Sign in to view this content
You’re trying to access content for RingSense customers.

Back to Support

Sign in

Don’t have RingSense yet?

You don’t have access to this content
This content is for RingSense customers only.

If you believe you should have access, Chat with Support or call (888) 898-4591

Back to Support

Sign in error
Please try signing in again.

If the error continues, Chat with Support or call (888) 898-4591

Back to Support

Sign in

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:

RingEX
: Users with a
RingEX
license 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 message
and video capabilities
, but 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.

Tip

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?

Admin PortalDesktop & web

Adding user extensions in the Admin Portal

Sign in to the

Admin Portal

.

Click the

Users

tab.

Click

Users with Extensions

.

Click

Add 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 IDs
is checked by default. If this isn’t selected, you can’t invite users by email, and you’ll need to select
Activate by assigning credentials
or
Activate later
.
If you want to add multiple user extensions simultaneously, enter the number to the left of the
Add
button, then click
Add
. You can add up to 25 users at a time. You can also click the
Duplicate
icon 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 the

Phone

dropdown. If you’re adding more than one user, you can select a different option for each user.



RingCentral

app

: The user won’t have a deskphone. They can make and receive calls with the

RingCentral

app.

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 click

Select

when 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.



If necessary for your user, under

Number,

click

Select

. If you have an available number for the user’s location, you can assign it under

Number Inventory

. To purchase and assign a new number, click

New Numbers

. Select the state or province, area code, and number. Click

Done

.



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, click

Ship to multiple addresses

.

Click each device individually, then select a shipping address.
Click
Edit
to edit an address, or click
New
to add a new address.
Click
Assign to Selected
.
When you’ve added all necessary addresses, click
Done
.



Click

Next

.

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

Select
Send invite
under Setup Option.
Click
Edit Role
under
Assigned Role
if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and click
Save
.

If you didn’t purchase any licenses, phone numbers, or devices, click
Submit
to send the invite. If you’re making a purchase:
After clicking
Submit
, the Add Users - Confirm window will open.
Review the charges and check the acknowledgment box at the bottom.
Click
Next.
Click
Submit
.

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.

Select
Schedule invite
under Setup Option.
Click the
Calendar
icon, then select the date and time for the welcome email to be sent.
Click
Edit Role
under Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and click
Save
.

If you didn’t purchase any licenses, phone numbers, or devices, click
Submit
to complete the process. If you’re making a purchase:
After clicking
Submit
, the Add Users - Confirm window will open.
Review the charges and check the acknowledgment box at the bottom.
Click
Next
.
Click
Submit
.

Activate by assigning credentials

Select
Activate by assigning credentials
under Setup Option.
Fill in the required fields under
Credential
:
Password
The
Temporary Password
box 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, click
Add
next to the user’s name.
Click the
Select Emergency Response Location
dropdown to search for or select an existing address, or click
New
to 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).
Click
Edit
under
Emergency Address
.
Fill in all necessary fields, then click
Done
.
Click
Add
.
Click
Done
to 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.

Click
Edit Role
under Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and click
Save
.
Click
Submit
. If you didn’t add an emergency address, you’ll see a
Missing Emergency Address
prompt. Click
Back
to add an emergency address, or
Yes
to 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 clicking
Submit
, the Add Users - Confirm window will open.
Review the charges and check the acknowledgment box at the bottom.
Click
Next
.
Click
Submit
.

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.

Select
Activate later
under Setup Option.
Click
Edit Role
under Assigned Role if you want to change the user’s permissions. You’ll see roles and their permissions. Select a role, and click
Save
.

If you didn’t purchase any licenses, phone numbers, or devices, click 
Submit
 to complete the process. If you’re making a purchase:
After clicking
Submit
, the Add Users - Confirm window will open.
Review the charges and check the acknowledgment box at the bottom.
Click
Next
.
Click
Submit
.

Resending the activation email

The welcome email with the activation link expires 48 hours after it is sent to a user. Admins can resend the invite or let users generate a new email with the activation link.

Resend the invite

Sign in to the

Admin Portal

.

Click the

Users

tab.

Click

Users with Extensions

.

Select the user.

Click

User Details

.

Scroll down and click

Send Invite

.

A new welcome email will be sent to the user’s assigned email address.

Allow users to generate a new email

You can set up an option for users to regenerate their activation email if it has expired. The email can be regenerated within 30 days of the most recent email sent.

Sign in to the

Admin Portal

.

Click

More

.

Click

Account Settings

.

Click

General Settings

.

Click the toggle to turn on

Allow users to regenerate activation email

.

If the activation link has expired, users can click

Resend Activation Email

when prompted.

Was this article helpful?

Yes, thanks Not really

Sorry, that page can't be found.

It may be broken or has been removed.

Try searching on our Support site or visit your account at My RingCentral