RingCentral setup guide

Before you start

• ✓A RingCentral plan that includes business texting (SMS).
• ✓The RingCentral login for the user whose number should send texts. For the main company number, that's the Operator Extension user, usually extension 101.
• ✓Optional: a RingCentral admin login, if you want calls on every line logged, not just one user's.
• ✓Texting registration done in RingCentral, or in progress. See Texting registration.

You don't need a new phone number. Nothing about how your phones ring changes.

Connect RingCentral

1. 1Sign in to the Contractor Systems app and open Setup. Scroll to 6. Phone system.
2. 2Next to RingCentral, click Connect. A RingCentral sign-in page opens.
3. 3Sign in with the RingCentral user you want texts to come from. To text from your main company number, sign in as your Operator Extension user (see below). To log calls on every line, sign in as a RingCentral admin.
4. 4Review the permissions and click Authorize. You're sent back to Setup and RingCentral shows Connected.

What we ask RingCentral for

You sign in on RingCentral's own page. We never see or store your RingCentral password.

Pick your numbers

After connecting, Setup loads the numbers on your RingCentral account under Your numbers. Each one is labeled Main company number, Company number, or Direct line.

1. 1Check every number you want watched. Calls and texts on checked numbers are logged in the Inbox, and missed calls on them can get a text-back.
2. 2Under Text from this number, pick the one number texts should go out from. That's the number customers see on text-backs, Inbox replies, and review requests.
3. 3Click Save numbers.

The list header tells you what you're looking at: Every number on your RingCentral account when you connected as an admin, or Only this login's numbers when you didn't.

Missed-call text-back

When a call to a watched number goes unanswered, the caller gets a text within seconds from your texting number.

1. 1In Setup, under Missed-call text back, switch it on.
2. 2Edit the message, or keep the default. {business} becomes your company name and {name} becomes the caller's first name (or "there" if we don't know it yet).
3. 3Click Save message. Use default puts the original wording back.

Rules we always follow

• ✓One text-back per missed call, and at most one per caller per day.
• ✓Never to a customer marked do-not-text.
• ✓A reply of STOP (or UNSUBSCRIBE, CANCEL, QUIT, END) marks the customer do-not-text. START turns texting back on.
• ✓Answered calls never get a text-back.

Calls and texts in the Inbox

• ✓Every finished call on a watched number is logged with its duration and whether it was answered.
• ✓Callers we don't know yet are added as new customers automatically, by phone number.
• ✓Calls, the text-back, and every text in either direction appear on the customer's conversation in the Inbox, on the web and the iPhone app.
• ✓You get a push notification for missed calls.
• ✓Replies you send from the Inbox go out from your RingCentral texting number and also appear in the RingCentral app.
• ✓Texts your team sends from the RingCentral app show up in the Inbox too, so nobody double-answers.

Texting from your main number

RingCentral only lets one user text from the main company number: the Operator Extension. To use your main number for text-backs:

1. 1In the RingCentral Admin Portal, go to Auto-Receptionist → Operator Extension and note which user it is (extension 101 by default).
2. 2Make sure that user has SMS turned on for the main number.
3. 3In Contractor Systems Setup, click Connect (or Disconnect, then Connect) and sign in as that user.
4. 4Under Your numbers, the main company number now shows Text from this number. Pick it and click Save numbers.

Tip: if the Operator Extension user is also a RingCentral admin, one connection covers both: texts from the main number and calls logged on every line.

Texting registration (10DLC)

US carriers require businesses to register before texting from local numbers (called 10DLC). Toll-free numbers need toll-free verification instead. This is done once, in RingCentral, not in Contractor Systems.

• ✓In the RingCentral Admin Portal, look for the SMS registration (TCR) section and submit your business details.
• ✓Approval usually takes a few business days. Until then, carriers may block texts from that number.
• ✓Texts sent through the integration use your RingCentral plan's included messages.

Not sure if you're registered? Ask us on your setup call and we'll check with you.

Troubleshooting

Disconnect

In Setup, click Disconnect next to RingCentral. We remove our webhook from your RingCentral account and stop sending texts from it. Your numbers, call history, and messages in RingCentral are untouched, and the calls and texts already in your Inbox stay there.