new admin setup · • password • pin • security question and answer passwords and security...

NEW ADMIN SETUP

U n i f i e d R i n g | N e w A d m i n S e t u p | T O C |1

Table of Contents

Welcome to UnifiedRing ......................................................................................................................... 2

UnifiedRing Account Activation .......................................................................................................... 2

Account Security ................................................................................................................................. 3

Quick Phone Setup .............................................................................................................................. 4

Setting-up Users .................................................................................................................................. 4

Company Information ..................................................................................................................... 5

Review Your Profile Information ..................................................................................................... 7

Verify the Company Settings ........................................................................................................... 9

Use UnifiedRing Anywhere ........................................................................................................... 10

Congratulations! ............................................................................................................................... 11

Admin Portal in UnifiedRing .............................................................................................................. 11

U n i f i e d R i n g | N e w A d m i n S e t u p | W e l c o m e |2

Welcome to UnifiedRing

Welcome to the UnifiedRing business phone system! Once you have purchased the system, you will

receive an email to activate the system. As an administrator, you will be able to activate and secure

your account. In this guide, you will learn How to Complete the Admin Setup, Add Company

Information, Setup Your Information, Setup User Profiles, Set Company Greeting, Set Operator

Extension, Manage Profiles, Regional Settings, Emergency Calling Setup, Call Forward and Voicemail

Settings.

<<Activate account screen>>

If this is your first Admin login, it will take a few minutes to setup your account. As an administrator,

you are allowed to add users during the Express Setup. You can set up user profiles, set the company

greeting, operator extension, and My Info profile. You can also verify your regional settings, provide

emergency calling location, and setup how you would like phone calls to be routed.

Note:

1. Any changes left without completion will not be saved.

2. You can learn more about UnifiedRing admin features through <<Link to

UnifiedRing Admin Guide>>.

UnifiedRing Account Activation

You will receive a Welcome Email soon after you have purchased UnifiedRing system. This email

contains Activation button and Link to activate your account. To start your setup:

1. Open the Email Message (where the welcome message appears).

2. Do one of the following:

i. Click <<Activate Account>> button.

ii. Copy the link to your browser and press enter.

By performing the above steps, your account will be setup for activation and the system redirects

you for Mobile Number Verification.


Account Security

Upon accessing UnifiedRing Activation setup, you will be asked to provide your mobile number for

authentication validation:

<<Mobile Number Verification screen>>

1. Click <<I’m not a robot>> box followed by <<Next>> button.

Note:

A message will be popped-up while hovering on <<Next>> button informing that you

will receive a verification code through call/ message to the registered mobile

number.

<<Mobile Number Verification screen with Verification Code field>>

2. Enter the Verification Code and click <<Next>> button.

Upon successful validation, UnifiedRing account security information screen is displayed to enter the

following security information:

• Password

• PIN

• Security Question and Answer

Passwords and Security Questions on your UnifiedRing online account maintain your account's

confidentiality and privacy. The PIN is used to verify your identity when checking voicemail or is

requested by the auto-receptionist while contacting UnifiedRing Customer Care.

Follow the on-screen instructions for each security action carried out in the screen. For each security

setting, certain requirements must be met. For your convenience, these requirements are listed next

to the setting as you enter the information.

Note: Your account setup will have different setup options, if you are using other modes of

Sign-in (ex. Google, Email Id etc.).

<<Account Security Information screen>>


From the above screen, you can:

1. Create your own Password: Follow the requirements that appear next to the Password field. A

<<green>> check mark indicates when you have met the system defined password requirement.

2. Create your own PIN: Follow the requirements that appear next to the PIN field. A <<green>>

check mark indicates when you have met the system defined PIN requirement.

Note: You will require this PIN while contacting Customer Care or checking voicemail.

3. Select a Security Question and Answer: Select one of the questions listed in the Security

Question and Answer menu. Enter your answer to the security Question in the Answer field.

Note: Your answer must be at least <<5>> characters.

4. Press <<Continue>> button.

Quick Phone Setup

Upon Account Activation and Security setup, you are prompted to setup basic details such as your

company users, call greeting and the operator extension.

<<Basic details setup screen>>

Your company’s main number was assigned by UnifiedRing at the time of purchase in System Setup.

At that time, your company number could have been changed. You can change the company number

by logging into your account after setup and navigating to the Settings > Phone System

configuration tab.

Click on <<Next>> button.

