Adding and editing user extensions in bulk
==========================================

Admins can add, [enable](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#enabling-unassigned-extensions ""), and assign multiple user extensions in the Admin Portal by downloading, completing, and uploading the [bulk user update template](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#bulk-user-update-template "").

Adding users in bulk
--------------------

* Sign in to the [Admin Portal](http://service.ringcentral.com "").
* Click the **Users** tab to access **Users with Extensions**.
* Click **Add Users in Bulk** .

  ![Add users in bulk](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/1-Add-Users-in-Bulk.png)

* In the popup window, click **Download template**.
* Choose the values you want to include in the template.
* Click the file format dropdown and select *.xlsx* or .*xls*.
* Click **Download** .

  ![Customize bulk template](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/2-Customize-bulk-template.png)

* [Complete the template](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#bulk-user-update-template "") with your users' information.
* After saving the required template information, click **Upload file**.
* Select the file, then click **Open**. You can also drag and drop the file to upload it.
* Click **Next** to upload the template file. It may take up to an hour to process the information.
* If you require users to have unique emails, select **Yes**. This option is only available when you activate the account by assigning credentials or when you activate it later.
* Select a [setup option for the users](https://support.ringcentral.com/article-v2/Adding-user-extensions-in-the-RingCentral-app-and-Admin-Portal.html?brand=RingCentral&product=RingEX&language=en_US&pills-nav=admin_portal#setup-options ""):
  * **Send invite**: Set up a user by sending a welcome email with an activation link.
  * **Schedule invite**: Choose a specific date and time to send an activation email.
  * **Activate by assigning credentials**: Set up and activate a user by assigning credentials. No welcome email will be sent.
  * **Activate later**: Set up a user now but activate at a later time. No welcome email or notifications will be sent.

* The Super Admin on the account will receive an email within a few minutes. Enter email addresses in the **Additional recipients** field to send the results to other contacts.
* Click **Save** .

  ![Bulk setup options](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/3-Bulk-Setup-options.png)

Note  
The import will fail if a contact name includes any of these symbols: \<, \>, /, or ". Before you import, remove these symbols from the **First name** and **Last name** fields in your file. If the import fails, you'll receive an email explaining why the file didn't upload successfully. The email won't include the XLS file.

Enabling unassigned extensions in bulk
--------------------------------------

You can also set up multiple unassigned extensions at once using the bulk user template. If you don't see this feature on your account, contact [Support](https://support.ringcentral.com/new-case.html "").

* Sign in to the [Admin Portal](http://service.ringcentral.com "").
* Click the **Users** tab.
* Click **Unassigned Extensions**.
* Click the three-dot **More** icon (a), then select **Bulk Enable Extensions** (b).

  ![Bulk enable extensions](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/4-Bulk-enable-extensions.png)

* In the popup window, click **Download template**.
* Choose the values you want to include in the template.
* Click the file format dropdown and select *.xlsx* or *.xls*.
* Click **Download** .

  ![Customize bulk templates](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/5-Customize-bulk-template2.png)

* [Complete the template](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#unassigned-extensions "") with your users' information.
* After saving the required template information, click **Upload file**.
* Select the file, then click **Open**. You can also drag and drop the file to upload it.
* Click **Next** to upload the template file. It may take up to an hour to process the information.
* If you require users to have unique emails, select **Yes**. This option is only available when you activate the account by assigning credentials or when you activate it later.
* Select a [setup option for the users](https://support.ringcentral.com/article-v2/Adding-user-extensions-in-the-RingCentral-app-and-Admin-Portal.html?brand=RingCentral&product=RingEX&language=en_US&pills-nav=admin_portal#setup-options ""):
  * **Send invite**: Set up a user by sending a welcome email with an activation link.
  * **Schedule invite**: Choose a specific date and time to send an activation email.
  * **Activate by assigning credentials**: Set up and activate a user by assigning credentials. No welcome email will be sent.
  * **Activate later**: Set up a user now but activate at a later time. No welcome email or notifications will be sent.

* The Super Admin on the account will receive an email within a few minutes. Enter email addresses in the **Additional recipients** field to send the results to other contacts.
* Click **Save** .

  ![Bulk Setup options](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/6-Bulk-Setup-options2.png)

Using the bulk user update template
-----------------------------------

* Complete all required fields for each user type:
  * [User without a device](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-without-device "")
  * [User with an extension and softphone](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-with-ext-softphone "")
  * [User with an extension and deskphone](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-with-ext-deskphone "")
  * [User with an extension and existing device](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-ext-existing-device "")
  * [User with unlimited video, messaging, and limited phone capabilities](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-with-unlimited "")
  * [User with limited video and unlimited messaging capabilities](https://support.ringcentral.com/article-v2/Editing-a-template-to-add-assigned-extensions-in-bulk.html?brand=RingCentral&product=RingEX&language=en_US#user-with-limited "")

* Select the *Emergency Response Location (ERL)* if the extension is a DigitalLine.
* Complete the required fields (highlighted in green). Updated rows will be processed to create and activate users. Empty rows won't be processed.
* To add a new Video Pro+ user, use the rows with license ID *Meetings License_(number)*.
* To add new users without Direct Numbers or DigitalLines, you can add new rows below the users with licenses.

