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Ring Central Quick Reference Guide

For the Most Often Asked Support Questions


📋 Table of Contents

  1. User Management
  2. Call Handling & Forwarding
  3. Voicemail
  4. Business Hours & Routing
  5. Auto-Receptionist / IVR
  6. Phone Numbers
  7. App Settings & Meetings
  8. Billing & Account Admin

1. User Management

Add a User

  1. Log in at admin.ringcentral.com
  2. Go to Users → User List
  3. Click + Add User
  4. Enter first name, last name, and email address
  5. Assign an available phone number and extension
  6. Select a User Role (Standard, Admin, etc.)
  7. Click Save — the user will receive an activation email

Remove a User

  1. Go to Users → User List
  2. Click the user's name
  3. Scroll to the bottom and click Delete User
  4. Confirm — their number returns to your available pool

Change a User's Role

  1. Go to Users → User List and select the user
  2. Click the Roles tab
  3. Select the new role and click Save

Reset a User's Password

  1. Go to Users → User List and select the user
  2. Click the Security tab
  3. Click Reset Password — a reset email is sent to the user

Reset a User's Voicemail PIN

  1. Go to Users → User List and select the user
  2. Click the Messages tab
  3. Under Voicemail PIN, click Reset PIN

💡 Adding and removing users is an Admin Portal-only action — it cannot be done from the RingCentral app.

2. Call Handling & Forwarding

Set Up Call Forwarding (Admin Portal — for any user)

  1. Log in at admin.ringcentral.com
  2. Go to Users → User List and select the user
  3. Click the Call Handling tab
  4. Under Forwarding Rules, click Edit
  5. Add forwarding number(s), set ring order and duration
  6. Click Save

Set Up Call Forwarding (RingCentral App — personal)

  1. Open the RingCentral app
  2. Click your profile avatar (top left) → Settings
  3. Go to Phone → Call Handling & Forwarding
  4. Click Edit, add a forwarding number, set ring sequence
  5. Click Save

Set Up a Call Queue

  1. In the Admin Portal, go to Phone System → Groups → Call Queues
  2. Click + New Queue
  3. Name the queue and assign a number/extension
  4. Add members under the Members tab
  5. Set routing (rotation, fixed order, simultaneous ring)
  6. Configure hold music and overflow settings
  7. Click Save

Transfer a Call (RingCentral App)

  • Warm transfer: While on a call, click Transfer → Ask First, dial the recipient, announce the call, then confirm transfer
  • Blind transfer: Click Transfer → Transfer Now, enter the number or extension

💡 Forwarding rules can be set per schedule — business hours, after hours, and custom hours each have independent rules.

3. Voicemail

Update Voicemail Greeting (Admin Portal — for any user)

  1. Go to Users → User List and select the user
  2. Click the Messages tab
  3. Under Voicemail Greeting, click Edit
  4. Choose Record (via phone), Upload (MP3 or WAV), or Text-to-Speech
  5. Click Save

Update Voicemail Greeting (RingCentral App — personal)

  1. Open the RingCentral app
  2. Click your profile avatar → Settings → Phone → Voicemail
  3. Click the edit icon next to your current greeting
  4. Choose Record, Upload, or Text-to-Speech
  5. Save when done

Check Voicemail (RingCentral App)

  1. Click the Messages icon in the left navigation
  2. Select the Voicemail tab
  3. Click any message to play, download, or delete

Check Voicemail by Phone

  1. Dial your RingCentral number (or press the Messages button on your desk phone)
  2. Press * during the greeting (or wait for the prompt)
  3. Enter your PIN when prompted

Reset Your Own Voicemail PIN (RingCentral App)

  1. Click your profile avatar → Settings → Security
  2. Under Voicemail PIN, click Change PIN
  3. Enter and confirm your new PIN

💡 Accepted upload formats: MP3 and WAV. For best quality, use a professionally recorded file or record in a quiet environment.

