Incoming call handling settings for users and admins
====================================================
Call handling is how you manage your phone calls. Within the Phone section of your
RingCentral
apps and the Admin Portal, you can create call rules and manage the incoming call settings for greeting, screening, and hold music, choose which devices you want to ring, set the order and duration of your ringing devices, and how you want to route missed calls.
When you're out of the office or on vacation, you can also use the Do not disturb or Forward all calls feature for your incoming calls.
Where do you want to manage your call handling settings?
## Desktop & web
Setting up incoming call handling in the desktop and web app
------------------------------------------------------------
* In the navigation bar, click **Settings**.
* Click **Phone** in the left panel.
* Click **Incoming call rules** .
* By default, incoming call rules apply 24/7. To set up a schedule for work and after-hours, click the **Pencil** icon (a) to [set a custom work schedule](https://support.ringcentral.com/article-v2/Setting-your-work-schedule.html?brand=RingCentral&product=RingEX&language=en_US "").
* To [create a custom rule](https://support.ringcentral.com/article-v2/Creating-a-custom-rule.html?brand=RingCentral&product=RingEX&language=en_US "") with a different schedule and call handling instructions, click **Add Rule** (b).
* To set up how incoming calls are answered, click **Incoming calls** in the **My work day** section. If you have a customized schedule, click **Work hours** or **After hours** , depending on where you want to set the rules.
Note
If you're a call queue member, you'll also see an [**Accept queue calls**](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "") section where you can create a separate rule just for your queue calls.
* Under **Welcome greeting** , click the toggles to turn on one or more options for callers.
* **Greet caller with a message**: Play a message thanking people for calling.
* **Screen callers** : Ask incoming callers to record their names before their call is connected.
* Click the **Ask for a name when** dropdown, then select:
* *No Caller ID*: Incoming caller doesn't have caller ID.
* *Not in contact list*: Incoming caller isn't in your personal contact list.
* *Always*: All callers will always be asked to announce their name.
* Click the **Ask me if I want to answer** toggle on if you want to press 1 on your keypad before accepting the call.
* **Tell caller they're being connected** : Callers will hear a message asking them to hold while waiting for you to answer.
* Click the message to change the type of message: *Default* or *Custom*.
* **Play music while connecting** : Callers will hear music while they wait for you to answer.
* Click the current option to choose a different audio type or music selection.
Under **Ring settings**, you can review and manage how your apps and devices will ring. Incoming calls will either:
* **Ring all together**: Calls on all apps and devices will ring simultaneously.
* **Ring in order**: Calls will ring apps and devices in the order in which they're listed.
* Click the toggle next to each phone number or device to turn it on or off, depending on whether you want it to ring.
* Click **Add number or coworker** if you want incoming calls to ring additional numbers or extensions. Enter a name or number into the search bar or click a tab to filter by:
* **Number**: Type in any number, then click the number to add it.
* **Company**: Select a coworker from your company directory.
* **Personal**: Select a personal contact.
* Click the **Ring settings** bar to change the grouping, order, or duration of rings.
* If your calls are set to **Ring in order**, you can drag and drop them into a different order.
* To change the duration of the rings before they become a missed call:
* Click the dropdown next to each app or phone number.
* Select the number of rings from *1 ring (5 seconds)* to *15 rings (75 seconds)*.
* Select *Always Ring* if you want your apps to ring at the same time as your other devices and numbers in the list, then click **Update**.
* If you want only two or more apps or numbers to ring together for the same duration, [create a ring group](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "").
* Click **Done** .
* In the **If no one answers** section, click the dropdown to select how missed calls should be routed.
* *Send to voicemail* : Send missed calls directly to voicemail. [Learn more about setting up your voicemail](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "").
* Click the message to choose a default or custom greeting.
* Choose to save voicemails to **My voicemail box** or **Another extension**.
* *Forward the call*: Forward the call to any extension or phone number.
* *Play announcement* : Play an announcement before ending the call.
* Click the message to choose a default or custom greeting.
* Click **Save** in the bottom right corner.
**Additional resources**
[Managing phone settings in
RingCentral
](https://support.ringcentral.com/article-v2/Managing-phone-settings.html?brand=RingCentral&product=RingEX&language=en_US "")
[Creating a ring group in
RingCentral
](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "")
[Setting up your voicemail greeting](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "")
[Accepting call queue calls in the
RingCentral
app](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "")
## Mobile
Setting up incoming call handling in the mobile app
---------------------------------------------------
* Tap your profile picture in the top left corner.
