02/15/18 20:24 PM  

RingCentral Limited Extension Overview

« Go Back

Article

 
SummaryWhat is a Limited Extension?
Details

The RingCentral Limited Extension is a new type of extension for your RingCentral Office Standard, Premium or Ultimate account with a limited feature set. 
 

Table of Contents

1. Key Features and Benefits
2. Limitations
3. Adding a Limited Extension
4. Assigning a Limited Extension to a User
5. Activating a Limited Extension 

Resend Welcome Email

6. Setting up a Limited Extension

6.1 Limited Extension Info
6.2 Phone & Numbers
6.3 Announcement
6.4 Outbound Caller ID

7. Frequently Asked Questions

__________________________________________________________________________________________
 

Key Features and Benefits

• Allows RingCentral Administrators the flexibility to purchase limited extensions for several common area phones that are not tied to a specific user (conference room, lobby, break room etc.)

• Limited feature set; Primarily used for making & receiving calls

• Administrators can control whether or not international calls are allowed

• Phone service with cloud call management/ extension calling

• Caller ID Setup

• Local Digital Line phone number/ device
 

Limitations 

• No Softphone/ RingCentral Phone or RingCentral Phone for Mobile use supported.

• No mailbox.

• Intercom paging is not supported.

• Switched off by default, contact RingCentral to enable adding a limited extension on your account:

US: 800-820-3676
Canada: 888-451-5074
UK: 0800-098-8136
 

Adding a Limited Extension

NOTE: Before proceeding with the steps below make sure that you are already logged in the RingCentral Online Account as an Administrator.


Step 1:

On the the Admin Portal, go to Phone System, then click Group(s) / Other(s).

On the Admin Portal, go to Phone System, then click Group(s) / Other(s).


Step 2:

Click the Others tab.

Click the drop-down arrow next to New Message-Only Extension, then select New Limited Extension.

User-added image


Step 3:

Select a Location, then click Next.

select location


Step 4:

You will now select a device to purchase for your Limited Extension. You can select from a Recently Bought phone, a new Desktop Phone or select the Other Phones tab if you already have a device.  

Click the device that you have selected, then click Add to Cart.

select phone to purchase


Step 5:

Specify the Quantity (QTY) of your order, then click Next.

To delete and change your device, click on the Trash bin User-added image icon.

verify quantity


Step 6:

You can either assign existing or new numbers to selected devices.

Use an Existing Number from your account
Purchase a New Number for your account 


Use an Existing Number from your account

You can select any non-Toll-Free number assigned to either your Company Auto-Receptionist or Special Extensions on your account.

use existing number


Purchase a New Number for your account 

You can purchase a Phone number to be assigned to this phone.

Select the State and Area Code of the preferred number.

purchase new number


Step 7:

Tick the checkbox on the device where you want to assign the number, then click Assign to Selected

assign to selected


Step 8:

The phone number is assigned to the device. Click Next

click next to proceed


Step 9: 

Specify the Shipping Address.

You can select a Shipping Address from the drop-down list, or you can add a New Shipping Address by clicking New.

NOTE: To make corrections on any address on the list, click Edit

specify shipping address


If you click New, you will see a pop-up box where you can enter a new Shipping Address, and tick the checkbox to save the address on your list for future use.

Click the Add button to proceed.

Click the Add button to proceed.


Step 10:

Tick the checkbox on the device where you want to assign the Shipping Address, then click Create Shipping Group.

create shipping group


Step 11: 

The Shipping Address is assigned to the device that you ordered. Click Next to proceed. 

verify shipping address, click next


Step 12: 

The Order Confirmation screen will show you the summary of your order with the taxes, fees, and other charges. Tick the checkbox to acknowledge and accept the charges, and then click on Next.

confirm order

NOTE: RingCentral has set limits on the protection of customers from fraudulent activities or over usage. You may get a message saying that you have exceeded the maximum allowed value that can be processed on your account in a single billing cycle. For security purposes, please contact RingCentral Customer Service to verify your Billing Information and request an account limit increase and proceed with your desired transaction.


