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CLOUD PHONE • ADMINISTRATION
Call recording
Enable automatic call recordings for inbound and outgoing calls or record calls on demand.
What is Call Recording?
Businesses today need to be able to communicate with their clients quickly and efficiently. Your business phone system must have a call recording option to achieve this. Once call recording is activated, you can access recorded calls and have a copy of the conversation, aside from knowing who called. The functionality of an automatic call recorder helps businesses maintain high-quality service and train new agents, investigate disputes between company personnel,and more. Discover how call recording from RingCentral can help you improve your business.
On-demand call recording
Record your phone calls by simply pressing a button to start and stop the recording when you want, so no one misses any critical information during an interaction. Callers will hear a notification when the call recording starts and stops. As an admin, you can customize the call recording announcement callers will hear before recording any business call.
Automatic call recorder
Meanwhile, the Automatic Call Recording (ACR) option enables you to record incoming and outgoing calls automatically. When this call recording feature is active, there's no need to worry about missing anything important from any phone call. You’ve got an automatic phone call recorder that captures everything, right then and there. You can even play back the call recordings online or download the recorded conversations to your computer. To activate each user, use the RingCentral admin account.
How to record a phone call with RingCentral
So, how do you record a phone call as a RingCentral user? Fortunately, as with most things on the RingCentral platform, it’s easy and intuitive. The first step is for an admin of your RingCentral account to turn on on-demand call recording, automatic call recording, or both.
To turn on on-demand call recording:
- Head to the Admin Portal and then select Phone System from the top menu.
- Got to Auto-Receptionist and then General Settings.
- Head to your company’s Main Site and then select Call Recording.
- Toggle Enable On-demand Call Recording on.
- You then have an option to employ a custom voice message to inform callers you’re recording calls, either at the start or the end of the call. To do so, click Edit under either Announcement on Start or Announcement on Stop.
- Select Custom and then follow the instructions to record your custom message either by phone, computer microphone, or by importing a file. Then select Done.
- Select Save, and you’re done turning on on-demand call recording.
To turn on automatic call recording:
- Follow steps 1-3 above.
- Toggle Enable Automatic Call Recording on.
- Select Yes in the confirmation window.
- Follow the instructions to choose your optional settings regarding call recording tones, announcements, and muting.
- You then have an option to employ a custom voice message to inform callers you’re recording calls, at the start of the call. To do so, click Edit under Call Recording Announcement.
- Select Custom and then follow the instructions to record your custom message either by phone, computer microphone, or by importing a file. Then select Done.
- You’ll then want to set the users, groups, and types of calls to record. Select Edit under Extensions to Record. Then use the tabs at the top of the page to make your choices regarding, users, extensions, types of calls, and more.
- Once you’re done, select Save.
For automatic call recording, that’s the end of the story. With the on-demand alternative, you need to know how to record a call when the need arises—i.e., how to turn on the on-demand recording.
Here’s how to record phone calls on the RingCentral desktop app:
- When you’re in a live call, click More
- Then, select Record from the dropdown menu
- A recording icon will appear on screen to confirm the recording
- To stop the recording, either click the recording icon or re-open the More menu, and click Stop recording.
But how do I record a phone call on my mobile device, we hear you ask. Fortunately, with RingCentral it’s just as easy-regardless of your smartphone’s operating system.
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How to record a phone call on iPhone
Here’s how to record phone calls on iPhone using the RingCentral mobile app:
- When you’re in a live call, tap More
- Then, select Record from the dropdown menu
- A recording icon will appear on screen to confirm the recording
- To stop the recording, either tap the recording icon or re-open the More menu, and tap Stop recording.
- Then, tap Stop in the popup to confirm.
How to record a phone call on Android
RingCentral doesn’t discriminate against those users who don’t have Apple devices. Android call recording is just as easy:
- When you’re in a live call, tap More
- Then, select Record from the dropdown menu
- A recording icon will appear on screen to confirm the recording
- To stop the recording, either tap the recording icon or re-open the More menu, and tap Stop recording.
- Then, tap Stop in the popup to confirm.
Everything you need from a call recorder app & more
RingCentral RingEX is a lot more than a phone call recording app. It’s a truly unified communications platform that can help you seamlessly manage all your business communications. That said, it does still boast all the must-have features of the best call recording apps:
Easy-to-set-up call recording software features
As part of the business VoIP system, RingCentral can help you and your business to be more responsive and professional. Your admin can enable automatic call recordings for all incoming calls to departments. They can also set up automatic phone recordings for one or multiple users in just a few clicks. Likewise, if you opt for on-demand call recording, you can also quickly select incoming and outgoing calls to record.
Downloadable enterprise call recordings
With RingCentral, businesses can have the capacity to receive and process many phone conversations. Once you activate the call recording feature for your account, it will store up to 100,000 business recordings per account. You can also easily access and download these files individually or in bulk.
Need some help reviewing all those important calls? We also offer transcripts of your phone calls—not something you get from all apps to record phone calls.
