RingCentral Meeting Invite Template Customization or Improvement (Outlook Meeting Plug-in)

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Problem:
The default RingCentral meeting invite template for schedule a RingCentral Meeting from outlook is not usable at all.
1. it overwrite meeting subject line -- annoying to say the least;
2. it provides a very long list of iPhone specific access numbers; irrelevant in most of our meetings;
3. it provides a very long list of local access numbers -- I have to delete most of them to make my own local number standout;

The overall look of the template is not professional enough for our use.

Now for every RingCentral Meeting invite, I have to make sure I remember to correct subject line and edit the body of the message. Waste of time.

Suggestion: 
Best option: let user customize his own template;
Good enough option: Divided current template into three sections:
  • Subject line
  • URL link;
  • Iphone access info (can't see a reason any one need it; but that might be just me)
  • Local access numbers;
Let user select which sections of template will be included.

Any one has better suggestions?

 
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Jonah Zhao

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Posted 2 years ago

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Mercedes Penner

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Hello Jonah,

I think this is a great suggestion! 

I would also like the ability to customize the numbers that are shown in the email sent out for RingCentral Meetings. We are a Canadian based company but many of our clients are from the United States and it would be extremely helpful to be able to add their local call in number to the list in the email, without them having to click through the International link.

I think customizing our own template would solve that problem!
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JMo

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I'd love to see this as well.  I have to re-write every invite with my own custom details.  The ability to create a customized invite would be a huge time saver.  
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Mercedes Penner

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This reply was created from a merged topic originally titled Feature Request: Ability to customize RingCentral Meetings phone numbers or crea....

1. We are a Canadian account.

2. RocketRez is a ticketing software company that allows clients to control their phone reservations, walk up customers, web sales and retail items all in one place with ease. We offer client management, sales management and support throughout it all and much of our business is conducted through RingCentral's phone service.

3. We would like the ability to customize the numbers that are shown in the email sent out for RingCentral Meetings. We are a Canadian based company and currently when we send out our meeting invites the numbers that are shown are all Canadian numbers, but many of our clients are from the United States. It would be extremely helpful to be able to add their local call in number to the list in the email, without having them click through the International link to find it.

4. This feature would be used when sending out meeting emails. We could create our own custom template to attach to emails so that each of our clients are provided with the appropriate local call in number. 

5. This would benefit us by allowing our clients to easily call into meetings, without the hassle of going to find the proper number through the International Numbers link or calling a long distance number that will cost them money. It would also remove any useless numbers in the email that are unused by any clients.

6. Case number: 05808284

7. We currently have 4 users.
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Hayes

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This reply was created from a merged topic originally titled RingCentral for Outlook: Ability to customize Meeting template in Office 365 outl....

I want to be able to customize the predefined script/text in office 365 outlook when clicking on the schedule a meeting button in the office 365 add in plug in.
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Justin Showers

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It looks like another thread was merged with this thread, but none of the other threads' comments were brought over during the merge, so I'm going to repost my reply here:

Are there any updates on this? At the very least, we need to be able to edit the default content.

Taking it one step further, we actually need to be able to provide a library of "templates" so to speak, with different content in the calendar meeting invite based on the reason a staff member is scheduling the meeting. We have a plethora of standard meeting types used by both our Sales and Client Services teams, and they all use RingCentral meetings to schedule these. We need to standardize our prospect and client facing messaging in these instances.

We're used to having this functionality on other systems we've used but can't find a similar option right now in RingCentral.
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Joshua Sheldon

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This is becoming a big one for us and seems simple enough.  Any updates?

Thank you!
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Pete

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When we schedule a meeting from Outlook we get an odd time listed in the invite.  Even though we schedule the meeting, for example; Duration 1 hour the body of the invite shows the following.
Topic: Melanie Yancey's Meeting
Time: July 13, 2017 15:00 -05:00

This is very confusing because it suggests the meeting is from 3 PM till 5 AM.   We do a lot of overseas meetings and they find it especially hard to understand.  Outlook itself shows the correct start and end time but the odd time is listed in the body of invitation.  Can this be changed?

