Choose the best VoIP phone service solution for your business
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First, what’s a VoIP phone service?
A VoIP (Voice over IP) phone service is a type of communications service that allows you to make and receive calls over the internet. Unlike traditional phone systems, it tends to be more flexible, scalable, and cost-effective.
There are tons of VoIP services out there. You could try a free or cheap VoIP service (and you should!)—just don’t expect it to have all the features you may want. On the other hand, you could go for a more expensive service, but make sure to choose something flexible that fits your unique needs.
Need a little help? Here are a few things to look for when you’re searching for the right internet calling tool for your business.
Hosting your business VoIP: What are your options?
Shopping for business VoIP can get confusing, with so many providers in the market. (It also doesn’t help that many tend to use a ton of jargon to explain their products.)
As if that’s not confusing enough, you still have to decide how to host your phone system before you even start looking for a service. You have three options:
- On-premise
- Hosted
- Hybrid
How are they different from each other? Which one can get your company the fastest return on investment?
Let’s break them down.
On-premise VoIP
On-premise VoIP is exactly what it sounds like: a VoIP phone system hosted in-house, or in your office.
In this setup, the private branch exchange (PBX, a physical or virtual switch mechanism that’s responsible for routing calls) and IP phones are connected to your office LAN (local area network) and can only be used on-site. You own and manage the entire infrastructure in this scenario. Yes, it’s a lot of responsibility.
Pros
- You have full control over your phone system (including records, messages, etc). Depending on your security protocols, there may be less chance of data breach.
- You don’t need to call a third-party provider when things go wrong. Your own IT specialists (if you’ve hired a few) can address problems as they come.
- You don’t have to worry about any price hikes by a provider.
Cons
- You have to purchase everything, from the PBX hardware and servers to the software and VoIP phones. In other words, you’re spending a lot of money upfront.
- You’ll need your own IT team to manage and maintain the entire infrastructure. For many businesses, this is considered a luxury—even large enterprises would typically rather focus their IT staff on other initiatives.
- You’ll handle the installation, repairs, and upgrades, which all take time and money. Worse, it can disrupt your everyday operations.
Who is this for?: Large, highly established enterprises that can afford to build their own VoIP phone system and hire a team with specialized skills to manage it are more likely to choose on-premise VoIP.
Hosted VoIP
Get all the features and capabilities of on-premise VoIP without having to worry about the upkeep—that’s the biggest draw of a hosted VoIP service.
In this setup, the PBX and servers are in the cloud and managed remotely by a third-party provider. You typically only need to purchase VoIP devices like IP phones, routers, and network switches (physical devices that connect computers within a network).
Hosted VoIP is so popular now that many people automatically think of it when they think of business VoIP.
Pros
- The initial cost is low because you don’t have to purchase expensive hardware or pay for installation services.
- Get up and running in a few hours! You can use your VoIP phone system as soon as you sign up.
- VoIP providers typically use the pay-as-you-go monthly subscription model, which means you only pay for what you use. Without lock-in or long-term contracts, costs usually stay predictable and manageable.
- Depending on your provider, a hosted solution could offer more advanced features like enhanced call routing and improved voicemail options.
- Since hosted VoIP is easy to deploy and may offer more features, you’ll be able to see the benefits of efficient communication and collaboration faster (meaning you can see savings and earn back your VoIP investment sooner).
- You can easily add and remove phone numbers and extensions yourself.
- Upgrades and updates to the system are free.
- With all the maintenance work delegated to a third-party provider, you can focus on more important aspects of your business.
Cons
- Providers may not be immediately available for support, since you’re not their only client. This can be easily avoided if you choose a good VoIP provider that offers round-the-clock customer service, though.
- Like with on-premise and hybrid VoIP, you may experience quality problems if the system isn’t set up correctly. Again, a good provider will make sure that doesn’t happen.
- Records and messages are kept on the provider’s servers, so the risk of a data breach may be higher (look for providers with a proven track record of top-tier security).
Who is this for?: The flexibility, scalability, and convenience offered by hosted VoIP make it a great choice for businesses of all sizes
Hybrid VoIP
Are you ready to migrate to VoIP—but not willing to give up your existing phone system just yet? That’s understandable. After all, the PBX, wiring, and handsets didn’t come cheap.
Luckily for you, there’s hybrid VoIP. For this setup, you’ll need a VoIP gateway, which is a physical device that connects your traditional phone lines and handsets to your VoIP phone system.
