For Admins

Admin guide for transitioning from RingCentral Meetings to RingCentral Video

Your video meetings are about to get even better. We’re updating your RingCentral MVP plan at no additional cost with RingCentral Video from the older capability of RingCentral Meetings.
Once your account has been upgraded, you and your team will have access to these great new features:
This guide will help your company prepare for this important transition and provide account administrators the steps required to successfully prepare for the upgrade.
Important:
This preparation is important that users’ already-scheduled video meetings are not lost in this transition and they are able to benefit from their new video meeting capabilities.

Key steps to complete before the planned upgrade to RingCentral Video

The standalone RingCentral Meetings apps are being replaced by the unified RingCentral app, an all-in-one app with messaging, video meetings, and phone calling.
After your account is upgraded, your users will no longer be able to start, join, or host meetings on the RingCentral Meetings app.
To successfully plan for the transition to RingCentral Video, administrators must either complete the required steps listed below on behalf of their users or make sure 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. 
Administrators: 
Download and run the Calendar Migration Tool to move your employees’ previously scheduled meetings from RingCentral Meetings to RingCentral Video.
Please note there that this was for a prior batch of customers being transitioned, so the dates mentioned may be different. But the content will help all customers transitioning to RCV.
Watch the webinar with instructions on how to successfully transition to RingCentral Video or follow the steps below.

1. Download cloud meeting recordings

Ensure your users save their previously recorded meetings they’d like to keep by logging into service.ringcentral.com and download the desired recordings.
Note: Once the transition to RingCentral Video is complete, you will not be able to access your cloud meeting recordings
RingCentral Meetings icon

2. Uninstall the RingCentral Meetings desktop and mobile app

The standalone RingCentral Meetings apps are being replaced by the unified RingCentral apps, an all-in-one app with messaging, video meetings, and phone calling.
RingCentral app icon

3. Download and install the new RingCentral app for desktop and mobile

The RingCentral app which is an all-in-one app with messaging, video meetings, and phone calling. To learn more, visit Intro to the RingCentral app. This will also support both RingCentral Meetings and RingCentral Video until the upgrade takes effect.

Installing the RingCentral app for Desktop 

RC Scheduler icon

4. Add RingCentral Scheduler for Microsoft Outlook 

For Microsoft Outlook users, the RingCentral Scheduler add-in offers the ability to include RingCentral Video information quickly and directly in their Outlook meeting invite.
As the company Outlook admin, you can deploy the RingCentral Scheduler and uninstall RingCentral Video or Meetings Outlook add-in for all of your users.
  • To deploy the RingCentral Scheduler from the add-in store, learn more here.
  • If your Outlook Exchange is on premise and the add-in store is unavailable, learn more here.
  • If you don’t have Outlook admin capabilities, instruct each user to:

4. Download cloud meeting recordings

Ensure your users save their previously recorded meetings they’d like to keep by logging into service.ringcentral.com and download the desired recordings.

Move your users’ previously scheduled meetings to RingCentral Video

Download and run the Calendar Migration Tool

This 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:
  • The Calendar Migration Tool may not update meeting invitations where the meeting URL text has been changed. 
  • For meeting invitations which are 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 run the RingCentral Calendar Migration Tool again to catch any meetings still remaining with RingCentral Meetings dial-in information. 
RC Calendar Migration Tool

Getting started with RingCentral Video

Once your RingCentral MVP account has been upgraded to include RingCentral Video, log in to your account through the RingCentral app:
  1. Launch the RingCentral app on your computer or mobile device OR Navigate to app.ringcentral.com
  2. Click or tap the Sign in button.
  3. Select your preferred sign-in method from the login page. Options include signing in using either the RingCentral sign-in formGoogle, or Single Sign-on.
  4. Navigate to Video via the left-hand navigation bar to begin using RingCentral Video.
To get the most out of the RingCentral app and RingCentral Video, visit these useful resources:

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

Frequently Asked Questions

Why is my account being upgraded?
RingCentral Video is an even better video meetings experience. The upgraded video service for your users will include the ability to:
  • Join meetings with ease: Join instantly from a browser—no download required for guest participants
  • Meet on the move: Seamlessly switch a live meeting back and forth between mobile and desktop
  • Multitask like a pro: Go from phone call to video meeting to screen share with just a click
  • Be more inclusive: Add closed captions for users with a hearing impairment or joining from a noisy environment
Why do I need to uninstall the RingCentral Meetings app and download the RingCentral app? 
The RingCentral app has everything you need to work from anywhere and stay connected: team messaging, video meetings, and phone all in one app.
When will the transition to RingCentral Video happen?
Your RingCentral MVP account will be upgraded to RingCentral Video as the video meeting during 2021. You will receive advanced notice with details.
I have meetings already scheduled, what will happen?
You will need to update any recurring meetings with new RingCentral Video dial-in phone numbers and meeting IDs, you can use the RingCentral Scheduler for Outlook. You can do this in bulk for your users or catch any meetings they might have missed with the RingCentral Calendar Migration Tool.
Once I transition to RingCentral Video, can I still use or keep RingCentral Meetings for meetings?
No, once the transition is complete, you will use RingCentral Video for all of your video meeting needs. You will no longer be able to access RingCentral Meetings analytics or recordings, so please retain a copy for your records prior to your account’s upgrade. 
Can users have both the RingCentral Meetings apps and RingCentral apps installed at the same time?
No. If your users do not uninstall the RingCentral Meetings desktop and mobile app and install the RingCentral app, they will have trouble joining or hosting a meeting from a calendar invite link. 
Will my account settings remain the same?
No. When you transition to RingCentral Video, your account settings will also convert to RingCentral Video-specific meeting settings. Learn how to administer RingCentral Video settings for your account.
Does the transition change the cost of my existing plan?
No, video meetings are included in the cost of your current package, and all new features are included at no additional cost.
For Admins

Table of contents

Admin guide for upgrading your RingCentral experience

It’s time to improve your RingCentral experience. The RingCentral Classic app and the standalone RingCentral Meetings and RingCentral Phone apps are retiring soon. We’re transitioning you to the new RingCentral app to ensure you don’t lose access to your favorite RingCentral features.
Additionally, we’re updating your RingCentral MVP plan at no additional cost with RingCentral Video from the older capabilities of RingCentral Meetings. This includes upgrading any users with RingCentral Rooms to the latest RingCentral Video Rooms. 
This guide will help your company prepare for this important transition and provide account administrators with the steps required to upgrade quickly and successfully.
To successfully plan for the transition to the RingCentral app and using RingCentral Video, admins must either complete the required steps listed below on behalf of their users or make sure 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

With the new RingCentral app, you can have a streamlined experience that provides messaging, video meetings, and phone calling all in one app. To learn more, visit Intro to the RingCentral app

1. Uninstall the RingCentral Classic desktop app

The RingCentral Classic app is being replaced with the latest RingCentral app. With the new RingCentral app, you will have all the same features you’re used to, including handling phone calls, messaging co-workers and guest users, and attending video meetings. 
In addition, users can now access new features exclusive to the new RingCentral app, including switching meetings between your desktop and mobile device, integrating your Google and Office 365 contacts, and more. 
Instruct your users to uninstall the RingCentral Classic app on their desktop.
  • How to uninstall the RingCentral Classic desktop app
  • How to use a powerful script to uninstall the RingCentral Classic app on Windows

2. Uninstall the RingCentral Phone mobile app

The standalone RingCentral Phone desktop and mobile apps are being replaced by the RingCentral app. Instruct your users to uninstall the RingCentral Phone app on their desktop and mobile devices. 
Once the RingCentral Phone app is retired, your users will need to use the RingCentral app to take or make calls. 
  • How to uninstall RingCentral Phone mobile app