Thank you!
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Jord

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Working for an international company, having one standard notification just doesn't cut it. I don't want my German contacts to call a number in the US. I really need a localised message that features the German number and maybe some others.

My current workflow: select all, delete the message, find my template, select all, copy and paste feels a little 1995.

Thank you.
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Ted Kelaidis

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This reply was created from a merged topic originally titled Custom emails for Meetings and Teleconference.

We are looking for a way to customize the default email template that gets generated, through Outlook etc, when booking a meeting or teleconference. We recently added a 888 number in order for clients to connect to meetings and teleconferences using set extensions and would like hese numbers to be used instead of the default local numbers.
  1. Account type:  Canada
  2. A brief description of the business: We are a Biotech and research company. 
  3. A high level description of the product or feature being requested
    We are looking for a way to customize the default email template that gets generated, through Outlook etc, when booking a meeting or teleconference. We recently added a 888 number in order for clients to connect to meetings and teleconferences using set extensions and would like hese numbers to be used instead of the default local numbers. I've included that we would like our template to look like as an example.

    Meetings:
    USERNAME is inviting you to a RingCentral
    meeting.

    Join from PC, Mac, iOS or Android:
    https://meetings.ringcentral.com/j/3394975864

    Or iPhone one-tap:

      
    +1(888)5555555,6#,,PersonalMeetingID

    Or Telephone:

       
    +1(888)555-5555 Ext. 6

     Meeting ID: PersonalMeetingID

    International numbers available:
    https://meetings.ringcentral.com/teleconference

    Teleconference:
    Please join the RingCentral conference.

    Dial-In Number: 1-888-555-5555 Ext. 5

    Participant Access: Personal_Participant_ID

    Dial-In from iPhone:
    +1(888)5555555,5#,,Personal-Participant-ID#

    To join the conference using the iPhone
    RingCentral Meetings App, click this link:

    http://rcconf.net/2tNUSSU

    Internaltional Dial-In Numbers:
    https://success.ringcentral.com/articles/RC_Knowledge_Article/Conference-Calling-Touch-Tone-Commands...
    To mute your line, press *#6 on your
    keypad.

    This conference call is brought to you by
    RingCentral Conferencing. 


  4. A typical use case scenario explaining how your business would use the feature: We would use this feature with every meeting and teleconference we book. To accomplish this same goal now we need to have each user change the default message that gets generated through RingCentral, which is receiving a lot of complaints. 
  5. Benefit of such feature: This would allow us to send the meeting message so users dial our RingCentral 888 number for a toll free call, since RingCentral does not offer 888 meeting and telco dial-in numbers. If RingCentral offered North American 888/800 meeting and telco numbers we wouldn't require this feature, although it is good to have with any company that wants to customize the greeting to their customers.
  6. Include any related case number if applicable
  7. Number of Users and/or Digital Lines: We currently have 11 users in the first company, and growing. We have another company as well that is just starting up with 2 users and will grow to ~40 on the next year.
Thanks,
Ted
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Shepherd

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This reply was created from a merged topic originally titled More details in ringcentral meetings summary.

When you create a meeting, whether you create a calendar invitation or simply copy it to the clipboard, you get a summary of the meeting. Really this is phone numbers and links to the meeting saying that you are inviting someone to the meeting.

William Shepherd is inviting you to a RingCentral meeting.
Join from PC, Mac, iOS or Android: https://meetings.ringcentral.com/j/1492655572
Or iPhone one-tap:
+1(773)2319226,,1492655572#
Or Telephone:
Dial: +1 (773) 231 9226
Meeting ID: 149 265 5572
International numbers available: https://meetings.ringcentral.com/teleconference

The only way to see the Topic/Name, Date, Time, Duration of the meeting is to create a calendar invitation with Outlook, Google, iCal.. So I propose the added details to be show like this:

William Shepherd is inviting you to a RingCentral meeting.
Join from PC, Mac, iOS or Android: https://meetings.ringcentral.com/j/1492655572