Step 13:

Click Print to get a hard copy of the receipt, or click Done to close the window.

Proceed to the next section to learn how you can assign the newly created Limited Extension.


Assigning a Limited Extension to a User

NOTE: Before proceeding with the steps below make sure that you are already logged in to your RingCentral Account as an Administrator. See Logging in to your RingCentral Online Account for more information.


Step 1:

On the the Admin Portal, go to Phone System, then click Group(s) / Other(s).

On the Admin Portal, go to Phone System, then click Group(s) / Other(s).


Step 2:

Click the Others tab, then click the Unassigned Limited Extension that needs to be activated.

User-added image


Step 3: 

Fill out the required fields, then click Save & Enable.

Extension Number - Automatically assigned. You can manually enter a different (unused) extension number.

Extension Name - Enter a name that will help you identify this extension.

Extension Email - Enter the email address of the person who will use and manage this Limited Extension. An email with the Activation Link will be sent to the email address provided. 

Emergency Address - Emergency responders will be sent to this address when you dial local emergency services (e.g., 911, 112, 999, etc.)

International Calling - Tick the box to allow International Calling on this Limited Extension's phone.

User-added image

Proceed to the next section to learn how you can activate the Limited Extension.
 

Activating a Limited Extension

To activate your Limited Extension, check your inbox and look for RingCentral's Welcome Email (From: support@ringcentral.com). The Welcome Email should contain an Activation Link that will allow you to set up the Limited Extension's Password, PIN and Security Question. 


Step 1: 

Click on the Activation Link found in the Welcome Email. 

User-added image


Step 2: 

The Activation Link will open a tab in your browser for the Limited Extension's Express Setup. The Express Setup screen will ask you to configure the following: 


1. Password

The Password is used to log in to the Limited Extension's online account. 

Password Criteria:

• At least one letter (latin character)
• At least one number (0-9)
• Non-sequential, Non-repeating
• No account information
• One uppercase letter or special character (!,@,$,#)
• Length 8-32 characters

User-added image


2. PIN

The PIN is used to check your voicemail messages over the phone

Pin Criteria:

• Only digits
• Non-repeating
• Non-sequential
• Length 6-10 digits

User-added image


3. Security Question

The Security Question and Answer is used to identify your account when contacting customer service.

Answer Criteria:

• Five (5) or more characters

User-added image


Step 3: 

When done activating, you will then be directed to your Limited Extension Online account.

When done activating, you will then be directed to your Limited Extension Online account.


Setting up a Limited Extension

NOTE: Before proceeding with the steps below make sure that you are already logged in to your RingCentral Account as an Administrator. See Logging in to your RingCentral Online Account for more information.


Step 1:

On the the Admin Portal, go to Phone System, then click Group(s) / Other(s).

On the Admin Portal, go to Phone System, then click Group(s) / Other(s).


Step 2:

Click the Others tab, then click on the Limited Extension that needs to be set up.

User-added image


NOTE: If you are logged in using the Limited Extension's credentials, click Settings.

If you are logged in using the Limited Extension credentials, click Settings.


Step 3: 

The following tabs are available on the Limited Extension's Settings:

Limited Extension Info
Phone & Numbers
Announcement (Administrators only)
Outbound Caller ID


Limited Extension Info

Click the Limited Extension's Name to view the Limited Extension's Info.

Click the Limited Extension's Name to view the Limited Extension's Info.


The following settings can be changed in the Limited Extension's Info. Click Save after changing the settings.

IMPORTANT: Some settings are only visible if logged in as the Account Administrator (**Account Administrator access only).

