How to Add Extensions in RingCentral

If you’re new to RingCentral and need help setting up, don’t worry, you’re not alone. The instructions can be a bit confusing, but I’m here to help. Today, I’ll show you how to add extensions to RingCentral.

As someone experienced in setting up call centers and telephone networks, I can give you step-by-step guidance.

Rather than buying an expensive digital switchboard or onsite VoIP system, RingCentral offers a cloud-based unified communications app that revolutionizes telecommunications. You can connect to the cloud, create a virtual voice network, and save money without sacrificing quality.

Setting up can be a bit complicated, but RingCentral provides assistance. If you prefer, I can guide you through the process of adding extensions here.

Add Extensions in RingCentral

Extensions in RingCentral work similarly to those in a traditional telephone system. Each user is assigned an individual handset. However, in this case, the handset doesn’t have to be a desk phone – it can be a mobile device, laptop, or tablet as long as it’s compatible with the RingCentral app.

Another advantage of a cloud telephony solution is that it’s software-based, making it easy to make changes on the go. Businesses have the freedom to scale up or down the number of extensions as needed. You can quickly expand for a seasonal promotion and then scale back for normal operations, all with a simple configuration.

To add extensions in RingCentral, follow these steps:

1. Log into your RingCentral dashboard.
2. Go to the Admin Portal to start making changes.
3. Select Users and then Add Users.
4. Choose either Domestic or International, depending on the location.
5. Select either Add Users With Phones or Add Users Without Phones, based on your needs.
6. Enter the number of users (extensions) you want to add, the state where they will be based, and their local area code.
7. Choose a device from the options, such as a recently purchased phone, desktop phone, or other compatible device.
8. Select Add to create the extension.
9. Click Next to proceed with the process.
10. Enter your shipping address in the next window, even if you’re using the app or your own phone. This is required for E911 purposes.
11. Select the order you created by checking the corresponding boxes and choose Create Shipping Group at the top right corner of the screen. This confirms the order.
12. Scroll down and click Next at the bottom of the screen.
13. Select your Cost Center Code in the following window and click Next.
14. Review the billing summary, check the acknowledgment box on the next page, and click Next.
15. Click Done on the next page, and then select OK to complete the order creation.

In Step 5, selecting “Add Users With Phones” assigns a digital phone number to the user. “Add Users Without Phones” doesn’t assign a digital line but sets up an account that can be used anytime.

If you plan to use the RingCentral app on a mobile device, tablet, or other device, choose “Other Phone” in Step 7. The other options are for desk phones, and only selecting “Other Phone” allows you to install and use the app on your own devices.

Once the order is complete, RingCentral will provision the extension, which may take a short time depending on system activity. After provisioning, you can assign the extension to a user.

Assigning an Extension in RingCentral

If you’ve created an extension and it has finished provisioning, or if you have spare extensions, you can assign them to users so they can start using the system. The process is simple.

1. Log into your RingCentral dashboard.
2. Go to the Admin Portal to start making changes.
3. Select Users and then Unassigned Extensions.
4. Select the Extension you want to assign and enter the user’s details.
5. Assign a role, primary language, greeting language, and regional settings to the user.
6. Choose either “Set Up By User” or “Set Up By Admin”.
7. Click Save and Enable.
8. Confirm by clicking OK.

In Step 6, you have the option to either let the user set up the extension according to your company policy or allow the admin (you) to set it up. Choosing the former means the user will need to complete the New User Setup. If you select the latter option, they will receive an email link to set up their password. Everything else will be configured according to your company template.

In Step 6, you have the option to either let the user set up the extension according to your company policy or allow the admin (you) to set it up. Choosing the former means the user will need to complete the New User Setup. If you select the latter option, they will receive an email link to set up their password. Everything else will be configured according to your company template.