About RingOffice Cloud Phone System

RingOffice Cloud Phone System is a robust, fully-featured VoIP solution designed for small and medium-sized businesses. Also known as a Hosted or Cloud PBX system, it offers a comprehensive suite of communication tools managed via the browser-based RingOffice Customer Self-Care Portal.

This guide serves as a reference for using key phone system features. While some functionalities are accessible via IP phones, softphones, or mobile apps, the Customer Portal provides complete control. We recommend designating a Phone System Administrator to manage all user and system-level features.

Access the Portal: Use the credentials provided in your RingOffice Welcome Email to log in at: https://customer.ringoffice.com

1. Voicemail Features

Accessing Voicemail

• From your phone: Dial *98 or press the “Messages” key (if configured).
• From another extension: Dial *99, enter your Account ID (6–10 digits), followed by your Voicemail Password.
• From an external number (if enabled): Call the assigned number, enter Account ID, then Password.

Managing Voicemail

• From Phone: Dial *98, press 3 for Personal Options → 3to record greetings. Available types:
  1. Personal
  2. Name
  3. Extended Absence
  4. Standard (default system greeting)
• Voicemail Password: By default, no password is required for *98access. To set or change it:
  1. Dial *98 → 3 (Personal Options) → 2 (Admin Options) → 1 (Change Password)

From the Customer Portal

1. Login at https://customer.ringoffice.com
2. Go to IP Centrex → Phone Lines → Configure
3. Under Voicemailmenu:
   1. Voice Menu: Set password & enable password prompt
   2. Greetings: Upload or record greetings (max 3 MB, .mp3/.wav, mono)
   3. External Email: Set notification preferences (see next section)

Voicemail Notification Options

Under External Email > Action, choose one: - Forward: Sends audio file to email; not stored on phone. - Copy: Stores voicemail + sends audio file to email. - Notify: Sends email alert only; listen from phone. - None: Messages stored only on the phone.

2. Call Handling Features

Incoming Call Routing

1. Portal: IP Centrex → Phone Lines → Configure → Incoming Calls
2. Choose “Default Answering Mode”:
   1. Ring > Forward > Voicemail
   2. Ring Then Forward
   3. Ring Then Voicemail
   4. Forward Then Voicemail
   5. Ring Only / Forward Only / Voicemail Only / Reject
3. Set the Timeout (ring duration in seconds)

Call Pickup

Call Forwarding

• Enable Forwarding: Dial *72 → Enter number (e.g. 1-XXX-XXX-XXXX)
• Disable Forwarding: Dial *73

Advanced Follow Me (Portal)

1. Go to IP Centrex → Extensions → Configure
2. Click Forwardingand set:
   1. Sequential destinations
   2. Time-based routing
   3. Failover (“:FTC:”) for offline routing only if device is unregistered

Call Transfer

• Blind Transfer: Directly send call to extension/number
• Attended Transfer: Speak to transferee before completing the transfer
• Transfer to Voicemail: Use aa999<extension> (e.g. aa999200)

3. Auto Attendant

Configuration Steps

1. Portal: IP Centrex → Phone Lines → Configure → Auto Attendant
2. Edit ROOT Menu
3. Use tabs to manage:
   1. General: Time-based call handling
   2. Prompts: Upload 3MB max greeting in .mp3/.wav mono format
   3. Actions: Assign keypress options (Transfer, Voicemail, Directory)

Action Options

• Transfer: To internal or E.164 numbers (e.g. 1XXXXXXXXXX)
• Directory: Dial-by-name setup
• Menu: Route to another Auto Attendant menu
• Prompt for extension / Transfer to Voicemail

Dial-by-Name Directory Setup

• Ensure extensions have:
  1. Last name, First name format
  2. Published checkbox enabled
  3. Recorded user name uploaded

4. Fax Services

Receive Fax by Email

Send Fax via Email

1. Email to email2fax@um.ringoffice.com
2. Subject: Enter 11-digit fax number (e.g. 14165551234)
3. Attach a PDF
4. Leave email body blank

Send Fax via Portal

1. Go to IP Centrex → Send Fax
2. Choose fax account
3. Upload PDF and enter destination number

5. Call Parking

How to Park

1. Put caller on hold
2. Dial *70 (or other code). Note the announced park slot code (e.g. *711).

How to Retrieve

BLF Monitoring (Yealink, Grandstream, etc.)

Notes: - Parked calls expire after 180 minutes - Not compatible with alias-based extension calls

6. Paging & Intercom

Enable Feature

1. Go to Customer Info → Outgoing Calls
2. Enable “Paging/Intercom”
3. Define prefix (e.g. 444 or *33)

Usage

Multicast Paging (Local Phone Feature)

• Use Yealink or supported models to configure multicast via web interface
• Transmit: Define DSS key with IP (e.g. 224.5.6.20:10008)
• Receive: Add listening address via web interface

7. Yealink BLF Key Setup

1. Hold key or login to web interface → DSSKey tab
2. Set:
   1. Type: BLF
   2. Value: Account ID (not extension)
   3. Label: Name
   4. Line: Line 1
   5. Extension: Group Pickup code (e.g. 888)

8. Mobile Softphone Setup

Recommended: QR Code

• Login to Portal → IP Centrex → Extensions → Configure
• Scan QR code using Mobyx app

Manual Setup

9. Additional Feature Codes

Need Help?

Contact your internal phone system administrator or reach out to the RingOffice Helpdesk:

? helpdesk@ringoffice.com

Note: Some IP phones may have internal codes that conflict with RingOffice feature codes. Disable any conflicting codes in the phone settings to ensure proper functionality.