3. Uninstall the RingCentral Meetings desktop and mobile apps

The standalone RingCentral Meetings desktop and mobile apps are being replaced by the RingCentral app. 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

Get started with the RingCentral app

Once you’ve installed the RingCentral app on your desktop, log in to your account through the RingCentral app:
  1. 1. Launch the RingCentral app on your desktop or mobile device.
    OR
    Type in app.ringcentral.com into your Google Chrome or Microsoft Edge web browser.
  2. 2. Click or tap the Sign in button.
  3. 3. Select your preferred sign-in method from the login page: RingCentral sign-in form, Google, or Single Sign-on.
To get the most out of the RingCentral app and RingCentral Video, visit these helpful resources:

Upgrading RingCentral Meetings to RingCentral Video

If your account is currently using RingCentral Meetings, then your account will be upgraded to RingCentral Video. 
Once your account has been upgraded, you and your team will have access to these great new features:
This preparation is essential so that users’ scheduled video meetings are not lost in this transition, and they can benefit from their new video meeting capabilities.

Key steps to complete before the planned upgrade to RingCentral Video

The standalone RingCentral Meetings apps are being replaced by the unified RingCentral app, an all-in-one app with messaging, video meetings, and phone calling.

1. Download cloud meeting recordings

Ensure your users save their previously recorded meetings they’d like to keep by logging into service.ringcentral.com and download the desired recordings
Note: Once the transition to RingCentral Video is complete, you will not be able to access your cloud meeting recordings

2. Add RingCentral Scheduler for Microsoft Outlook

For Microsoft Outlook users, the RingCentral Scheduler add-in offers the ability to include RingCentral Video meeting information quickly and directly in their Outlook meeting invite. 
As the company Outlook admin, you can deploy the RingCentral Scheduler and uninstall RingCentral Video or Meetings Outlook add-in for all of your users. 
  • To deploy the RingCentral Scheduler from the add-in store, learn more here.
  • If your Outlook Exchange is on-premise and the add-in store is unavailable, learn more here.
If you don’t have Outlook admin capabilities, instruct each user to:
Admin upgrade

Move your users’ previously scheduled meetings to RingCentral Video

Download and run 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:
  • The Calendar Migration Tool may not update meeting invitations where the meeting URL text has been changed. 
  • For meeting invitations that are 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 run the RingCentral Calendar Migration Tool again to catch any meetings still remaining with RingCentral Meetings dial-in information. 
RC Calendar Migration Tool

Getting started with RingCentral Video

Once your RingCentral MVP account has been upgraded to include RingCentral Video, log in to your account through the RingCentral app:
  1. 1. Launch the RingCentral app on your desktop or mobile device.
  2. OR
    Navigate to app.ringcentral.com.
  3. 2. Select your preferred sign-in method from the login page: RingCentral sign-in form, Google, or Single Sign-on.
  4. 3. Navigate to Video via the left-hand navigation bar to begin using RingCentral Video.
To get the most out of RingCentral Video, visit these useful resources:

Upgrading RingCentral Meetings Rooms to RingCentral Video Rooms

In addition to migrating users from RingCentral Meetings to RingCentral Video, for those users that currently use RingCentral Meetings Rooms, we will be migrating them over to RingCentral Video Rooms. 

What to expect during the migration

Once your account has been upgraded, you will be given a brief period where you can manage both types of Rooms (RingCentral Meetings Rooms and RingCentral Video Rooms). You will also receive the same number of RingCentral Video Rooms licenses as you have for your RingCentral Meetings Rooms licenses. 
To learn more about if 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 at one time on your Rooms controller. 

