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Becky Lloyd avatar image
Becky Lloyd asked ·

Auto Receptionist to Office Receptionist

At the moment, we have an auto receptionist that answers when clients call into our main number.  The auto receptionist then sends calls to one of three extensions.  Our counseling business has been in transition, however, now we are ready to move into our office.

We would like the main number to ring into our office where the receptionist would answer and then, if necessary, transfer the call to one of our 3 counselors.  Each counselor will have a phone in their office. We have 4 of the Cisco SPA-303 phones ready to be installed.

How do we set this up to have our calls come into the office, how many lines will we need (the phones we have can handle up to 3 incoming calls at once), and when the counselors are in session, I want the calls to be transferred to either voice mail (that can be checked on their office phone) or possibly to their cell phones - or both.

I would love any input & help as I try to understand the way that RingCentral works.  It has been quite time consuming and confusing so far!

Thank you!
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kim answered ·
Becky,  
  1. The first step is to create users for the additional 3 counselor phones with the devices. 
  • Under Users --> Add Users.  
  • If the devices are already on the account, go to Phones & Devices ---> Unassigned and assign the device to the New User.    
     2.  Next, update the Call Handling & Forwarding rule under your receptionists extension to reflect the new users who are to retrieve the calls.
  • Users --> Call Handling & Forwarding --> Forward to other users phones
I recommend creating a RingGroup for the 3 individuals to ring simultaneously. 
If the devices are currently assigned and you need to move numbers/devices around, please create a web Open a Case and Support can help you assign these. 

Have a good day
Kim 
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