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Home > RingEX > Admin > Adding and setting up users

Editing a template to add assigned extensions in bulk

Last updated on August 23, 2022

Administrators can add or edit users in their RingCentral online account by downloading, filling out, and uploading the Bulk User Update template in XLS or XLSX formats. Read Bulk adding or editing users in the RingCentral online account for more information.

Using the Bulk User Update template

Fill out all required fields for each user type:
Fill out the Emergency Response Location (ERL) or Emergency Address fields if the purchased License Billing ID is a type of Digital License.
1. If the setting for ERL is enabled, ERL is required.
2. If the setting for ERL is disabled, Emergency Address is required. Note: ERL/emergency address can’t be a P.O. box.
Fill out the First/Last Name, email, and other mandatory fields. Note: 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). Fill out First/Last name, email, and other mandatory fields.
To add new virtual users or users without Direct Numbers or DigitalLines, you can add new rows below the users with licenses. Once you’ve done that, fill out the First/Last name, email, and other mandatory fields.

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 add rows only if you need virtual users. You can also delete unused rows.
You may not set up more than 5,000 users at once.
Once you’ve uploaded your template, processing may take some time. If you see incorrect data fields, you can manually change them in your online account.
Site and Cost Center is only needed for users who are set up at the company or account level.
Enter complete country names, not abbreviations like “US.”
For softphone mapping, use:
- RingCentral Phone App instead of RC Phone.
- RingCentral App instead of RC App.

User without a device

Copy phone numbers from the Phone Number Inventory tab.
Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone Numbers may not be used more than once.
Make sure the License ID in the Add Assigned Extensions tab matches the License Matches in the Phone Number Inventory tab.

User with an extension and softphone

Copy phone numbers from the Phone Number Inventory tab.
Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone Numbers may not be used more than once.
Enter RingCentral Phone 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 with the appropriate numbers.

User with an extension and desk phone

Copy phone numbers from the Phone Number Inventory tab.
Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone numbers may not be used more than 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. Note: Serial numbers may not be used more than.

User with an extension and 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. Note: Phone Numbers may not be used more than 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.

Types of licenses or numbers per user

Type of user	Type of license/number
User without a device	Domestic Number International Tier 1 International Tier 3 International Tier 6 International Tier 7 International Tier 8
User with an extension and softphone User with an extension and desk phone User with an extension and existing device	Domestic DigitalLine Unlimited Global RingEX - EMEA Global RingEX - UK Global RingEX - APAC Global RingEX - LATAM Global RingEX - Premium
User with unlimited video, messaging, and limited phone capabilities	Meetings License Global RingEX - EMEA Global RingEX - UK Global RingEX - APAC Global RingEX - LATAM Global RingEX - Premium
User with limited video and unlimited messaging capabilities	Global RingEX - EMEA Global RingEX - UK Global RingEX - APAC Global RingEX - LATAM Global RingEX - Premium