For Admins

Table of contents

Admin guide for upgrading your RingCentral experience

It’s time to improve your RingCentral experience. The RingCentral Classic app and the standalone RingCentral Meetings app and RingCentral Phone app are retiring soon. We’re transitioning you to the new RingCentral app to ensure you don’t lose access to your favorite RingCentral features. 
We are also updating your RingCentral MVP plan as a separate migration at no additional cost with RingCentral Video from the older capabilities of RingCentral Meetings. This includes upgrading any users with RingCentral Rooms to the latest RingCentral Video Rooms. 
This guide will help your company prepare for this critical transition and provide account administrators with the steps required to upgrade quickly and successfully.
To successfully plan for the transition to the RingCentral app, admins must complete the required steps listed under Upgrading to the RingCentral app on behalf of their users or make sure users complete those steps themselves.
And to successfully plan for the transition to RingCentral Video, admins must complete the required steps under Upgrading RingCentral Meetings to RingCentral Video; visit Upgrading RingCentral Meetings Rooms to RingCentral Video Rooms to upgrade to RingCentral Video Rooms.
Note: You must have admin rights to your computer to complete these steps. If you don’t, please reach out to your local IT for assistance. 

Upgrading to the RingCentral app

With the new RingCentral app, you can have a streamlined experience that provides messaging, video meetings, and phone calling all in one app. To learn more, visit Intro to the RingCentral app

1. Uninstall the RingCentral Classic desktop app

The RingCentral Classic app is being replaced with the latest RingCentral app. With the new RingCentral app, you will have all the same features you’re used to, including handling phone calls, messaging co-workers and guest users, and attending video meetings. 
In addition, users can now access new features exclusive to the new RingCentral app, including switching meetings between your desktop and mobile device, integrating your Google and Office 365 contacts, and more. 
Instruct your users to uninstall the RingCentral Classic app on their desktop.

2. Uninstall the RingCentral Phone mobile app

The RingCentral mobile app is replacing the standalone RingCentral Phone mobile app. Instruct your users to uninstall the RingCentral Phone mobile app. 
Once the RingCentral Phone app is retired, your users will need to use the RingCentral app to take or make calls. 

3. Uninstall the RingCentral Meetings desktop and mobile apps

The RingCentral app is replacing the standalone RingCentral Meetings desktop and mobile apps. Instruct your users to uninstall the RingCentral Meetings app on their desktop and mobile devices. 

4. Download and install the RingCentral app for desktop and mobile

Installing the RingCentral app for Desktop 

Get started with the RingCentral app

Once you’ve installed the RingCentral app on your desktop, log in to your account through the RingCentral app:
1. Launch the RingCentral app on your desktop or mobile device.
OR
Type in app.ringcentral.com into your Google Chrome or Microsoft Edge web browser.
2. Click or tap the Sign in button.
3. Select your preferred sign-in method from the login page: RingCentral sign-in form, Google, or Single Sign-on.
To get the most out of the RingCentral app and RingCentral Video, visit these helpful resources:

Upgrading RingCentral Meetings to RingCentral Video

If your account is currently using RingCentral Meetings, then your account will be upgraded to RingCentral Video. 
Once your account has been upgraded, you and your team will have access to these great new features:
This preparation is essential so that users’ scheduled video meetings are not lost in this transition, and they can benefit from their new video meeting capabilities.

Key steps to complete before the planned upgrade to RingCentral Video

The RingCentral app is replacing the standalone RingCentral Meetings app. The RingCentral app is an all-in-one app with messaging, video meetings, and phone calling.

1. Download cloud meeting recordings

Ensure your users save their previously recorded meetings they’d like to keep by logging into the RingCentral online account and downloading the desired recordings
Note: Once the transition to RingCentral Video is complete, you will not be able to access your cloud meeting recordings

2. Add RingCentral Scheduler for Microsoft Outlook

For Microsoft Outlook users, the RingCentral Scheduler add-in offers the ability to include RingCentral Video meeting information quickly and directly in their Outlook meeting invite. 
As the company Outlook admin, you can deploy the RingCentral Scheduler and uninstall RingCentral Video or Meetings Outlook add-in for all of your users. 
  • To deploy the RingCentral Scheduler from the add-in store, learn more here.
  • If your Outlook Exchange is on-premise and the add-in store is unavailable, learn more here.
If you don’t have Outlook admin capabilities, instruct each user to:
Admin upgrade

Moving your users’ previously scheduled meetings to RingCentral Video

Downloading and running the Calendar Migration Tool

The Calendar Migration tool lets an administrator update scheduled RingCentral Meetings to RingCentral Video invitations in bulk for all users. 
RC Calendar Migration Tool
Access the Calendar Migration Tool:
More information about the Calendar Migration Tool:
Important notes:
  • If the meeting URL text has been changed, the Calendar Migration Tool may not update the meeting invitation.
  • For meeting invitations reported as “failed to update” in the audit log, please inform the meeting owner to manually update the invitation to RingCentral Video. 
  • To learn more, visit Rescheduling a RingCentral Meetings invite to a RingCentral Video invite.
  • After your entire account is upgraded to RingCentral Video, the administrator should run the RingCentral Calendar Migration Tool again to catch any meetings still remaining with RingCentral Meetings dial-in information. 

