RingCentral Office@Hand from AT&T

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Office@Hand: User Roles and Permissions
Article #3067

How do I set up User Roles and Permissions? How do I assign a specific role to Users?

User Roles give Admins the ability to control what users can do within the system, without giving full admin access. A Role is a collection of Permissions which could be based on a job function. Permissions are assigned to Roles and Roles are assigned to Users.

Key Features and Benefits

  • Enforce company security policy with flexible role-­based access control
  • Empower an admin to assign roles to users and grant permissions based on the positions in the companies
  • Out of box solution for fast onboarding. Easily grant the access privilege to selected users with 7 pre­defined roles
  • Ability to create custom roles that meet business needs (for Premium and Enterprise customers only)
  • Templates and bulk upload options to efficiently apply roles among users across an organisation
  • Set Custom Roles as Default roles for users

Predefined User Roles and Permissions feature is available to all RingCentral Office@Hand customers. Custom Roles and Permissions feature is only available to Premium and Enterprise Editions.

Use Case Scenario:

A telemarketing company wants to limit the phone configuration access to the IT Department, and only allow normal access other employees. With User Roles, the Super Admin can assign the predefined Phone System Admin role to all IT Staff then assign the Standard (International) or Standard roles to the rest of the employees.

Click on any of the links below to learn more about the User Roles and Permissions.

How to Access Roles
     Predefined Roles
     Permissions
     Create a Custom Role
Modify Roles
     Edit Permissions for Custom Roles
     Set a Default Role
     Assign Roles via Assigned Users
User list ­- Roles
     Assign Role via User Details

How to Access Roles

  1. Log in to your Office@Hand account as an Administrator.
  2. Go to Users > Roles. You may access the following on the Roles Page:

    Go to Users > Roles

    Predefined Roles
    Permissions
    Create a Custom Role
    Set a Default Role
    Assign Roles via Assigned Users

Predefined Roles

There are seven (7) Predefined Roles that are built­in roles with a set of permissions. These roles are readily available to all RingCentral Office@Hand customers. Permissions granted to Predefined roles cannot be modified.

Note: Standard (International) is assigned to new users by default unless a different role have been set as default.

Role Name Description
Super Admin Full system access. On Initial setup, only the Super Admin can make changes to Roles and Permissions.
Phone System Admin Admin Full phone system access plus Standard International.
Billing Admin Billing functions plus Standard International and Manager functions.
User Admin User management functions for all users plus Standard International along with Groups access.
Manager Company reporting functionality plus Standard International.
Standard (International) User level access with international dialing access. This is the default role assigned to new users. 
Standard User level access without international dialing access.

Permissions

Permissions can grant access or ability to modify multiple functions and features.

Main Permission Individual Permissions Permission Details
General

• Overview
• Messages 
• Contacts
• Standard user tools

Permission to access the general sections of the
RingCentral Office@Hand is given to all Users. This allows users to view their messages, add or edit their contacts, and access RingCentral Office@Hand ‘s standard user tools.
User Settings • Call handling & forwarding
• Messages & notifications
• Outbound caller ID
• Outbound fax settings
• Phones & numbers
• Screening, greeting & hold music
• User Info
Access to view and modify all Users’ settings is granted to the Super Admin and User Admin predefined roles. Permission for each of these sub­sections can be given individually so users can view and modify the user ­level settings on their own extension.
Phone System • Auto­receptionist
• Company numbers & info
• Directory assistance
• groups
• Phones & devices
Access to view and modify all settings under Phone system is granted to the Super Admin and Phone System Admin predefined roles.

Permission can be given individually so users can view and modify the company settings for each of these sub­sections.

User Management • Roles
• Templates
• User Groups
• Users
Access to view and modify all settings under User
Management is granted to the Super Admin predefined role, while the User Admin predefined role can view and modify all settings under User Management except the Roles section.

Permission for each of these sub­sections can be given individually so users can view and modify the settings (depends on permissions granted under the User Settings) of another extension.