* Tap **Incoming call rules**.
* By default, incoming call rules apply 24/7. To set up a schedule for work and after-hours, click the **Pencil** icon (a) to [set a custom work schedule](https://support.ringcentral.com/article-v2/Setting-your-work-schedule.html?brand=RingCentral&product=RingEX&language=en_US "").
* To [create a custom rule](https://support.ringcentral.com/article-v2/Creating-a-custom-rule.html?brand=RingCentral&product=RingEX&language=en_US "") rule with a different schedule and call handling instructions, click **Add Rule** (b).
* To set up how incoming calls are answered, click **Incoming calls** in the **My work day** section. If you have a customized schedule, click **Work hours** or **After hours** , depending on where you want to set the rules.
Note
If you're a call queue member, you'll also see an [**Accept queue calls**](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "") section where you can create a separate rule just for your queue calls.
* Under **Welcome greeting** , tap the toggles to turn on one or more options for callers.
* **Greet caller with a message**: Play a message thanking people for calling.
* **Screen callers** : Ask incoming callers to record their name before their call is connected.
* Tap **Ask for a name when** , then select:
* *No Caller ID*: Incoming caller doesn't have caller ID.
* *Not in contact list*: Incoming caller isn't in your personal contact list.
* *Always*: All callers will always be asked to announce their name.
* Tap the **Ask me if I want to answer** toggle on if you want to press 1 on your keypad before accepting the call.
* **Tell caller they're being connected** : Callers will hear a message asking them to hold while waiting for you to answer.
* Tap the message to change the type of message: *Default* or *Custom*.
* **Play music while connecting** : Callers will hear music while they wait for you to answer.
* Tap the current option to choose a different audio type or music selection.
Under **Ring settings**, you can review and manage how your apps and devices will ring. Incoming calls will either:
* **Ring all together**: Calls on all apps and devices will ring simultaneously.
* **Ring in order**: Calls will ring apps and devices in the order in which they're listed.
* Tap the toggle next to each phone number or device to turn it on or off, depending on whether you want it to ring.
* Tap the **Ring settings** bar to change the grouping, order, or duration of rings.
* If your calls are set to **Ring in order**, you can drag and drop them into a different order.
* To change the duration of the rings before they become a missed call:
* Tap the dropdown next to each app or phone number.
* Select the number of rings from *1 ring (5 seconds)* to *15 rings (75 seconds)*.
* Select *Always Ring* if you want your apps to ring at the same time as your other devices and numbers in the list.
* If you want only two or more apps or numbers to ring together for the same duration, [create a ring group](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "").
* Tap **Update** , then tap **Close** at the top right.
* In the **If no one answers** section, tap the dropdown to select how missed calls should be routed.
* *Send to voicemail* : Send missed calls directly to voicemail. [Learn more about setting up your voicemail](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "").
* Tap the message to choose a default or custom greeting.
* Choose to save voicemails to **My voicemail box** or **Another extension**.
* *Forward the call*: Forward the call to any extension or phone number.
* *Play announcement* : Play an announcement before ending the call.
* Click the message to choose a default or custom greeting.
* Tap **Save** at the upper right.
**Additional resources**
[Managing phone settings in
RingCentral
](https://support.ringcentral.com/article-v2/Managing-phone-settings.html?brand=RingCentral&product=RingEX&language=en_US "")
[Creating a ring group in
RingCentral
](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "")
[Setting up your voicemail greeting](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "")
[Accepting call queue calls in the
RingCentral
app](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "")
## Admin Portal
Setting up incoming call handling in the Admin Portal
-----------------------------------------------------
As an admin, you can set up incoming call rules for other users in your company. As a user, you can set up incoming call rules for yourself.
* Sign in to the [
Admin Portal
](https://service.ringcentral.com "").
* If you're an admin:
* Click the dropdown at the top right next to your profile picture and select **Admin Portal** . In the top menu, click the **Users** tab, then in the **Users with Extensions** list, click the name of the user whose settings you want to adjust.