Setting-up Users

Upon quick phone setup, you will be redirected to configure the following information:

• Company Info

• My Info

• Review

This information involves:

• Assigning user extensions


• Enabling users to change their own extension settings

• Assigning an operator

• Adding users to the dial-by-name directory

<<Account setup screen>>

Company Information

Before you click <<Set Up Now>> button, ensure you have the following details available:

• User First/ Last Names

• Email Address

• Contact Numbers for each User

Click <<Set Up Now>> button.

Note: You can skip this step by clicking “Skip this Step” link, and the system will redirect you

to Company Greeting section.

Setup User Profiles:

In this section, you can assign your users to a device.

When purchasing the UnifiedRing system, a number of phones or lines were bought for your

account. Here you’ll enter the details for those phones purchased.

<<Setup User Profiles screen>>

Enter the details for each of your users. This information is used for the company directory. Except

where noted, this information is set by the administrator.

• First Name

• Last Name

• Email

• Enable Email to log in: The email address entered must be used for only one person and

cannot be associated with more than one person or phone number.

If Use email to log in is not checked, the user can only log in only with their phone number.

• Contact Number


• Extension Number (as provided by UnifiedRing)

• Direct Number

Scroll down to complete each User Details profile. Any User you do not assign at this time can be

added to the system later. To do so, go to the Users tab in the Admin Portal and click Add User

button.

Click on <<Next>> button to continue.

Company Greeting:

In this step, you’ll set the greeting callers will hear when they dial your company main number.

The default company greeting is shown in text below the playback controls. You can either use the

default greeting or customise it. If you choose to record a custom greeting, it can be recorded now

or later.

<<Company Info – Company Greeting screen>>

Note: You can skip this step by clicking “Skip this Step” link, and the system will redirect you

to Setup Operator Extension section.

To customise your company greeting, click <<Customise>> button.

Select <<RECORD OVER THE PHONE>> or <<IMPORT>>:

• To record over the phone, follow the on-screen instructions to record your greeting. Click

<<Next>> button when finished.

• To import a .WAV or .MP3 file, click <<Import>> button, then browse and attach the

filename. Click <<Next>> button when finished.

Setup Operator Extension:

In this section, you can setup operator extensions. When callers dial your company number and

press <<0>>, the call is routed to the extension you designate. Extension <<101>> is the Operator

extension by default. You may reassign the Operator extension to other numbers in the system.


Note: Extension 101 has specific account authority. See the RingCentral Office Admin Guide

for more information <<Link to UnifiedRing Admin Guide>>.

<<Company Info – Operator Extension screen>>

Select <<Customise>> or <<Keep Default>>.

• To change the Operator Extension, click <<Change Operator>>, then select a different

extension number.

• You can also reassign the operator extension after setup. See the UnifiedRing Admin Guide

for instructions <<Link to UnifiedRing Admin Guide>>.

Click <<Keep Default>> button.

Review Your Profile Information

Upon successful Company Information setup, you are redirected to review your own profile

information.

<<My Info setup screen – My Info section>>

My Info:

Under <<My Info>> section:

1. Verify that your information is correct. You can make changes to update your name and/ or

company email address.

• The name shown in your <<User Info>> will appear in your company directory for others in

your company to contact you.

• Select <<Use email to log in>> to enable login to your account using a unique corporate

email address.

• Email option is functioned only if your email address is unique in all UnifiedRing accounts.

2. Click <<Continue>> button.

<<User Info setup screen – Regional Settings section>>

Under <<Regional Settings>> section:

1. Verify Regional Settings specified for your account. These are: Country, Time Format, and Time

Zone.


<<User Info setup screen – Emergency Calling section>>

The <<Emergency Calling - Registered Location>> is the physical location of your phone that is using

the UnifiedRing Digital Line. Emergency dispatchers (Emergency Call Service) will send first

responders to this exact location.

Under <<Emergency Calling>> section:

1. Fill in the Emergency Calling – Registered Location form:

• Enter your name

• Enter your country

• Enter your address

• Enter your state

• Enter your postal zip code

2. Read the agreement describing Emergency Calling - Registered Location. Click Agree and

Continue.

3. When finished with the Regional Settings, press <<Continue>> button.

Call Forwarding:

As a user, you can set up call forwarding rules for your extension. You can add up to <<10>>

forwarding numbers for each extension assigned to you and set calls to ring sequentially or

simultaneously.

