on a job function.

Step 1:

Select the Template that needs to be set up.

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Step 2:

Click User Groups.

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Step 3:

Ensure that Override User Settings is ON.

Click Edit.

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Step 4:

Select the User Group where want to assign the Users whom this template will be assigned to, and then click Save.

NOTE: The description of User Groups are located on the right side.

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Step 5:

Click Save.

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[Back to Topics]
[Back to Template Settings]

 

Setting up Desktop Apps & Smartphones


Step 1:

Select the Template that needs to be set up.

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Step 2:

Click Desktop Apps & Smartphones.

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Step 3:

Ensure that Override User Settings is ON.

Enabling Notify my Desktop app and Smartphone notifies your Desktop app(s) and smartphone(s) before forwarding the incoming call to your desk phones and forwarding numbers.

Set the number of seconds before the incoming call will be forwarded, and then click Save.
 

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[Back to Topics]
[Back to Template Settings]


 

Setting up Regional Settings

Step 1:

Select the Template that needs to be set up.

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Step 2:

Click Regional Settings.

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Step 3:

Ensure that Override User Settings is ON.

Set the Time Zone, Time Format, and Home Country Code.

Click Save.

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[Back to Topics]
[Back to Template Settings]

 

Duplicating a Template

If you wish to create a new template based on another one, you can use the Save As function.

Step 1:

Access the template that you wish to duplicate.

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Step 2:

Click Save As.

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Step 3:

Enter the new template name then click Save.

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The renamed Template will appear on your Templates list. Edit the new template as required and then click Save to retain your changes.

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Applying a Template to Users

After a template has been created and configured, you can assign it to a group of users right away. Follow the steps shown below.
 

Step 1:

Log in to your RingCentral account.
On a successful login, you will be redirected to the Admin Portal section of your Online account.

Step 2:

Click the Users tab, and then click Templates.

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Step 3:

Select the Template that you want to apply to Users in your account from the list of Templates on the Left side, and then click Apply.

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Step 4:

You will be asked to confirm the Emergency Address of the Users whome this template will be applied to. Tick the checkbox to agree with the terms, and then click I Accept.

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Step 5: 

Select the users who you’d like to apply the template to, and then click Next.

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Step 6:

A pop-up window will give a warning that the settings in this Template will overwrite any configuration the user might have done previously. Click Yes to proceed.

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Step 7:

An email will be sent to your when the Template has been applied to the User that you selected. Enter your email address on the box provided, and then click Done.

NOTE: You can add more recipients by adding with a comma symbol or semi-colon symbol.

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