We often note that setting up your Apps Admin structure is critical to your planning and daily operations in any system, whether it's a Google Apps Deployment or a RingCentral VoIP PBX.
Review 4 Best Practices in Assigning Apps Admin Rights:
- Provide Specific Access To Users Without Giving Full Admin Rights. In many IT systems, admins can make the mistakes of having two levels of access: Basic Access and Admin Access. When you give full admin access to someone who, say, just got a minor promotion, you're giving them access to a world of power they shouldn't have. Instead, your goal should be empower them to do their jobs, and just their jobs.
- Prevent Unauthorized Changes. This ties into the first point, but it's basically the sum of your job as an Apps Admin. No user in the system should have access to something they shouldn't, and neither should third parties. Use role-based access control to accomplish this.
- Make Use Of Predefined User Roles. Predefined user roles come with RingCentral's cloud system. These include "Standard" roles, various levels of "Admin" roles, and even a "Manager" role. Predefined user roles can be edited to create Custom roles, as well.
- Apply Roles Across The Organization. Using templates and bulk uploads, you need to be able to apply roles across your organization. More on that below.
Set Up Admin and User Roles in RingCentral
All the key things a RingCentral Apps Admin needs to do can be done by learning how to manage User and Admin Roles. We're going to start by listing the seven predefined roles, and who they might be suited for.
- Super Admin. Full access to the entire system. Only advisable for the Apps Admin or business owner.
- Phone System Admin. Access to the Phone System's settings in addition to normal User-level settings. A communications expert would be best suited to managing this one.
- Billing Admin. Access to user settings, international dialing, analytics features and billing functions. You can imagine who this suits.
- User Admin. Essentially, an elevated Standard User. They can administrate themselves and others, perform international dialing and have access to system features and applications. Save these for high-level employees who can do a lot of different things, but don't give them full Super Admin access.
- Manager. Standard user permissions, plus international dialing, plus access to certain features like Reports and Company Call Log. Ideal for...well, managers.
- Standard/Standard (International). Standard users have access to all standard user settings and features, while Standard (International) get the added boon of international dialing. These two predefined roles make up the lowest in the hierarchy, and are ideal for new employees starting at the bottom.
To access this list of predefined roles, open your RingCentral interface, select "Users" and then "Roles". From there, you can look at each role type, add your own role types, or customize existing roles. You can use this Roles interface to mass-assign Users to custom or predefined roles. On this same interface, you can also select "User list" to search through people who use the system and what roles they have. You can select an individual user and edit their roles in their User Details, if you just need to change one user's access level.