If you're a user:
* Click the dropdown at the top right next to your profile picture and select **My Extension** . Then click the **Settings** tab at the top.
* Click the **Phone** section.
* Click **Incoming call rules** .
* By default, incoming call rules apply 24/7. To set up a schedule for work and after-hours, click the **Pencil** icon (a) to [set a custom work schedule](https://support.ringcentral.com/article-v2/Setting-your-work-schedule.html?brand=RingCentral&product=RingEX&language=en_US "").
* To [create a custom rule](https://support.ringcentral.com/article-v2/Creating-a-custom-rule.html?brand=RingCentral&product=RingEX&language=en_US "") with a different schedule and call handling instructions, click **Add Rule** (b).
* To set up how incoming calls are answered, click **Incoming calls** in the **My work day** section. If you have a customized schedule, click **Work hours** or **After hours** , depending on where you want to set the rules.
Note
If you're a call queue member, you'll also see an **[Accept queue calls](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "")** section where you can create a separate rule just for your queue calls.
* Under **Welcome greeting** , click the toggles to turn on one or more options for callers.
* **Greet caller with a message**: Play a message thanking people for calling.
* **Screen callers** : Ask incoming callers to record their names before their call is connected.
* Click the **Ask for a name when** dropdown, then select:
* *No Caller ID*: Incoming caller doesn't have caller ID.
* *Not in contact list*: Incoming caller isn't in your personal contact list.
* *Always*: All callers will always be asked to announce their name.
* Click the **Ask me if I want to answer** toggle on if you want to press 1 on your keypad before accepting the call.
* **Tell caller they're being connected** : Callers will hear a message asking them to hold while waiting for you to answer.
* Click the message to change the type of message: *Default* or *Custom*.
* **Play music while connecting** : Callers will hear music while they wait for you to answer.
* Click the current option to choose a different audio type or music selection.
Under **Ring settings**, you can review and manage how your apps and devices will ring. Incoming calls will either:
* **Ring all together**: Calls on all apps and devices will ring simultaneously.
* **Ring in order**: Calls will ring apps and devices in the order in which they're listed.
* Click the toggle next to each phone number or device to turn it on or off, depending on whether you want it to ring.
* Click **Add number or coworker** if you want incoming calls to ring additional numbers or extensions. Enter a name or number into the search bar or click a tab to filter by:
* **Number**: Type in any number, then click the number to add it.
* **Company**: Select a coworker from your company directory.
* **Personal**: Select a personal contact.
* Click the **Ring settings** bar to change the grouping, order, or duration of rings.
* If your calls are set to **Ring in order**, you can drag and drop them into a different order.
* To change the duration of the rings before they become a missed call:
* Click the dropdown next to each app or phone number.
* Select the number of rings from *1 ring (5 seconds)* to *15 rings (75 seconds)*.
* Select *Always Ring* if you want your apps to ring at the same time as your other devices and numbers in the list.
* If you want only two or more apps or numbers to ring together for the same duration, [create a ring group](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "").
* Click **Done** .
* In the **If no one answers** section, click the dropdown to select how missed calls should be routed.
* *Send to voicemail* : Send missed calls directly to voicemail. [Learn more about setting up your voicemail](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "").
* Click the message to choose a default or custom greeting.
* Choose to save voicemails to **My voicemail box** or **Another extension**.
* *Forward the call*: Forward the call to any extension or phone number.
* *Play announcement* : Play an announcement before ending the call.
* Click the message to choose a default or custom greeting.
* Scroll down and click **Save** at the bottom right.
**Additional resources**
[Managing phone settings in
RingCentral
](https://support.ringcentral.com/article-v2/Managing-phone-settings.html?brand=RingCentral&product=RingEX&language=en_US "")
[Creating a ring group in
RingCentral
](https://support.ringcentral.com/article-v2/Set-up-Ring-Group.html?brand=RingCentral&product=RingEX&language=en_US "")
[Setting up your voicemail greeting](https://support.ringcentral.com/article-v2/Setting-up-your-voicemail-greeting.html?brand=RingCentral&product=RingEX&language=en_US "")
[Accepting call queue calls in the
RingCentral
app](https://support.ringcentral.com/article-v2/Setting-up-your-RingCentral-app-to-receive-queue-calls.html?brand=RingCentral&product=RingEX&language=en_US "")