And that’s not the only way you can use hybrid VoIP. You can also try hosting some components in-house (like the PBX) and outsourcing VoIP services (like video conferencing, voicemail, etc.) from a third-party provider.
Pros
- The initial cost is minimal because you’re using your existing PBX phone system.
- You can enjoy lower costs per call, which is true for all types of VoIP systems.
Cons
- The PBX system can be complicated to maintain. You’ll still need a dedicated IT team to handle it.
- You may have little or no access to IT support, depending on your provider. Keep in mind that time lost from repairs can mean hours, days, or weeks of lost revenue.
- You won’t be able to use some features that are usually found in a VoIP phone (like a touchscreen display).
Who is this for?: Hybrid VoIP generally appeals to companies with an existing PBX system and are looking to slowly transition to VoIP. They typically use it as a stepping stone towards getting hosted solutions.
What makes a good business VoIP phone service?
Trick question! A good VoIP phone service is one that makes the most sense for your business.
Is it able to address your needs? Are the rates reasonable for your budget? There are lots of things you need to take into account. Here are some factors you might want to consider when looking for a VoIP phone solution or service provider.
- Advanced features - What features do you need? Look at useful features like call transfer, smart routing, conference calling, online fax, and virtual extensions.
- Reliability - Service timeouts can really put a dent on productivity. There are companies (like RingCentral) that guarantee nearly 100% uptime—this means their service is down for only a few minutes tops each year.
- Excellent customer support - Issues can come up at any time of the day or night. If you want that peace of mind, make sure your provider has a team of specialists that can deliver support 24/7.
- Affordability - A service may be able to address all your business needs. But do you have enough budget for it? Make sure the costs and your resources line up.
The options can be overwhelming when you’re looking for a VoIP phone service—but if you do a few searches, you’ll find that certain names just keep coming up. Like RingCentral! (Okay, we may be a little biased, but we’ve been a long-time leader in creating an innovative all-around VoIP product and have received awards along the way—can you blame us?)
Do you already have a VoIP phone service in mind? Why not give RingCentral a try?
RingCentral MVP™* plans for your small business
PAY ANNUALLY AND SAVE UP TO 40%
Standard
Message, Video, Phone
$27.99
off
$27.99
/user/month
**
Everything in Essentials, PLUS
- No limit on number of users
- Business phone numbers in over 100 countries
- Unlimited internet fax
- Unlimited audio conferencing
- Video meetings with up to 100 participants
- Up to 24-hour meeting duration
- Quality-of-service reports
-
Popular integrations including
Microsoft 365, Google Workspace, Slack,
and more - 24/7 support
Best value
Premium
Message, Video, Phone, Open API
$34.99
off
$34.99
/user/month
**
Everything in Standard, PLUS
- Automatic call recording
- Single Sign-on
- Multi-site admin and management
- Up to 8-digit extensions with site codes
- Hot desking
- Advanced call handling including whisper, barge, and more
- Video meetings with up to 200 participants
- Real-time analytics
- Popular CRM integrations with Salesforce, Zendesk, and more
- Industry-specific integrations with Canvas, Smarsh, and more
- Developer platform and custom integrations
Compare plans
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(800) 574 5290
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Most popular
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Standard
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Best value
Premium
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Pricing
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Annually: $19.99/user/mo
Monthly: $29.99/user/mo |
Annually: $27.99/user/mo
Monthly: $37.99/user/mo |
Annually: $34.99/user/mo
Monthly: $44.99/user/mo |
Annually: $49.99/user/mo
Monthly: $59.99/user/mo |
Business phone or toll-free numbers
One phone number for calling, team messaging,
and video
meetings access.
Each user gets a dedicated phone number at no additional cost. Essentials
edition doesn't include video meetings.
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Toll-free
minutes
Inbound Toll-free
minutes
Included minute allotment varies by tier. Toll-free minutes
are pooled across the account, regardless of number of lines. Additional minutes available for purchase.
Learn
more
Included minute allotment varies by tier. Toll-free minutes
are pooled across the account, regardless of number of lines. Additional minutes available for purchase.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Unlimited calls within the US/Canada**
Unlimited calling/phone calls within the US
and CA. Plus, choose from affordable and convenient international calling plans
that fit your business. Terms and conditions may apply.
Learn more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Enhanced Business SMS
Designed to meet latest carrier requirements and improve deliverability. Included SMS allotment
varies by tier. Additional SMS available for purchase. Available upon request.