Topic: Simplylive/Fox Demo Discussion
Date: March 17, 2017
Time: (GMT -5:00) 1:00PM EST (10:00AM PST)
Duration: 1 hour

Or iPhone one-tap:
+1(773)2319226,,1492655572#

Or Telephone:
Dial: +1 (773) 231 9226
Meeting ID: 149 265 5572
International numbers available: https://meetings.ringcentral.com/teleconference
This would be added to the "notes" section if you are using a calendar like Outlook, Google or iCal, but would be allowed to be copied to clipboard and emailed to someone with the full summary.
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Marc Bardwell

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Is there any update on this at all? It would be great to have the ability to customize a standard template for our company. There is great customization ability in RingCentral and this seems like one are area that was left out. Your help is appreciated on this. Thanks!
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Matt Smith

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Hi Saadet - can you please confirm what version I'm running. I know where individual users can change their invitation template but I cannot see it from an admin perspective.
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Saadet - Community Support, Official Rep

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Hey Matt,

Your account is currently getting 9.4 pushed out to you. At this time, the template customization is only on the User level, the Admins do not have access. However, our Product Team is aware that our customers would like this feature! I'll keep an eye open for news on it for future releases :)
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Saadet - Community Support, Official Rep

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Hey Matt,

I did some more research on this! Sorry for the info I gave earlier. You can access the same setting I mentioned above from a Super Admin perspective.

When you're in an extension's overview, there is a Meetings section where you have the option I described earlier.


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Matt Smith

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Thanks, this is good for a user-by-user basis but I still need something can I edit for my whole company.
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Saadet - Community Support, Official Rep

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Gotcha!
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Ho

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This reply was created from a merged topic originally titled TEMPLATE: customize meeting invitation email template for whole company.

I'd like to customize the meeting invitation email template for the whole company, as opposed to having to edit each user, and new user. The reason for this is because our users are very computer illiterate and don't know how to install the RCM from the meeting URL. I want to add the instructions onto the global template, but found that it only only be added to individual users. Please make it so Admins can customize the Meeting Invitation Email Template on a company-wide scale. thanks
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JMo

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Am I missing something with this customization suggestion?  It looks like we can only add text to the existing template.  I want to modify the existing text in the template.  Is there a way to do that?
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Saadet - Community Support, Official Rep

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Hi JMo,

Correct, at this time you can only add extra text - but not modify existing text. Which is why I haven't marked this as Implemented. I simply wanted those following this thread to know what we have done thus far on the subject. Hopefully our Product Team will continue to add more customization :) When I learn more I will let everyone know.
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Jonah Zhao

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Can't imagine the reason why your product team developed such a half-cooked solution. It does not address the issue at all. What is so hard to give user full control of the template. Why insist on using your template? Particularly the standard template is clearly written by a techie. No disrespect to any techie, but the language is not business friendly at all.
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KK

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Agreed - current ability to "edit" the template is fairly useless. It's more akin to adding a signature to the end of your meeting invitation.
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Brian Johnson

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Is there a path to getting this feature implemented into the solution?  Editing that invite every time I schedule a meeting is a colossal waste of time!
(Edited)
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Matt Smith

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Their official line is that users can go into their individual preferences and set their own template (or admins can do it for them one-by-one-by-one). Which is great for the extremely small subset of users that are willing to do this themselves. It's very disappointing that such a simple function became such an egregious oversight.
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Nilay Patel

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Preference under where exactly? Matt.
(Edited)
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Matt Smith

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It's further up in this thread on how to do it on an individual extension. Once you're in the extension click on Meetings, click edit under My Meetings Settings, and the very last option is to edit the user's default invitation template.
(Edited)
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Nilay Patel

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Matt, Thanks for that but that is only to add any extra content if you want. can't replace what is in there. We have bunch if CAD numbers, that users don't want to see them.
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Matt Smith

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Can you change the location on that template setting from Canada to the US? For instance I have users in the UK who were defaulted to the UK template but wanted the US numbers so I was at least able to change their default template to the US one.
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Nilay Patel

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Default template for Canada is not useful except meeting ID as all our customer are from USA. Users are complaining about editing that everytime. It would be great if we can set our own template.
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Jord

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Thanks for the editing capabilities, it is better than nothing, but it still is nowhere close to having "your own template".