Extension Information1. **Extension Number - to change, enter any unused number between 1-999999, except Reserved Numbers.
2. Extension Name - the name of User.
3. Record Extension Name - Use this option to ensure the name is pronounced correctly by the system operator. You can spell it out the it sounds, or you can record the name in your own voice and use it for announcements instead.
4. Company Name - Name of the company the User is affiliated with.
5. Contact Phone - used to contact you if RingCentral needs to verify your identity.
6. Email - User's email address. All important emails from RingCentral (security notices) will be sent to this address.
7. International Calling allowed - tick the box to enable outbound international calls for this extension.
8. Extension Password - Click to change the Password, PIN or Security Question.
9. Regional Settings - Time zone.
10. **Status - used to Disable or Delete the extension. The extension needs to be disabled first before the Administrator can delete.
 

Phone & Numbers

Click Phones & Numbers to view the phone numbers and devices assigned to the Limited Extension.

1. Add Direct Number - Account Administrators can click this button to add a Direct Number to the Limited Extension.

2. Phone Details - Limited Extension Users and Account Administrators can click on the device to view or edit the Phone Details.

Extension - Phone Numbers


Limited Extension Users and Account Administrators can view and modify the following in the Phone details window:

Limited Extension - Phone Details1. Phone Nickname - a descriptive nickname to quickly identify who has this phone and how it's used. For example: Jane Smith Desk Phone.
2. Phone Type - the type of phone (model number) assigned to the Limited Extension.
3. Serial Number - a unique identifier found on the back or bottom of the phone. If you don't see a serial number, your phone is not yet connected to the RingCentral network.
4. Emergency Address - Emergency responders will be sent to this address when you dial local emergency services (e.g., 911, 112, 999, etc.).
5. Default area code - If you know that you'll be using this phone to frequently make calls to a specific area code, you can specify the area code here as a shortcut. This way, you won't need to dial the area code for each call. 
6. Use as Hot Desk Phone - If enabled, the device is converted into a common phone that can be shared with other Users in the account. For more information, go to Hot Desking Overview.
7. Status - Gives information whether the device is online or offline.
8. Bandwidth Settings - To improve the quality of your calls, you can set how much network bandwidth to use for calls. Enable Use HD Voice if possible to enable HD Voice on this device.
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.
9. Display Extension Number - this option displays the extension number on the device's screen.


Announcement

Account Administrators can update and customize the Limited Extension's announcement. The unavailable announcement is played if a call is unanswered after 20 seconds. To customize the Limited Extension's Unavailable Greeting, follow the steps below:

NOTE: This section can only be accessed by logging in as an Administrator on the account.


Step 1: 

Click Announcement, and then click Unavailable Greeting.

Limited Extension - Announcement

The Default Unavailable Greeting says "I'm sorry. No one is available to take your call. Thank you for calling. Goodbye!"

Limited Extension - Announcement options
 

Step 2: 

To change or customize the Limited Extension's Unavailable Greeting, click Custom

Limited Extension - Custom Announcement


There are 3 ways to customize a Limited Extension's Unavailable Greeting:

Record Over the Phone
Record Using Computer Microphone
Import 
 

Record a Limited Extension's Unavailable Greeting Over the Phone


Step 1: 

Select Record Over the Phone, and then enter the number where RingCentral can call you to record the greeting over the phone. Click Call Now when you are ready to receive the call and start recording. 

Announcement - Record over Phone
 

Step 2: 

You will receive an automated call from RingCentral on the number that you entered, with the instructions for recording the custom greetings. Press 1 to start recording and when you are done, press the pound # key. After you press the pound # key, the following prompts will be announced:

Press 1 - Save your custom greeting.
Press 2 - Listen to your greeting.
Press 3 - Change your greeting.
 

Step 3: 

When you press 1 to save your recording over the phone, the screen will redirect to a window where you will have the option to do the following: 

• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom greeting.
• Click the Download User-added image icon if you want to save the custom greeting to your computer or external storage. 


Click Save to apply the custom recording to the Limited Extension. 