<<Call Forwarding screen>>

In this section you can enable call forwarding to another number. At first, you should note the phone

extensions to which you might want to forward your calls.

Note: You can skip this step and go to “Voicemail Setup” to customise voicemail settings in

your account.

To add a device for Call Forwarding, click <<Add Phones>> button. This operation will lead you to

add devices:

<<Call Forwarding Add Devices screen>>


To add desk phones to which you can forward calls, click <<Add Devices>> button.

<<Call Forwarding Add Additional devices screen>>

Select additional devices (if any) you would like to ring when you receive an incoming call to your

business phone number.

Select the type of phone to which the forwarded call will be sent. You can select Mobile, Home, or

Other.

Enter the number of the selected phone. Continue adding phones <<up to 10>>, as required, and

click <<Next>> button.

Voicemail Setup:

You can set up the message your callers will hear when UnifiedRing forwards your calls to Voicemail.

<<My Info Voicemail setup screen>>

You can choose the default voicemail greeting by clicking <<Keep Defaults>> button or you can click

<<Custom>> to record or import the greeting. You can listen to the default greeting text shown in

the playback button.

Record or Import a Voicemail Custom Greeting:

To record or import a new greeting, click <<Custom>> option. Record your greeting over the phone,

or import a custom greeting.

• To record your message over the phone, click <<RECORD OVER THE PHONE>>, enter a

number in <<Call me at>> field and click <<Call>> button.

• To import a previously recorded message, click <<IMPORT>> and follow the instructions (Use

an .MP3 or .WAV formatted file).

Click <<Save>> button to save the changes made.

Verify the Company Settings

Upon successful My Info, Call forwarding and Voicemail setup, you can review all the settings under

a single window:

<<My Info – Review Settings screen>>


1. In this section, review your account information. Click <<Change>> button to make adjustments

and reset. You are allowed to change or update the following settings:

• Company Settings

• Company Greeting

• Users

• Operator

• The Operator Settings

• Call Handling

• Voicemail

2. In <<Call Forwarding>> section, review your call handling settings. Click <<Change>> button to

make adjustments and reset. Select whether the forwarded phones ring:

• Simultaneously: Select this option if you prefer the call to ring on all forwarded phones at

same time. Because of different networks, ringing to some devices, such as mobile devices

may be delayed.

• Sequentially: Select this option if you prefer the call to ring on forwarded phones in a

sequential order. Arrange the forwarding order by dragging up or down.

3. In <<Voicemail>> section, either keep the default recording or re-record a new announcement.

4. Click <<Confirm Setup>> button once you are done with the review.

Use UnifiedRing Anywhere

<<UnifiedRing Finish screen>>

Collaborate with co-workers and manage your phone system from any device. UnifiedRing Apps are

available for download that expand your ability to collaborate with others using the UnifiedRing

applications.

1. For more information on apps you can refer UnifiedRing User Guide <<Link to UnifiedRing User

Guide>>.

2. To download apps from the UnifiedRing website, visit <<Downloads>> section.

3. Click <<Finish>> button.


Congratulations!

You have successfully completed the initial setup of your UnifiedRing business phone system.

<<Congratulations screen>>

1. If desired, click <<Schedule Now>> button to schedule an appointment with an implementation

advisor who will assist you in setting up your UnifiedRing phone system.

2. Else, click <<Go to My Account>> button to access your account and view additional settings.

Admin Portal in UnifiedRing

Upon successful setup and on clicking <<Go to My Account>> button in the final setup screen, you

will be redirected to your UnifiedRing Admin home page:

Your Admin Home page is opened with Dashboard and Admin Settings. From the Admin page, you

can:

1. Switch between Admin Portal and My Extension (Your Own Account).


2. Help menu lets you find answers to most of your questions, request Support, and see service

status messages.

3. Menu tabs lead you to a tab-specific menu on the left. Each tab has a different menu list. For

example, the menu list for Phone System tab is Company Info, Phone Numbers, Auto-

Receptionist, Additional Features, and Phones and Devices.

4. Top Iconic Menus provide shortcuts to the frequently accessed settings.

5. Support materials and videos can be accessed in the main screen.

6. Check the Billing tab for questions relating to your account

To Find Information About:

• The UnifiedRing Admin Guide, click Help.

• <<Support Videos, click here – link to video tutorials>>

new admin setup · • password • pin • security question and answer passwords and security...

Documents