Getting started with RingCentral Video

Once your RingCentral MVP account has been upgraded to include RingCentral Video, log in to your account through the RingCentral app:
1. Launch the RingCentral app on your desktop or mobile device.
OR
Navigate to app.ringcentral.com.
2. Select your preferred sign-in method from the login page: RingCentral sign-in form, Google, or Single Sign-on.
3. Navigate to Video via the left-hand navigation bar to begin using RingCentral Video.
To get the most out of RingCentral Video, visit these useful resources:

Upgrading RingCentral Meetings Rooms to RingCentral Video Rooms

In addition to migrating users from RingCentral Meetings to RingCentral Video, for those users that currently use RingCentral Meetings Rooms, we will be migrating them over to RingCentral Video Rooms. 

What to expect during the migration

Once your account has been upgraded, you will be given a brief period where you can manage both types of Rooms (RingCentral Meetings Rooms and RingCentral Video Rooms). You will also receive the same number of RingCentral Video Rooms licenses as you have for your RingCentral Meetings Rooms licenses. 
To learn more about if your devices are compatible with RingCentral Video Rooms, visit RingCentral Rooms System Requirements
Note: You can only run either RingCentral Meetings Rooms or RingCentral Video Rooms at one time on your Rooms controller. 

Managing RingCentral Meetings and RingCentral Video settings

As an IT admin during this migration, you can manage settings in the Admin Portal for both RingCentral Meetings Rooms and RingCentral Video Rooms. 
To manage and switch between these settings:
1. Log in to your RingCentral online account as an admin.
2. Select Meetings from the top bar. 
3. Choose either RingCentral Video or RingCentral Meetings from the dropdown menu.
4. Select Meeting settings from the left pane.
Managing RingCentral Meetings and RingCentral Video settings

Steps to complete for the migration

1. Assign RingCentral Rooms permissions to an admin role.

To grant your admins access to configuring your RingCentral Rooms company settings, you’ll want to assign RingCentral Rooms admin permissions to an admin role and assign that role to any admins you would like to configure RingCentral Rooms settings. 

2. Integrate your Microsoft Office 365 and Google Calendar with RingCentral Video Rooms.

Integrating your company’s Microsoft Office 365 and Google Calendar with RingCentral Video Rooms allows you to view all scheduled meetings in the room. It also enables users to schedule a meeting in a room by inviting the room to the meeting, and they can also start and join meetings in the room with a few taps. 

3. Create a RingCentral Room and assign it to a calendar in Admin Portal.

Ensure that your users can schedule a RingCentral Video Rooms meeting in the conference room by creating a RingCentral Room and assigning it to a calendar in RingCentral Admin Portal. Visit Adding a room for RingCentral Rooms to learn more.

4. Uninstall RingCentral Meetings Rooms from each controller and host device.

To prepare for the migration, uninstall the existing RingCentral Meetings Rooms from your controllers and host devices.

5. Install RingCentral Video Rooms on each controller and host device

As an admin, you should install RingCentral Video Rooms on your Rooms-compatible controllers and host devices. To ensure your host and controller devices are compatible with RingCentral Rooms, visit RingCentral Rooms System Requirements.

6. Sign in to the RingCentral Rooms controller and pair the host device

Once you’ve installed RingCentral Rooms on the controller and host device, you should sign in on both devices and pair the host device to the controller. This process is a seamless way to connect the controller to the host device and eliminates extra peripherals, such as a mouse and a keyboard for the host device. 

7. Finish setting up your RingCentral Rooms controller settings

Once you’ve paired the controller and host device, you can sign in to RingCentral Rooms on your controller and finish setting it up by configuring your Rooms settings. 
1. Log in to RingCentral Rooms on your controller.
2. Tap the Settings gear icon at top right.
3. Configure your meeting settings as needed in the General settings page.
4. Tap Audio from the left panel.
5. Ensure that the correct microphone and speaker is selected.
6. Test your microphone and speaker and adjust those levels accordingly.
7. Tap Video from the left panel.
8. Choose the conference room camera you’d like to connect to.

8. Rename your non-migrated rooms in your Office 365 or Google corporate calendar

There is a period during your migration where you may have some conference rooms dedicated to only RingCentral Meetings Rooms and some for RingCentral Video Rooms. If that’s the case, then we recommend changing the names of your non-migrated conference rooms in your Office 365 or Google corporate calendar to indicate which rooms are still using RingCentral Meetings Rooms.
For example: RCM - 1st level conference room
Changing the name of your room ensures that users can find and schedule RingCentral Meetings Rooms during the migration period. 
Editing your Rooms name from Microsoft Office Exchange Admin Center
1. Log in to the Microsoft Exchange Admin Center.
2. Navigate to Recipients > Resources
3. Double-click the Room, or resource, you’d like to rename.
4. Edit the name of the Room.
5. Click Save.
Editing your Rooms name from Google Calendar Admin console
1. Log in to the Admin console with an admin account.
2. Navigate to Buildings and resources.
3. Open Resource management
4. Click the Room or resource you’d like to rename.
5. Enter the new resource name.
6. Click Save.

9. Move your users’ previously scheduled meetings to RingCentral Video

To ensure that a user’s meeting experience runs as intended, admins should download and install the Calendar Migration Tool to update scheduled RingCentral Meetings to RingCentral Video invitations in bulk for all users. 
To learn more about using the Calendar Migration Tool, navigate to Download and run the Calendar Migration Tool

Getting started with RingCentral Video Rooms

Video training

RingCentral Video: Joining Video Meetings

Switching Video Meetings Between Mobile and Desktop Apps

RingCentral App: Using the Call to Video Feature

RingCentral Analytics for IT and System Admins

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