4. Business Hours & Routing

Update Business Hours (Admin Portal)

  1. Log in at admin.ringcentral.com
  2. Go to Phone System → Auto-Receptionist
  3. Select the Auto-Receptionist (main or a specific one)
  4. Click Business Hours
  5. Set open days and hours for each day of the week
  6. Toggle 24 Hours for any always-open day
  7. Click Save

Update Business Hours for a Specific User

  1. Go to Users → User List and select the user
  2. Click the Call Handling tab
  3. Under Business Hours, set the schedule
  4. Click Save

Set Up Holiday/Custom Hours

  1. In the Auto-Receptionist settings, click Custom Rules
  2. Click Add Rule
  3. Name the rule (e.g., "Thanksgiving 2025") and set the date range
  4. Assign a routing action (play greeting, forward to voicemail, etc.)
  5. Click Save

💡 Always confirm your After Hours routing is set before changing business hours — calls outside your hours need somewhere to go.

5. Auto-Receptionist / IVR

Update Auto-Receptionist Menu Options

  1. Go to Phone System → Auto-Receptionist
  2. Select the Auto-Receptionist you want to edit
  3. Click IVR Settings
  4. Click on any key (1–9, 0, *, #) to change what it does
  5. Options include: connect to extension, connect to call queue, play announcement, go to submenu
  6. Click Save

Update Auto-Receptionist Greeting

  1. In Auto-Receptionist settings, click Business Hours or After Hours
  2. Under Greeting, click Edit
  3. Choose Record, Upload (MP3/WAV), or Text-to-Speech
  4. Click Save

Add a Submenu

  1. In IVR Settings, assign a key to Connect to IVR Menu
  2. Click New IVR Menu and build the submenu options
  3. Link it back to the parent menu if needed
  4. Click Save

💡 Always test your IVR after making changes by calling the main number from an outside line.

6. Phone Numbers

Add a New Phone Number

  1. Go to Phone System → Phone Numbers
  2. Click + Add Number
  3. Choose Local, Toll-Free, or Vanity
  4. Search by area code or keyword
  5. Select a number and assign it to a user, call queue, or auto-receptionist
  6. Click Save

Port a Number to RingCentral

  1. Go to Phone System → Phone Numbers → Port Numbers
  2. Click Start Porting Request
  3. Submit your current carrier information and signed Letter of Authorization (LOA)
  4. RingCentral will contact you with a port date (typically 5–10 business days)

💡 Do not cancel service with your current carrier before the port completes — this can result in losing the number.

Assign a Number to a User

  1. Go to Users → User List and select the user
  2. Click the Phone tab
  3. Under Phone Numbers, click Edit
  4. Select the number from your available pool
  5. Click Save

7. App Settings & Meetings

Update Your Status (RingCentral App)

  1. Click your profile avatar (top left)
  2. Click your current status (Available, Busy, Do Not Disturb, etc.)
  3. Select the new status

Set Up a RingCentral Meeting Link

  1. Open the RingCentral app
  2. Click the Video icon in the left navigation
  3. Click Schedule to set up a future meeting, or New Meeting for instant
  4. Copy your meeting link to share with attendees

Update Notification Settings (RingCentral App)

  1. Click your profile avatar → Settings → Notifications
  2. Toggle on/off: calls, voicemail, messages, missed calls
  3. Set notification sound preferences

Download or Update the RingCentral App

  • Desktop: ringcentral.com/apps
  • iOS: App Store → search "RingCentral"
  • Android: Google Play → search "RingCentral"

8. Billing & Account Admin

View or Download an Invoice

  1. Log in at admin.ringcentral.com
  2. Go to Billing → Payment & Billing Info
  3. Click Billing History
  4. Click any invoice to view or download as PDF

Update Payment Method

  1. Go to Billing → Payment & Billing Info
  2. Click Edit next to your current payment method
  3. Enter new card or bank details and click Save

View Current Plan & Usage

  1. Go to Billing → Service Plan
  2. View your current plan, seat count, and feature add-ons

Add or Remove Seats

  1. Go to Billing → Service Plan
  2. Click Change Plan or Add Licenses
  3. Follow the prompts — changes take effect on your next billing cycle

Need more help? Contact Deploy Right support@deployright.io. We're your dedicated RingCentral implementation partner — here for configuration questions, IVR builds, number porting, and anything in between.