Home > RingCentral MVP > Admin > Adding and setting up users

Editing the template to add assigned extensions in bulk 

Last updated on April 25, 2022
Administrators can add or edit users in the RingCentral online account by downloading, filling out, and uploading the Bulk User Update template in .xls or .xlsx formats. Visit Bulk adding or editing users in the RingCentral online account for more information.

Bulk adding users using template

  1. Complete fields by row for the user type:
    1. User without a device
    2. User with an extension and softphone
    3. User with an extension and desk phone
    4. User with an extension and existing device
    5. User with unlimited video, messaging, and limited phone capabilities
    6. User with limited video and unlimited messaging capabilities
  2. Fill out the Emergency Response Location (ERL) or Emergency Address fields if the purchased License Billing ID is a type of Digital License. If the setting for ERL is enabled, ERL is required. If the setting for ERL is disabled, Emergency Address is required. Note: ERL/emergency address cannot be a P.O. Box because it will be validated.
  3. Fill out the First/Last Name, email, and mandatory fields. Note: Updated rows will be processed to create and activate users. Empty rows will not be processed.
  4. 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.
  5. To add new virtual users or users without Direct Number and DigitalLine, you can add rows after the last row with licenses. Then, fill out First/Last name, email, and other mandatory fields.
Notes:
  •  Changes to the template will not trigger any purchases. You must complete all necessary purchases before populating the template.
  • Do not change the columns and cells in the table that are grayed out.
  • Do not change the order of the columns. You can add rows only if you need virtual users. You can also delete unused rows.
  • You cannot set up more than 5000 users at once.
  • Once the file is uploaded, processing may take some time. Check relevant data fields and correct errors in your account after upload. You will always have the option to change assignments after uploading by logging into your account.
  • Site and Cost Center only applies if the users are set up at the company or account level.
  • Enter the complete country name, not abbreviations, such as “US”.
  • For softphone mapping, make sure to use RingCentral Phone App instead of RC Phone and RingCentral App instead of RC App.

User without a device

  1. Copy a phone number/s from the Phone Number Inventory tab. 
  2. Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone Numbers cannot be used twice.
  3. Check if 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

  1. Copy a phone number/s from the Phone Number Inventory tab.
  2. Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone Numbers cannot be used twice.
  3. Enter “RingCentral Phone App” under the Phone Serial # column. 
  4. The Phone Number Inventory tab contains license and country reference columns. Make sure your users are matched with the appropriate cost center and licenses with the appropriate numbers.

User with an extension and desk phone

  1. Copy a phone number/s from the Phone Number Inventory tab.
  2. Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone numbers cannot be used twice.
  3. Copy the serial number of the purchased device from the Unassigned_Devices tab.
  4. Paste the serial number under the Phone Serial # column in the Add Assigned Extensions tab. Note: Serial numbers cannot be used twice.

User with an extension and existing device

  1. Copy a phone number/s from the Phone Number Inventory tab.
  2. Paste the number/s in any row under the Phone Number column in the Add Assigned Extensions tab. Note: Phone Numbers cannot be used twice.
  3. Enter “Existing Phone” under the Phone Serial # column in the Add Assigned Extensions tab.

User with unlimited video, messaging, and limited phone capabilities

Enter the words “Free (Mobile)” under the License ID column in the Add Assigned Extensions tab.

User with limited video and unlimited messaging capabilities

Enter the words “Free (Video Pro)” under 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 MVP - EMEA
Global MVP - UK
Global MVP - APAC
Global MVP - LATAM
Global MVP - Premium
User with unlimited video, messaging, and limited phone capabilities
Meetings License
Global MVP - EMEA
Global MVP - UK
Global MVP - APAC
Global MVP - LATAM
Global MVP - Premium
User with limited video and unlimited messaging capabilities
Global MVP - EMEA
Global MVP - UK
Global MVP - APAC
Global MVP - LATAM
Global MVP - Premium
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