Adding user extensions in the RingCentral app and Admin Portal
Admins can add user extensions in the
RingCentral
desktop and web app or the Admin Portal
. When adding users, you’ll need to select a user type. The types available to you will depend on your RingCentral plan. You can sign in to your Billing Portal to check your plan level:
- : Users with aRingEXRingEXlicense have full access to message,video,and phone capabilities.
- Video Pro: Video Pro users are free and don’t have a license. They can access messages and limited video capabilities but can’t place or receive direct calls.
- Video Pro+: Video Pro+ users have a meeting license. They have access to message and video capabilities but can’t place or receive direct calls.
- Mobile: Mobile users are free and don’t have a license. They have access to messageand video capabilitiesbut can’t place or receive direct calls.
Free users can only receive calls through the company's Auto-receptionist and place calls using RingOut. If they make or receive more than 10 calls in a billing cycle, the account will be charged the cost of an additional user that month.
Note: If you're an admin with purchasing permissions, you can add new user licenses and buy deskphones and phone numbers. If you don't have these permissions, you'll need to contact your company billing admin. You can still assign users to your organization’s existing inventory of licenses, phone numbers, and deskphones.
Where would you like to add user extensions?
Adding user extensions in the Admin Portal
- Sign in to theAdmin Portal.
- Click theUserstab.
- In the left column, clickUsers with Extensions.
- ClickAdd User.
- Select your user type. The remaining steps will depend on the type of user selected because some types won’t require a phone or phone number.
- Enter the user’s email, name, cost center, and site (cost center and site will only be available on multi-site accounts). The extension number will fill in automatically.
- Require unique email IDsis checked by default.Note: If this isn’t selected, you can’t invite users by email, and you’ll need to selectActivate by assigning credentialsorActivate laterin step 8.
- If you want to add multiple user extensions simultaneously, enter the number to the left of theAddbutton, then clickAdd. You can add up to 25 users at a time. You can also click theDuplicateicon at the far right of an entry to create a new entry with the same information except for first name, last name, and email.
- For Mobile or Video Pro users, skip to step 10. If necessary for your user type, select an option in thePhonedropdown. If you’re adding more than one user, you can select a different option for each user.
- : The user won’t have a deskphone. They can make and receive calls with theRingCentralappRingCentralapp.
- Inventory phone: Select the deskphone you’d like to assign to the user.
- Purchase phone: Select the device you’d like to purchase.
- You can use the search bar (c) or set filters to see devices based on your requirements. Click an image for more details, and clickSelectwhen you’ve selected a device to purchase.
- If you’re purchasing for more than one user, you can select different models in this step, then add multiple shipping addresses in step 9.
- If necessary for your user, underNumber,clickSelect. If you have an available number for the user’s location, you can assign it underNumber Inventory. To purchase and assign a new number, clickNew Numbers. Select the state or province, area code, and number. ClickDone.
- Select, edit, or add a shipping address if you’re purchasing a phone. You can ship devices to a single address or multiple addresses. If you need to send them to different addresses, clickShip to multiple addresses.
- Click each device individually, then select a shipping address.
- ClickEditto edit an address, or clickNewto add a new address.
- ClickAssign to Selected.
- When you’ve added all necessary addresses, clickDone.
- ClickNext.
- You have the following setup options for each new user:
- Send invite: Set up a user by immediately sending a welcome email with an activation link.
- Schedule invite: Choose a specific date and time to send a welcome email, giving users more time before activating their account.
- Activate by assigning credentials: Set up and activate a user now by assigning credentials. No welcome email will be sent.
- Activate later: Set up a user now but activate later. No welcome email will be sent.
Setup options
Send invite
- SelectSend inviteunder Setup Option.
- ClickEdit RoleunderAssigned Roleif you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and clickSave.
- If you didn’t purchase any licenses, phone numbers, or devices, clickSubmitto send the invite. If you’re making a purchase:
- After clickingSubmit, the Add Users - Confirm window will open.
- Review the charges and check the acknowledgment box at the bottom.
- ClickNext.
- ClickSubmit.
Schedule invite
Choose a specific date and time to send the welcome email. The scheduled email will be sent in your time zone. This gives you the flexibility to add users at your convenience and ensure they’re available to activate their account before the link expires.
- SelectSchedule inviteunder Setup Option.
- Click theCalendaricon, then select the date and time for the welcome email to be sent.
- ClickEdit Roleunder Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and clickSave.
- If you didn’t purchase any licenses, phone numbers, or devices, clickSubmitto complete the process. If you’re making a purchase:
- After clickingSubmit, the Add Users - Confirm window will open.
- Review the charges and check the acknowledgment box at the bottom.
- ClickNext.
- ClickSubmit.
Activate by assigning credentials
- SelectActivateby assigning credentialsunder Setup Option.
- Fill in the required fields underCredential:
- Password
- TheTemporary Passwordbox is checked by default to prompt users to reset their password when they sign in for the first time. Uncheck if you don’t want this option.
- Reenter Password
- PIN
- Reenter PIN
- Security Question
- Answer
- Under Emergency Response Location, clickAddnext to the user’s name.
- Click theSelect Emergency Response Locationdropdown to search for or select an existing address, or clickNewto add a new address.
- If you’re adding a new address:
- Enter a nickname for the location (for example, the user’s name) and select the site from the dropdown (site is available on multi-site accounts only).
- ClickEditunderEmergency Address.
- Fill in all necessary fields, then clickDone.
- ClickAdd.
- ClickDoneto add the address as the user’s emergency response location.
Note: An emergency response location is required before users can make or receive calls. If you don’t add one, users will be prompted to add their address when signing in for the first time.
- ClickEdit Roleunder Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and clickSave.
- ClickSubmit. If you didn’t add an emergency address, you’ll see aMissing Emergency Addressprompt. ClickBackto add an emergency address, orYesto continue without one.
- If you didn’t purchase any licenses, phone numbers, or devices, clicking Submit will complete the process. If you’re making a purchase:
- After clickingSubmit, the Add Users - Confirm window will open.
- Review the charges and check the acknowledgment box at the bottom.
- ClickNext.
- ClickSubmit.
Activate later
With this option, you can add the user without notifying them, then activate them later by assigning credentials or sending a welcome email.
- SelectActivate laterunder Setup Option.
- ClickEdit Roleunder Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and clickSave.
- If you didn’t purchase any licenses, phone numbers, or devices, click Submit to complete the process. If you’re making a purchase:
- After clickingSubmit, the Add Users - Confirm window will open.
- Review the charges and check the acknowledgment box at the bottom.
- ClickNext.
- ClickSubmit.