Welcome to another Getting Started with RingCentral guide! We’re here to walk you through essential features that help you get the most out of your RingCentral experience. In this session, we’ll show you how to easily navigate and customize your incoming call handling settings.
Understanding Incoming Call Handling Settings
Ever wondered how to get your calls just right? RingCentral makes it super easy to manage your incoming calls, whether you're using the RingCentral app on your phone or computer, or tweaking things in the Admin Portal. You've got total control over how calls are routed, handled and how callers are greeted, ensuring you never miss an important one!
Adjustable Call Handling Features You Should Know
- Set Your Availability (Schedules) - Define work hours for standard call routing and after hours for when you're closed. Create custom rules for holidays or special events, even tailoring them by Caller ID (e.g., VIPs) or what number they called.
- Greet & Screen Callers - Play welcome greetings, screen callers (asking for names before connecting, ideal for unknown numbers), provide "connecting" Messages, and keep callers engaged with hold music.
- Manage How Phones Ring - Choose to Ring All at Once (Simultaneous) across all your devices, or Ring in Order (Sequential), directing calls to devices one after another. Control ring duration and easily add more devices/numbers. Admins can set up ring groups for teams.
- Handle Missed Calls - Decide where unanswered calls go send to voicemail (with custom greetings), forward to another extension (colleague, department, or IVR), forward to an external number, or play a message and disconnect (e.g., for closed hours).
Why Adjusting Your Incoming Call Handling Settings Matters
- Ensures professionalism and credibility: By properly setting up your call handling—think professional greetings, smart routing, and clear voicemails—you project a polished and reliable image.
- Optimizes efficiency and saves time: When you direct calls to the right person or department right away, you cut down on internal transfers, minimize disruptions, and streamline workflows. Features like call screening, sequential ringing, and automated messages save valuable time for both you and your callers, leading to quicker resolutions.
- Enhance customer/caller experience: A smooth, intuitive call experience is crucial for satisfaction. You can provide this with prompt responses, easy options for leaving messages, and pleasant hold music. By minimizing wait times and ensuring callers reach the correct destination, you create a positive impression and foster stronger relationships.
Check your call handling settings
There are several ways to manage how your incoming calls are routed, and we’ve made it easy for you to explore them all. Our awesome Onboarding Team has created an interactive demo to walk you through the steps, so you can get familiar with your options in just a few clicks.
Got questions along the way? This help article has you covered!
Tell Us What You Think!
Have questions or tips about setting up incoming call handling in RingCentral? Drop a comment below because we’re all ears and your insights might help others too!
Up next: another guide to help you optimize your RingCentral experience. Stay tuned!
Our goal is to help you fine-tune your incoming call handling to ensure a smooth, professional experience for your team and your customers.