Announcement - Save Recording

 

Record a Limited Extension's Unavailable Greeting Using Computer Microphone


Step 1: 

Select Recording Using Computer Microphone, and then click the Record User-added image button to start recording.

Announcement - Recover through PC
 

Step 2: 

Click the Stop User-added image button to stop recording. 

Announcement - Stop Recording
 

Step 3: 

The screen will redirect to the window where you can do the following: 

• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom greeting.
• Click the Upload User-added image icon if you want to save the recording to RingCentral's temporary storage.

If you are satisfied with the recording, click the Upload User-added image button. 

Announcement - Upload Recording
 

Step 4: 

Click Save

Announcement - Save Recording

 

Upload a Limited Extension's Unavailable Greeting from your Computer


Step 1: 

Select Import, and then click the Browse button to locate the file on your computer. It is recommended to use either .mp3 or .wav audio file formats in either of the following compression types: 

• CCITT u-Law (G711a), 8kHz, 8 bit, mono
• PCM, 8kHz, 16 bit, mono

Announcement - Import Announcement
 

Step 2:

Select the file for your Custom Announcement. Click Open.

Announcement - select file to import
 

Step 3: 

Click Attach

Announcement - click Attach


Step 3: 

The screen will redirect to a window where you will have the option to do the following: 

• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom greeting.
• Click the Download User-added image icon if you want to save the custom greeting to your computer or external storage. 

Click Save to apply the custom recording to the Limited Extension. 

Announcement - Save Recording


Outbound Caller ID

Decide what phone number you want to display as the Caller ID number for outgoing calls from the device assigned to the Limited Extension.

NOTE: If you select a Toll-Free number or Blocked as your Default Caller ID for any of your endpoints/calling features, you have to select an alternate Caller ID to use in case the number you are calling does not accept calls from an unknown or Toll-Free number.

Limited Extension - Outbound Caller ID


Enable Display my extension number for internal calls 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.

Click the Save button to apply the changes. 


Frequently Asked Questions


1. What is the difference between this extension type and a user extension?

This extension has limited features and is not tied to a User.


2. Does a Limited Extension count towards an account's number of extensions; for example if you have 19 users and add a Limited Extension, does the account now have 20 Digital Lines?

No. A Limited Extension does not count toward the plan.


3. Can I assign a regular User’s Unlimited Digital Line to a Limited Extension?

No. It is not possible to assign regular User’s Unlimited Digital Line to Limited Extension. Also, you cannot assign a Limited Extension Digital Line to a regular User


4. Can you put additional Virtual numbers on a Limited Extension?

Yes.


5. How are local and long distance calls handled?

Local and long distance minutes come out of the same pool of minutes and you can place either call type. Whatever is in the Standard User plan will apply to Limited Extension.


6. How are the incoming calls to a Limited Extension handled?

The incoming call will be ringing for a pre-defined duration of 20 seconds on the device assigned to the Limited Extension. If not answered, it will be routed to a configurable Announcement and then be disconnected.

NOTE: A Limited Extension does not have a VoiceMail Box.
 

7. The User did not receive an email to activate the Limited Extension. How do I resend the Activation Email?

To re-send the Welcome Email, follow the steps below: 

NOTE: Before proceeding with the steps below make sure that you are already logged in to your RingCentral Account as an Administrator. See Logging in to your RingCentral Online Account to know more.


Step 1:

On the the Admin Portal, go to Phone System, then click Group(s) / Other(s).

On the Admin Portal, go to Phone System, then click Group(s) / Other(s).


Step 2:

Select the Others tab, and then click on the Resend Invitation link on the Limited Extension that you want to activate.

User-added image


Alternatively, you can click on the Limited Extension, and then click on the Resend Welcome Email button under the Limited Extension Info screen.

User-added image



See Also

Groups Overview 
 

Ranking
Was this information helpful?
Yes
No
Somewhat

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