Incoming call handling settings for RingCentral 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 rules and manage the incoming call settings for screening, greeting & hold music, choosing which devices you want to ring at specific times, and how you want to route missed calls.Note: You can forward calls when you’re out of the office or on vacation with the
Forward all calls
feature in the RingCentral
app or the Admin Portal. Where do you want to set up incoming call handling?
Setting up incoming call handling in the RingCentral desktop and web app
RingCentral
desktop and web app- In the navigation bar, clickSettings, then clickPhone.
- ClickCall rules and voicemail.
- By default, incoming call rules apply 24/7. If you want to set call rules for specific times, clickAdd Ruleto create a custom rule.
- In theMy work daysection, clickIncoming calls.
- Select one or moreWelcome greetingoptions to play for callers.
- Greet caller with a message: Select to play a message thanking callers for calling.
- Screen callers: Ask incoming callers to record their name before their call is connected.
- Click theAsk for a namewhen dropdown, then select one of these options:
- No Caller IDto screen callers who don’t have caller ID
- Not in contact listto screen callers who aren’t one of your existing contacts
- Alwaysto screen calls from all callers
- 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:DefaultorCustom.
- 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 and music.
- In theRing settingssection, select how your apps and phones will notify you of an incoming call.
- Ring all together: Calls on all apps and phones will ring simultaneously.
- Ring in order: Calls will ring apps and phones in the order in which they’re listed. You can rearrange the ring order by dragging and dropping.
- Click the dropdown next to each group to select how long you want your device(s) to ring. To set up a custom combination of apps and devices that ring together, you may want to create a ring group.
- SelectAlways Ringif you want your apps to ring at the same time as your other devices and numbers in the list.
- If you don’t selectAlways Ring, you can select any number of rings from 2 (10 seconds) to 15 (75 seconds).
- ClickDone.
- In the Ring settings section, clickAdd number or coworkerif you want incoming calls to ring additional numbers or extensions. (Optional) Add contact(s) from:
- All
- Company
- Personal
- New contact: If the number you want isn’t in any contact list, you can enter it in the search bar, then click the number in the results.
Note: Every contact you select will be added to theRing settingslist. - In theIf no one answerssection, click the dropdown to select how missed calls should be routed.
- Send to voicemail: Send missed calls directly to voicemail. .
- Click the message to choose a default or custom greeting. You can also click thePlaybutton next to the message to hear it.
- Choose to send voicemails toMy voicemail boxorAnother extension.
- Forward the call: Forward the call to any extension or phone number.
- Play announcement: Play an announcement before ending the call.
- ClickSave.