Managing RingCentral Meetings and RingCentral Video settings

As an IT admin during this migration, you can manage settings in the Admin Portal for both RingCentral Meetings Rooms and RingCentral Video Rooms. 
To manage and switch between these settings:
  1. 1. Log in to your RingCentral online account as an admin.
  2. 2. Select Meetings from the top bar. 
  3. 3. Choose either RingCentral Video or RingCentral Meetings from the dropdown menu.
  4. 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 configuring your RingCentral Rooms company settings, you’ll want to assign RingCentral Rooms admin permissions to an admin role and assign that role to any admins you would like to configure RingCentral Rooms settings. 
Visit Assigning RingCentral Rooms permissions to an admin role to learn more. 

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

Integrating your company’s Microsoft Office 365 and Google Calendar with RingCentral Video Rooms allows you to view all scheduled meetings in the room. It also enables users to schedule a meeting in a room by inviting the room to the meeting, and they can also start and join meetings in the room with a few taps. 
  • How to integrate your Microsoft Office 365 calendar with RingCentral Rooms
  • How to integrate your Google Calendar with RingCentral Rooms

3. Create a RCV Room with name and calendar.

4. Uninstall RingCentral Meetings Rooms from each controller and host device.

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, visit RingCentral Rooms System Requirements.
Installing RingCentral Rooms on host devices:
  • How to install RingCentral Rooms on a Mac Mini
  • How to install RingCentral Rooms on a Windows host device
  • How to install RingCentral Rooms on a Poly device
Installing RingCentral Rooms on controllers:
  • How to install RingCentral Rooms on an iPad controller
  • How to install RingCentral Rooms on a Poly controller
  • How to install RingCentral Rooms on an Android tablet controller

6. Sign in to the RingCentral Rooms controller and pair the host device

7. Finish the setup using controller settings

8. Rename non-migrated rooms in O365/Google calendar to “RCM - <room name>” to enable users to find and schedule RCM Rooms during the migration period

9. Move your users’ previously scheduled meetings to RingCentral Video

To ensure that a user’s meeting experience runs 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. 
To learn more about using the Calendar Migration Tool, navigate to Download and run the Calendar Migration Tool

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

Frequently asked questions

Why is my account being upgraded?
RingCentral Video is an even better video meetings experience. The upgraded video service for your users will include the ability to:
  • Join meetings with ease: Join instantly from a browser—no download required for guest participants
  • Meet on the move: Seamlessly switch a live meeting back and forth between mobile and desktop
  • Multitask like a pro: Go from phone call to video meeting to screen share with just a click
  • Be more inclusive: Add closed captions for users with a hearing impairment or joining from a noisy environment
Why do I need to uninstall the RingCentral Meetings app and download the RingCentral app? 
The RingCentral app has everything you need to work from anywhere and stay connected: team messaging, video meetings, and phone all in one app.
When will the transition to RingCentral Video happen?
Your RingCentral MVP account will be upgraded to RingCentral Video as the video meeting during 2021. You will receive advanced notice with details.
I have meetings already scheduled, what will happen?
You will need to update any recurring meetings with new RingCentral Video dial-in phone numbers and meeting IDs, you can use the RingCentral Scheduler for Outlook. You can do this in bulk for your users or catch any meetings they might have missed with the RingCentral Calendar Migration Tool.
Once I transition to RingCentral Video, can I still use or keep RingCentral Meetings for meetings?
No, once the transition is complete, you will use RingCentral Video for all of your video meeting needs. You will no longer be able to access RingCentral Meetings analytics or recordings, so please retain a copy for your records prior to your account’s upgrade. 
Can users have both the RingCentral Meetings apps and RingCentral apps installed at the same time?
No. If your users do not uninstall the RingCentral Meetings desktop and mobile app and install the RingCentral app, they will have trouble joining or hosting a meeting from a calendar invite link. 
Will my account settings remain the same?
No. When you transition to RingCentral Video, your account settings will also convert to RingCentral Video-specific meeting settings. Learn how to administer RingCentral Video settings for your account.
Does the transition change the cost of my existing plan?
No, video meetings are included in the cost of your current package, and all new features are included at no additional cost.
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