For Admins

Table of contents

Admin guide for upgrading your RingCentral experience

We are retiring:
  • The RingCentral Classic app
  • The standalone RingCentral Meetings app
  • The RingCentral Phone app
We’re transitioning you to the latest RingCentral app to ensure you don’t lose access to your favorite RingCentral features.
We are also updating your RingCentral meeting services at no additional cost by moving users to RingCentral Video from the older capabilities of RingCentral Meetings, including upgrading users to
  • RingCentral Video Rooms from RingCentral Meetings Rooms
  • RingCentral Room Connector from RingCentral Meetings Room Connector
To quickly and successfully upgrade, admins must complete the required steps on behalf of their users or ensure users complete those steps themselves.
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

1. Add RingCentral Scheduler for Microsoft Outlook

The RingCentral Scheduler add-in offers the ability to include RingCentral Video meeting information quickly and directly in a user’s Outlook meeting invite.
As the company Outlook admin, you can deploy the RingCentral Scheduler and uninstall any existing RingCentral Outlook add-ins or plugins for all your users.
  • To deploy the RingCentral Scheduler from the add-in store, learn more here. 
  • If your Outlook Exchange is on-premises and the add-in store is unavailable, learn more here.
If you don’t have Outlook admin capabilities, instruct each user to:
Admin upgrade

2. Uninstall the RingCentral Classic desktop app

The RingCentral Classic app is being replaced with the latest RingCentral app. Instruct your users to uninstall the RingCentral Classic app on their desktop.

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

Reference these resources to get the most out of the RingCentral app:

Upgrading RingCentral Meetings to RingCentral Video

If your account is currently using RingCentral Meetings, we will be upgrading your account to RingCentral Video.
Complete the required steps so that users don’t lose scheduled video meetings in this transition.

Before transferring to RingCentral Video

Download cloud meeting recordings

The RingCentral app is replacing the standalone RingCentral Meetings app. To ensure your users save their previously recorded meetings they’d like to keep, instruct them to log 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

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. 
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 rerun the RingCentral Calendar Migration Tool to catch any outstanding meetings with RingCentral Meetings dial-in information.

Switching your video service in the RingCentral app

Getting started with RingCentral Video

Visit these resources to get the most out of RingCentral Video:

Upgrading RingCentral Meetings Rooms to RingCentral Video Rooms

For those users with RingCentral Meetings Rooms, we will be migrating them over to RingCentral Video Rooms.
Once your account has been upgraded, you will receive the same number of RingCentral Video Rooms licenses as you had with RingCentral Meetings Rooms.
To learn whether 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 one at a time on your Rooms controller.

Managing RingCentral Meetings and RingCentral Video settings

During the migrations, you will have a brief period where you can manage both types of Rooms (RingCentral Meetings and RingCentral Video Rooms) and their settings in the Admin Portal.
To manage and switch between these settings:
  1. Log in to your RingCentral online account as an admin.
  2. Select Meetings from the top navigation 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 configure your RingCentral Rooms company settings, you’ll need to
  • assign RingCentral Rooms admin permissions to a role in the Admin Portal
  • and then assign that role to your admin users. Learn how.

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

Integrating your company’s calendar enables users to schedule, view, and join meetings in a room.

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. 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.

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, 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 

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. Sign 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. We recommend changing the names of your non-migrated conference rooms in your corporate calendar to indicate which rooms are still using RingCentral Meetings Rooms.
For example: RCM - 1st level conference room
Editing your Rooms name from Microsoft Office Exchange Admin Center
  1. Sign 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. Sign 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 meetings run 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. Learn more

Getting started with RingCentral Video Rooms

Upgrading RingCentral Meetings Room Connector to RingCentral Room Connector

Once your account has been upgraded, you will receive the same number of RingCentral Room Connector licenses as you had with RingCentral Meetings Room Connector.
The RingCentral Room Connector is a backend service that allows third-party SIP-based room meeting hardware (e.g., hardware made by Cisco, Poly, Lifesize, etc.) to connect to a RingCentral Video meeting. To ensure that everything runs smoothly for users, complete the following steps.

1. Verify security settings and network configurations.

It is critical that your systems comply with our network requirements. Learn more.

2. Setup One Touch Dial.

For Polycom customers, you can make it easier for your users to join RingCentral Video meetings by setting up One Touch Dial service.

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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