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Voicemail-to-text
Automatically convert voicemail messages into text form so users can screen
messages easily and respond to the most important call first.
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Visual voicemail and voicemail-to-email
Access voicemail messages from your desk and
mobile phones, email, desktop app, and online account.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Team messaging
Collaborate more effectively with colleagues,
clients, and contractors with team messaging, task assignment, calendar sharing,
and more. Also, utilize out-of-the-box integrations with Jira, Asana, Box,
Google Drive, OneDrive, and more.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Document sharing
Access
documents and files stored on your computer or your Google Drive, Box, OneDrive,
and Dropbox accounts and easily share them with your team members.
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Call management and phone system
administration Sophisticated call management, enabling you
to configure your phone system across the entire company, regardless of location
or device. Optimize communication with custom admin and user configurations
online or using the mobile app.
Call management features include:
*Not available with Essentials.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Mobile apps for iOS and Android
Whether you're an Apple or Android user, you can use your smartphones and
tablets to make and receive calls, join and host meetings,
team message coworkers and partners, send and receive faxes and texts, set up
and join conferences, and configure phone system settings, notifications, and
voicemail.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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High-definition (HD) voice
To consistently deliver the highest HD quality possible, RingCentral utilizes
the Opus Interactive codec for audio and video, as well as the G.722 codec for
audio.
Learn more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Call log reports
Get a complete record of all your inbound and
outbound calls and faxes. View the name of the caller, the number or extension
dialed, as well as the time, date, and duration of the call.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Phone rental options: desk and
conference phones Rent any desk phone or conference phone for a
low monthly price.
Contact sales for details and pricing.
Learn
more
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Included in plan
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Included in plan
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Included in plan
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Included in plan
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Add Video Pro and Video Pro+ users
Administrators can add Video Pro and Video
Pro+ users from within MVP.
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Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Unlimited internet fax
Send and receive faxes from your computer, mobile device, Microsoft Outlook,
cloud storage providers (such as Dropbox), and more.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Unlimited audio conferencing
Host an
unlimited number of audio conference calls, with up to 1,000 attendees per
conference. Each user gets unique host and participant access codes.
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Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Video meetings and participants
Hold video meetings with screen sharing,
in-meeting public and private chat capabilities—anytime, anywhere, on any
device.
Maximum
number of participants varies by the video platform:
Premium with RingCentral Video (up to 200) Standard with RingCentral Video (up to 100) |
Available as an add-on
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Up to 100 people
per video meeting
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Up to 200 people
per video meeting
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Up to 200 people
per video meeting
|
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High-definition (HD) video
RingCentral delivers crystal-clear HD quality video and voice.
Learn more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Quality-of-service reports
Gain the ability to proactively review
overall RingCentral system health and diagnose quality issues impacting users. A
holistic overview of quality measured by location, endpoint, codec, ISP, and
more enables
easier monitoring and faster troubleshooting.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Popular integrations including Microsoft 365,
Google Workspace, Slack, and more
RingCentral offers the largest ecosystem of integration apps in the
communications and collaboration space to maximize productivity and efficiency.
Get integrations for bots, AI, analytics, archiving, automation, productivity,
and more.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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24/7 support
Unlimited chat and phone support.
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Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Multi-level auto attendant
Answer callers automatically with customized
greetings, and ensure every call is directed to the right employee or
department.
Learn
more
Auto-attendant is a virtual receptionist
service that greets your callers and routes them to employees, departments, or
to any phone in the world (i.e. an employee's mobile phone, an office deskphone,
or a virtual phone on the RingCentral app).
With the multi-level auto attendant feature, you can create rules to handle
incoming calls for multiple office locations or language selections. For
example:
“Press 1 for our New York office. 2 for Chicago office. 3 for Los Angeles
office.” OR
“Press 1 for English. Marque 2 para Español.”
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Available as an add-on
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Included in plan
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Included in plan
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Included in plan
|
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Professional implementation
Get the most out of RingCentral with a
portfolio of professional and personalized services, ranging from planning,
designing, and implementation to project management, ongoing support, and
consulting.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Call recording
Automatic call recording: Set your
RingCentral phone system to automatically record inbound and outbound calls for
individual users or inbound calls for departments.
On-demand call recording: Allows Users to
manually record phone calls anytime using an IP Phone provisioned with
RingCentral, Forwarding Number, or RingCentral Phone for Mobile.