Need some help reviewing all those important calls? We also offer transcripts of your phone calls—not something you get from all apps to record phone calls.
Flexible call recording option announcements
As part of legal compliance, all parties who get the activated call recording option can receive default or custom announcements for all their inbound and outbound calls. For owners of RingCentral phone numbers, you will automatically receive emails once your admin has enabled the automatic call recordings feature for your phone number.
On the other hand, to ensure call recordings are lawful and incoming callers can give their consent and appropriate permissions, they will hear an announcement before the call recording begins.
On-demand VoIP call recording option
Not all business phone systems include on-demand call recording software features, but RingCentral’s do. RingCentral users can start and end recording anytime during the call.
Works across devices
Apps for recording phone calls should work across as wide a range of devices as possible. With RingCentral, the call recording feature can be activated across all iOs and Android devices to track your business calls done on the RingCentral app.
Likewise, you can record calls on desktop and access your recorded phone conversations on your call logs.
Use cases for business phone recording
Business phone call recording is something that’s vital for a wide array of organizations, across different industries. Here are just a few common examples of when companies may need to record calls:
Legal Compliance and Documentation
Businesses must comply with federal laws once they activate call recording features. In some instances, these recordings can be used in court. Hence, businesses must seek consent from the callers and inform them that your company does record phone calls.
Most states require one-party consent only, but others require all-party consent before you record incoming phone calls. To seek your clients' permission, and to comply with the rules, your business phone system must have a trustworthy call recording feature.
To monitor phone calls and train your staff
Contact centers use voice recorders and call recording apps to train employees and monitor their performance in the workplace.
With a call recording, you can go back and explain to your team what improvements to make and how they can handle different situations encountered.
With a call recording app, you can check whether your team offers high-quality phone conversations to your clients.
Evidence for dispute resolution
Organizations with an automatic call recorder can use their audio recordings to resolve disputes.
You can always refer to these call recordings to clarify phone conversations. A customer with a concern about how the call was handled? A supervisor can check the facts.
Improve Customer Service
The benefits of using call recordings for business are many and varied. Another of them is to improve your customer service.
Instead of just using recorded conversations to train agents, you can also use them as an opportunity to find patterns in customer behavior, which will help you better anticipate their needs going forward.
Call recording frequently asked questions (FAQs)
The best call recording software for your business depends on your unique needs. However, why settle for even the best call recorder, when you could have a truly unified communications solution with call recording built-in? That’s what you get with RingCentral RingEX.
With the RingCentral app, you don’t have to install other call-recording apps. As part of the wider RingCentral RingEX VoIP system, you already have two ways to record calls: on-demand (manual) and automatic.
The call recording feature is available to anyone who uses:
- RingCentral IP phones
- The RingCentral App on desktop and laptops
- The RingCentral App installed on your iPhone and Android mobile phones and tablets.
When you record calls with RingCentral, you also have the option of recording custom announcements to let your callers or call recipients know. There are two main ways to do so; via phone or with your computer microphone.
To record via phone, first, you need to open your RingCentral mobile app. From the screen, you'll see the list of icons. Click the Phone icon, then enter a new number where RingCentral can call you to record your custom greeting. Click Call Now, and you can proceed with the call recording process.
You'll receive an automated call from RingCentral detailing how to record your custom greetings. To start, press 1 to record. When you are done, press the pound (#) key. You'll hear another prompt afterward:
- Press 1 - Save your custom greeting.
- Press 2 - Listen to your greeting.
- Press 3 - Change your greeting.
After the recording, you'll be redirected to the Call Recording Announcement section, where you can take the following actions:
- To listen to your custom Automatic Call Recording Announcement, click the Play button.
- To change or replace your custom Automatic Call Recording Announcement, click the Re-record button.
- To download and save your custom Automatic Call Recording Announcement to your computer, click the Download button.
- Click Done. You'll be redirected to the Call Recording Settings section, then click Save.
If you want to record your custom automatic call recording greeting via computer, first, you must log in to your RingCentral account.
Click on the Settings tab, then choose Phone from the list. Under the General section, Click on the Edit button of the Extension Settings. You'll be redirected to a new browser window to edit your settings.
Choose Settings, then Choose the Screening, Greeting & Hold Music tab. Once your call recording is enabled, you can click Edit and choose from the drop-down menu from Default to Custom.
From the Computer Microphone, click the record button. If you want to stop, press the Record button again. To listen to the recording, press the Play button. Then, click on the Upload button to save the custom greeting. Then, click done. You'll be redirected to the Call Recording Settings page. Finally, click Save.
No, not if you’re using RingCentral RingEX as your call recording app. On-demand call recording is included as standard within the Core, Advanced, and Ultra pricing plans. The automatic call recording (ACR) feature, meanwhile, comes as standard for Advanced and Ultra customers.
Recorded calls are automatically saved in call logs for up to 90 days, with up to 100,000 recordings per account. Then, you can download the audio files to your dropbox for storage. You can also download the recordings for your records or playback them in the future.
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