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Managing user extensions in the RingCentral
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If you’re an administrator, you can manage and configure all activated user extensions in your company using your RingCentral mobile app.
Admins can set up the different audios and greeting messages heard by callers at different interval points. In addition, admins can also configure Blocked Calls. You can also manage how the calls are handled when routed to the extension. Aside from that, you can configure how you want your calls to be handled during business hours, after hours, or multiple condition rules.
Note: Adding a new user can only be done by an administrator using the RingCentral admin portal.
Finding your user extensions
1. Depending on which device you’re on:
a. For Android devices, tap your profile menu at the top left.
b. For iOS devices, tap your profile photo at the top left.
2. Tap Admin tools.
3. Tap Phone system > Users.
4. Under Users with Extensions you can find all the users in your account.
5. Tap Unassigned Extensions to view all your unassigned extensions available to assign to your users.
Note: You can only view existing Unassigned Extensions on your RingCentral mobile app. If you want to configure your Unassigned Extensions, log in to your RingCentral online account.
Configuring User Info
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap User Info.
6. Under User Info, you can modify the general information of the user.
7. Tap Save on the upper right.
8. Under Phones & Numbers, you can modify the Direct Numbers, Phones, Presence, Delegates, and Intercom settings.
9. Tap Save on the upper right.
Configuring Screening, Greeting & Hold Music
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap Screening, Greeting & Hold Music to modify the following settings:
- User Greeting: Enable or disable a greeting that callers will hear when they call the user’s extension.
- Call Screening: Enable or disable whether callers will be required to say their name before connecting.
- Set up a connecting message: Enable or disable the connecting message callers will hear when they are connected to the user’s extension.
- Audio while connecting: Enable or disable the music or ringtone callers will hear while connecting to the user’s extension.
- Set up hold music: Enable or disable the music callers will hear when put on hold.
6. Tap Save on the upper right.
Configuring Blocked Calls
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on a user you want to manage.
5. Tap Screening, Greeting & Hold Music > Blocked Calls.
6. Under Blocked Calls, you can modify the following settings:
- Block calls: Choose to block All calls or Specific calls
- Only block these numbers or area codes: Choose to block specific numbers and the message blocked callers will hear.
- Block calls and faxes with no Caller ID: Choose to block calls or faxes from callers with no Caller IDs.
- Calls from Pay Phones: Choose to block calls from Pay Phones and the message blocked callers will hear.
7. Tap Save on the upper right.
Configuring Call Handling & Forwarding
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap Call Handling & Forwarding.
6. Under User Hours, you can modify:
- First Ring: Tap Desktop apps & Smartphones to choose whether you want to notify your Desktop app and Smartphone. You can also modify the number of seconds before the call will be forwarded.
- Then forward calls to: After the first ring, you can choose to forward an incoming call to your Home, Mobile, or Work number.
- Add Phone: Tap Add Phone to add another phone you can choose to forward an incoming call.
- Forward calls to other user’s phone: Choose to forward a call to another user in your company.
- Phones will ring: Choose to have your phones to ring at the same time or by sequence.
7. Tap Incoming Call Information to modify what incoming calls will look like in your device.
8. Tap Call Flip to modify your call flip settings.
9. Tap Save on the upper right.
Configuring Messages & Notifications
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap Messages & Notifications to modify the following settings:
- Take Messages: Enable or disable incoming calls.
- Voicemail Greeting: Set a voicemail greeting when calls made to the user’s extension are routed to voicemail.
- Message Recipient: Select the extension where calls will be routed.
- Voicemail Preview: Enable or disable voicemail of the user.
6. Tap Notifications to modify the user’s notification settings.
Configuring Outbound Caller ID By Phone
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap Outbound Caller ID.
6. Under By Phone, you can set a phone number as the user’s Outbound Caller ID.
7. Under By Feature, you can use different numbers as the user’s Outbound Caller ID for different kinds of outbound calls.
8. Under Alternate, you can use an alternate Outbound Caller ID.
9. Tap Save on the upper right.
Configuring Outbound Fax Settings
1. Navigate to Admin tools via your profile menu.
2. Tap Phone System > Sites.
3. Tap Users.
4. Tap on the user you want to manage.
5. Tap Outbound Fax Settings.
- Cover page info: Enter the company name and address. This information will appear in your outbound faxes.
- Phone Number: Select the phone number that will appear on outbound faxes.
- Fax Number: Select the fax number that will appear on outbound faxes.
- Cover Page: View how your outbound faxes will appear. You can also choose different pre-made design templates.
- Faxes Sent via Email: Choose to omit leave your outbound faxes’ cover page when sending them via email. You can also add emails of other users that can send faxes.
6. Tap Save on the upper right.
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