Billing • Device orders
• International calling
(enable/disable)
• Payment Method
• Service Plan

Access to modify some and view all settings under the Billing tab is granted to the Super Admin and Billing Admin predefined roles.

Permission for each of these sub­sections can be given individually so users can view the RingCentral
Office@Hand ‘s Service summary and Calling rates, modify International calling settings, and renew contract.

Policies • Domestic calls
• Internal calls
• International dialing
When granted these permissions, User can access Domestic, Internal, International dialing.
Tools • Account administration
• Account validation
• Appearance
When granted these permissions, User can access the Tools tab and the indicated features under Tools.
Features • Configure intercom
• Configure presence
• Desktop app
• Full company call log
• HUD
• Meetings app access
• Mobile app
• Organise conference
• Reports
• Third party apps access
• User Call Log ­ Delivery
• User Call Log ­ Full Access
• User Call Log ­ View Only
When granted these permissions, users will be allowed to use specific features available on their RingCentral Office@Hand account.

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Create a Custom Role

Custom roles can be created or modified by a Super Admin or an Admin with User Management > Roles permission.

Admins can then specify the Permissions of the Custom Role.

Follow the steps below to learn how to create a Custom Role.

  1. Click New Role.

    Click New Role.

  2. Select a role to use as a starting point. Click Next to proceed.

    Select a role to use as a starting point. Click Next to proceed.

    Note: Both predefined and existing custom roles are available as a starting point.

  3. Enter the Name and Description of the new role and click Next.

    Enter the Name and Description of the new role and click Next.

  4. Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove. Click Create Role to proceed.

    Check the box beside the permissions you want to grant and uncheck boxes for permissions you want to remove.
    Click Create Role to proceed.

  5. You may proceed to assign users to the role or select to assign later.

    You may proceed to assign users to the role or select to assign later.

    Assign Roles via Assigned Users
    Assign Role via User Details

Modify Roles

Edit Permissions for Custom Roles

  1. Select a Custom role from the list.

    Select a Custom role from the list.

  2. Click Edit.

    Click Edit.

  3. You may now edit the Role Name, Description, and Permissions. You may also set it as the default role.

    You may now edit the Role Name, Description, and Permissions. You may also set it as the default role.

    Check the box beside the permissions you want to grant and un-check boxes for permissions you want to remove.
    Click Save to complete changes.

Assign Roles via Assigned Users

Set a Default Role

  1. Select a role from the list. You can set either Predefined or Custom role as default role.

    Select a Custom role from the list.

  2. Click Edit.

    Click Edit.

  3. On the Overview tab, check the box beside Set as Default.

    On the Overview tab, check the box beside Set as Default.

    A notification will appear, Click OK to proceed.

    A notification will appear, Click OK to proceed.

    Click Save.

    The role will now be the default role assigned to new users.

Assign Role via Assigned Users

  1. Select a Role from the list. You can edit the Assigned Users for both Predefined and Custom Roles.

    Select a Role from the list.

  2. On the Assigned Users tab, click Assign User.

    On the Assigned Users tab, click Assign User.

  3. Select Users from the list.
    Check the box beside the User you want to assign then click Assign.

    Check the box beside the User you want to assign then click Assign.

    Note: You may filter the list to show all users or show users you have selected
    The User will now appear in the Assigned Users list.
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User list ­ Roles

Roles are indicated for users and immediately shown on the User list.

Roles are indicated for users and immediately shown on the User list.

Assign Role via User details

  1. Click the User you want to modify.
  2. Go to User Details > Settings & Permissions, click the Edit button under Roles.

    Go to User Details > Settings & Permissions, click the Edit button under Roles.

  3. Select a Role then click Save.

    Select a Role then click Save.

    Note: Review the permissions granted to make sure you are selecting the appropriate role.

Keywords: administrator, admin, users, access, permission, user permissions, user roles, 3067