Learn
more
|
Available as an add-on
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On-demand
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Automatic
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Automatic
|
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Compatible with RingCentral Rooms™ (add-on)
Turn any space into a conference room.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
|
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Compatible with RingCentral Room Connector (add-on)
Room Connector allows room conferencing systems on legacy hardware with SIP-based endpoints (third party endpoints) to connect and access video meetings on RingCentral.
Learn
more
|
Available as an add-on
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Included in plan
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Included in plan
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Included in plan
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Single Sign-on
Users can log in to RingCentral automatically with their corporate credentials.
Reduce the IT cost of assisting in password recovery and benefit from a central
authentication point that securely accesses your RingCentral service from any
device.
Learn
more
|
Available as an add-on
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Available as an add-on
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Included in plan
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Included in plan
|
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Multi-site admin and management
Get the flexibility to manage and support
your branch offices based on their unique operational needs.
Learn
more
|
Available as an add-on
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Available as an add-on
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Included in plan
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Included in plan
|
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Up to 8-digit extensions with site codes
Simplified intra-site dialing for large multi-site customers.
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Available as an add-on
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Available as an add-on
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Included in plan
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Included in plan
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Hot desking
Allows users to log in to shared phones to access their own RingCentral
extensions, voicemail and greetings, and other features.
Hot desking lets employees share office desk phones while keeping their separate
extensions, greetings and voicemail access.
It enables companies to save costs of desk phones while still letting their employees remain productive. |
Available as an add-on
|
Available as an add-on
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Included in plan
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Included in plan
|
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Advanced call handling including whisper, barge,
and more
Advanced call management controls (monitor,
whisper, barge, takeover) to allow authorized users to listen in on employee
calls with clients to monitor the conversation, provide coaching, and facilitate
discussion.
Other
features include overflow call queues, user groups, and role-based access
control with customized roles/permissions.
|
Available as an add-on
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Available as an add-on
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Included in plan
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Included in plan
|
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Real-time analytics
Gain
real-time insights into your RingCentral system and gather business-relevant
data, alerts, and reporting metrics.
|
Available as an add-on
|
Available as an add-on
|
Included in plan
|
Included in plan
|
|
Popular CRM integrations with Salesforce, Zendesk, and more
Bring the functions and features of
RingCentral MVP into your business apps such as Salesforce, Zendesk, Microsoft
Dynamics, ServiceNow, etc.
Learn more
|
Available as an add-on
|
Available as an add-on
|
Included in plan
|
Included in plan
|
|
Industry-specific integrations with Canvas, Smarsh, and more
Bring the functions and features of
RingCentral MVP into your vertical's business apps such as Canvas, Smarsh, etc.
Learn more
|
Available as an add-on
|
Available as an add-on
|
Included in plan
|
Included in plan
|
|
Developer platform and custom integrations
RingCentral APIs let you create your own
custom applications and seamlessly integrate business communications into your
key business processes, so you can automate workflows, drive efficiency, and
gain valuable
insight from communications data.
Visit
Developer Portal
|
Available as an add-on
|
Available as an add-on
|
Included in plan
|
Included in plan
|
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Device status reports
Monitor
hard phone registration status globally and gain visibility into your devices'
history.
|
Available as an add-on
|
Available as an add-on
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Available as an add-on
|
Included in plan
|
|
Device status alerts
Set up
automated monitoring rules and receive notifications when devices are offline.
|
Available as an add-on
|
Available as an add-on
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Available as an add-on
|
Included in plan
|
|
Unlimited storage***
Store an unlimited* amount of documents, spreadsheets, presentation files,
contracts,
invoices, images, videos, and recordings.
*Retention period applies.
Store an unlimited* amount of content within your RingCentral app. This could be
documents, spreadsheets, presentation files, contracts, invoices, images, or
videos that you send as attachments within messages; or these could be the
recordings of your video meetings.
*Retention period applies. |
Available as an add-on
|
Available as an add-on
|
Available as an add-on
|
Included in plan
|
The search for the world’s easiest meetings platform is over.
Michael Moxley
Vice President
Our opportunities for connection have increased 5x, and in a mere 14 months we’ve achieved ROI of 35% cost savings with RingCentral.
Randy Boyd
Infrastructure Architect
Since we replaced the landline phones across our locations with RingCentral, we’re already seeing a cost saving of 20%.
Bron McCall
CTO
RingCentral has dramatically improved our efficiency and customer service. We’ve added 10% to our bottom line, easily, and reduced employee stress levels!
Ed Sieber
Owner and President
Important details and disclaimers