There seems to be a bug as well. You can use [Meeting ID] with a space between meeting and ID. However you can't use [MeetingID], which is needed for a one click functionality. The latter just displays [MeetingID] and doesn't replace with the actual ID.
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Saadet - Community Support, Official Rep

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Hey Jord,

That's weird...I haven't heard of this issue before but it's definitely something we want to look into. Please contact our Support Team!
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Jord

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Hey Saadet,

As you suggested I have contacted support. After a week, the issue (Case #06997510) is still not filed as a bug.

I was told to use my standard ID in the editing box, since the variables are not resolving to a number "by design". Even if one is and the other is not.

I was also told to "change your Home country code it will give you more for local/international options. After you change it log out and back in and the template will change". I tried that, but the template options don't change at all.

I am hoping you have a way to internally escalate this. I am currently too annoyed to follow-up on further requests.
(Edited)
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Jonah Zhao

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I gave up on RingCentral. I suspect that their Marketing Department desire to promote their product is more important to them than satisfy their user requirement. They want to make sure RingCentral is displayed nicely in every meeting invite.

Here is my work around. Not the best, but better than anything RC can offer:

   1. checked "Use Personal Meeting ID" under RingCentral Meeting Settings inside outlook calendar.  This will ensure that all your RC meeting link and meeting ID remain the same;
  
   2. create a note inside outlook asmy own meeting invite template;
  
   3. Every time I book a RC meeting, I never click RC meeting button. Instead, just book a regular meeting. Then open the note and copy-and-paste the template into the "regular" meeting invite.

I am hoping RC will not take away this ability -- using a RC meeting without booking it through RC integration with outlook from us, now they know can take advantage of it. 

Just kidding. I know they would not take away a very useful feature from their customer.
 
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Saadet - Community Support, Official Rep

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Hi Jord, I think there has been a misunderstanding. From your original post it sounded like the Meeting ID was not displaying correctly when you would send out an invitation. However, after looking at your case it sounds like you are trying to copy and paste the same Meeting invite information into the box. That box is meant for additional information and is not meant for reading any type of code, which is what the Meeting Invite Template has.

So, this section is a simple breakdown of your meeting invitation. Think of it like Excel. This is the "formula" that will gather information and place it in the fields that are bracketed. There is actual coding behind this that will obviously not transfer over to the box where you can add additional info.
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Jord

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Hey Saadet,

In "my box" I can use [Meeting ID] with a space, which resolves to whatever number my current meeting has (just like the Excel formula, just what I want).

However [MeetingID] (without a space) doesn't work in "my box". So either someone implemented too much, or someone forgot to implement something.

Honestly, this topic has gotten too much of my frustration. The "my box" is already an awful workaround, for something that should have been provided: editable templates. Not having consistent working macros in the "my box" makes it an almost worthless feature. My mail client can already do static signatures, no need to replicate that in RingCentral.

Enough of that. I don't want to rant anymore.
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Chris Girman

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It looks like this recommendation to offer the ability to customize meeting invite templates is a year old. Support advised there still isn't the ability to edit meeting templates. This seems like a no-brainer to do and is obviously something the users want. When can we expect this feature?
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Dustin Brisebois

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To add to that the template assumes country of origin, and appears to be rather large. 

Zoom has the ability of having an adjustable invite template.
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Chee Lam

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Bump
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Erica Reyes

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This is still a huge issue for our company.  We are a Canadian company, but deal mainly with American customers and suppliers, so having all of the Canadian numbers show up are completely irrelevant to anyone we have meetings with.  Adding the additional text at the bottom of the email template is not sufficient.  We should have the ability to modify the body of the template globally and also at the user level.

Do we have any idea when this issue will be addressed?
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Saadet - Community Support, Official Rep

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Sorry, Erica. I haven't received any type of ETA on this feature
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Brian Johnson

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For your awareness.  This is one of the reasons we are reviewing other solutions and will be taking our business elsewhere.