Notes:

* Changes to the template won't trigger any purchases. You must complete all necessary purchases before populating the template.
* Don't change any grayed-out columns or cells in the table.
* Don't change the order of the columns.
* You can't set up more than 5,000 users at once.
* Once you've uploaded your template, processing may take some time. If there are any incorrect data fields, manually change them in your account.
* *Site* and *Cost Center* are only needed for users who are set up at the company or account level.
* For softphone mapping, use *RingCentral App* instead of *RC App*.

### User without a device

* Copy phone numbers from the **Phone Number Inventory** tab.
* Paste the numbers in any row under the *Phone Number* column in the **Add Assigned Extensions** tab. Phone numbers can only be used once.
* Make sure the *License ID* in the **Add Assigned Extensions** tab matches the number in the *License Matches* column in the **Phone Number Inventory** tab.

### User with an extension and softphone

* Copy phone numbers from the **Phone Number Inventory** tab.
* For rows with the *License ID* "Domestic Digital Line," paste the numbers into the *Phone Number* column in the **Add Assigned Extensions** tab. Phone numbers can only be used once.
* Enter *RingCentral App* in the *Phone Serial #* column.
* The **Phone Number Inventory** tab contains license and country reference columns. Make sure your users' cost center and licenses match the appropriate numbers.

### User with an extension and deskphone

* Copy phone numbers from the **Phone Number Inventory** tab.
* Paste the numbers in any row under the *Phone Number* column in the **Add Assigned Extensions** tab. Phone numbers can only be used once.
* Copy the serial number of the unassigned device you want to assign to a user from the **Unassigned Devices** tab.
* Paste the serial number in the *Phone Serial #* column in the **Add Assigned Extensions** tab. Serial numbers can only be used once.

### User with an extension and an existing device

  *  
  Copy phone numbers from the **Phone Number Inventory** tab.

  *  
  Paste the numbers in any row under the *Phone Number* column in the **Add Assigned Extensions** tab. Phone numbers can only be used once.

  *  
  Enter *Existing Phone* in the *Phone Serial #* column in the **Add Assigned Extensions** tab.

### User with unlimited video, messaging, and limited phone capabilities

Enter *Free (Mobile)* in the *License ID* column in the **Add Assigned Extensions** tab.

### User with limited video and unlimited messaging capabilities

Enter *Free (Video Pro)* in the *License ID* column in the **Add Assigned Extensions** tab.

### Unassigned extensions

* Complete all required fields (highlighted in green) in the row of the phone number and phone make/model.
* Make sure the extension numbers are unique for each user.
* Select the *Emergency Response Location (ERL)* if the extension is a DigitalLine.

If you [apply a User Template](https://support.ringcentral.com/article-v2/10600-user-templates-apply-template-user.html?brand=RC_US&product=RingEX&language=en_US "") to a user, the Site, role, user language, and job title assigned in the template will replace the current values for that user.

Editing users in bulk
---------------------

* Sign in to the [Admin Portal](https://service.ringcentral.com/ "").
* Go to **Users \> User List \> Users with Extensions**.
* Click the three-dot **More** icon and select *Edit User Information* .

  ![](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/7-bulk-edit-users.png)

* In the popup, download the user template.
* Edit the template to make changes to your users, and save the file.
* Click **Browse** to select the newly saved file, and click **Upload** .

  ![](https://assets.ringcentral.com/content/dam/xml-assets/doc_team/en_us/ringcentral/mvp/Editing-a-template-to-add-assigned-extensions-in-bulk/images/8-edit-upload-template.png)

**Additional resources**  
[Adding a phone to a user extension in the Admin Portal](https://support.ringcentral.com/article-v2/adding-a-phone-to-a-user-extension-in-the-admin-portal.html?brand=RingCentral&product=RingEX&language=en_US "")  
[Certified and supported deskphones and devices for RingCentral](https://support.ringcentral.com/article-v2/certified-supported-deskphones-ringcentral.html?brand=RingCentral&product=RingEX&language=en_US "")  
[Applying a Template to a user](https://support.ringcentral.com/article-v2/10600-user-templates-apply-template-user.html?brand=RC_US&product=RingEX&language=en_US "")