Ring groups are a traditional feature which is used in an enterprise phone system. It is an excellent tool for managing incoming calls within an organisation. VoIP system ring groups are more powerful as they offer a lot more options for the distribution of all incoming calls among a group of employees. Before we discuss how to set a ring group, we should understand the critical details of a Ring group and how it is beneficial. What exactly is a ring group and why you need one or more ring group in your office?

What are Ring groups?

A Ring group is a method for several devices to ring whenever there is an incoming call. Anytime there is an incoming call it is connected to a ring group and every device which is included in the ring group will start ringing in a precise order or simultaneously. You can change ring group details such as:

  • The specific order in which the devices should ring.
  • The number of devices that are incorporated into the group
  • The duration of the ringing
  • What to do if no one in the Ring group answers the call

Benefits of using a ring group?

The ring group has two main purposes. First, the ring group is used to make sure that there is an even distribution of all the incoming calls between a particular number of employees. The office department such as sales, tech support, customer service, and project teams often use a ring group for this purpose.

Secondly, the reason to use a ring group is to ensure that every caller does not have to wait for a long time before anyone answers their call. Once more this is a great and useful feature for tech support and the customer service teams. In addition, there are other groups such as managers and representatives who can handle very important clients by using the ring group.

Are ring groups right for a small business?

Majority of the above-mentioned examples are applicable for big corporations with a lot of workers and departments. However, the ring group can provide benefits for small businesses as well even if they only five or six employees.

For example, let us assume a business with five workers in the office and no departments share their work according to the expertise of everyone. The business might not even have reception is to answer the calls therefore if they used ring group then they could set up all their incoming calls to ring on every desk phone present in the office. Then whoever is free to pick up the call or is closest can answer the call.

Let’s imagine another situation. If there is an office with three salespersons working in the same office then if they want all of them to have equal opportunities for closing the deal then the business can set up ring groups in a way that all the incoming calls cycle through every phone until somebody answers.

How to create a ring group?

Ring groups are extremely useful and provide a lot of benefits. A lot of providers give you some options in which you can setup a ring group. You might need to buy additional ring groups once beyond the provided free limit. Creating and administering ring groups is quite easy and quick. You can also modify the configuration settings whenever you want. You can add users to a particular group or remove them according to your current employees’ number within the office. You can also allow and disable them for particular period, obviously the workflow is going to be somewhat different for every VoIP service provider. However, the essentials will remain the same. You can choose the incoming calls number that the users within the ring group will get and configure what to do with every call.