- RingCentral Office is a complete cloud-hosted unified communications system that offers several calling, collaboration, and mobile features and tools.
- RingCentral is available in four service plans that range from $20 to $60 per user per month.
- RingCentral has an uptime of 99.999%, which means service is down for only a handful of minutes each year.
- This review is for small business owners who want to learn more about RingCentral, our choice for the best business phone system for collaboration.
RingCentral Office is a robust, cloud-hosted Voice over Internet Protocol (VoIP) unified communications system that has many of the features small businesses want in a phone solution. You get unlimited calling, video conferencing and messaging in one platform. When you factor in its ease of use, reliability, and complete package of features and tools, you will be hard-pressed to find a more complete business phone system. For these reasons and more, RingCentral is our pick for the best business phone system for collaboration.
RingCentral offers four plans that vary based on price and features. While most business phone system providers offer multiple plans, the breadth of options RingCentral offers is a nice bonus. The variety of plans allows businesses to ensure they aren't paying for features they don't need and allows businesses with different budgets to take advantage of RingCentral's outstanding platform.
RingCentral provides both monthly and annual pricing options. You can save up to 33% by paying annually. Here is a breakdown of the RingCentral plans for businesses with up to 99 employees:
- Number of supported users: Up to 10
- Cost: $29.99 per user per month when billed monthly or $19.99 per user per month when billed annually
- Toll-free minutes: 100
- Features: Unlimited calling, unlimited business text messaging, visual voicemail, voicemail to email, document sharing, team messaging, call log reports, and mobile apps for iOS and Android
- Number of supported users: Unlimited
- Cost: $37.99 to $39.99 per user per month when billed monthly or $27.99 to $29.99 per user per month when billed annually
- Toll-free minutes: 1,000
- Features: Everything in the Essentials plan, plus unlimited audio conferencing; video conferencing with up to 100 attendees; online faxing; a multilevel auto-attendant; integrations with Office 365, Google Workspace and Slack; and 24/7 customer support
- Number of supported users: Unlimited
- Cost: $44.99 per user per month when billed monthly or $34.99 per user per month when billed annually
- Toll-free minutes: 2,500
- Features: Everything in the Standard plan, plus the ability to host video meetings with up to 200 people; automatic call recording; multisite support; custom app development and deployment; single sign-on; real-time analytics; advanced call handling; hotdesking; and integrations with Salesforce, Zendesk and Canvas
- Number of supported users: Unlimited
- Cost: $59.99 per user per month when billed monthly or $49.99 per user per month when billed annually
- Toll-free minutes: 10,000
- Features: Everything in the Premium plan, plus unlimited storage, device status reports and device status alerts
Did You Know: RingCentral offers four service plans ranging from $20 to $60 per user per month.
One reason RingCentral stands out from its peers is its wide selection of PBX features and tools. The platform offers all of the calling, collaboration and mobile features that businesses of all sizes value, such as unlimited calling, HD voice, call recording, call queues, groups, call whisper and barge, multilevel auto-attendants and call log reports.
We selected RingCentral as our pick for the business phone system with the best collaboration features because it is a true unified communications system. You can host audio conference calls with up to 1,000 participants and video conferences that allow for screen sharing with up to 200 attendees. The platform also includes text messaging and team messaging.
The RingCentral mobile app, available for iOS and Android devices, lets you make and receive calls, send and receive faxes and texts, set up and join conference calls, and check voicemail. You can also change system settings and receive notifications via the app.
RingCentral also offers a robust desktop app that lets you tap into your phone system from any computer. From the desktop app, you can make and receive calls via softphone, host video conferences, and message both co-workers and customers.
In addition, RingCentral offers inbound and outbound contact center services. Features include interactive voice response, omnichannel capabilities, outbound dialing, performance management and analytics.
Tip: You can access your phone line from anywhere using the RingCentral mobile and desktop apps.
Ease of use is a huge benefit of RingCentral Office. Because this system is hosted in the cloud, there is no equipment to install, and the system can be completely controlled from an online portal that can be accessed from anywhere with an internet connection.
One unique aspect of RingCentral is setup assistance. RingCentral provides new customers with an implementation specialist who determines exactly how many phones you will need and helps you choose new numbers or transfer existing numbers.
With RingCentral, you can select local, toll-free and vanity numbers. If you are an established business, you can port your number over from your previous phone system to RingCentral. If you go this route, you will receive a temporary number while the transfer takes place. RingCentral estimates that the porting process takes two to four weeks to complete.
The system runs on the same internet connection your company already uses. RingCentral recommends businesses use a high-speed DSL, cable or fiber-optic connection for the phone system. There should be dedicated upload and download bandwidth of at least 90 Kbps for each voice line.
One piece of hardware you will need is phones. You can purchase IP phones from RingCentral or an outside vendor. If you buy them from RingCentral, they are preconfigured and ready to use as soon as you receive them; all you need to do is plug them into your network to start making and receiving calls. If you buy phones from an outside vendor, you will need to work with the RingCentral tech team to configure them. RingCentral also offers the option to rent phones for a monthly fee.
Part of what makes the phone system so easy to use is that administrators control the entire system via an online portal. Within the portal, administrators can add and change users, assign phones, and manage extensions and groups. Employees can also log in from their computers and smartphones to manage their settings and use their softphone to make and receive calls directly from their computers.
The system's reliability is another benefit of RingCentral. The company uses both a distributed, redundant network to route calls around broken links and redundant data centers to safeguard service during any outages. It has 17 data centers around the world. If you need maintenance or service goes down for another reason, data instantly and seamlessly transfers to one of the other centers.
RingCentral employs a seven-layer security process that monitors every aspect of the system. The layers are the physical, infrastructure, host, data, application, business processes and enterprise level of each client's organization. The system-wide security includes transmission security to prevent the interception of communications, as well as firewalls and session border controls, multiple authentication levels, intrusion detection systems, fraud analytics, vulnerability scans, and usage throttling.
RingCentral is also looking to beef up its security with its recent acquisition of new technology to provide a deeper level of encryption.
Thanks to these measures, RingCentral has one of the highest uptimes of all cloud-hosted VoIP business phone systems, at 99.999%. This means the service is down for only a couple of minutes each year.
Key takeaway: >RingCentral doesn't require any special equipment installations, it is managed from an online portal, and the service is extremely reliable.
There is a lot to like about RingCentral, but there are some potential downsides. One is that if you choose the Essentials plan, you don't have access to any of the audio- or video-conferencing tools. If you need these, you will be forced to spend more on one of the advanced service plans.
The other downside of the Essentials plan is that you don't get 24/7 customer support, which could be a turnoff for businesses that want after-hours assistance.
Another slight concern is the number of complaints filed against the company with the Better Business Bureau (BBB). As of April 2021, 342 complaints against the company had been closed over the past three years. That is more than the number of complaints filed against many of the other phone system providers we examined. Despite the complaints, RingCentral is an accredited member of the BBB and has an A+ rating.
Overall, we were pretty pleased with the customer service we received from RingCentral. We contacted the company numerous times, posing as a new business owner interested in business phone systems. Most of our calls were positive. The representatives didn't leave us waiting on hold for long periods and gave detailed answers to our questions.
We also tested the company's live-chat service option. We were immediately connected to a representative, who answered all of our questions. And, unlike some other companies, RingCentral didn't pressure us to speak with a sales representative over the phone.
RingCentral offers 24/7 phone support on all of its plans except the entry-level Essentials plan. The company's website features demos, webinars, videos and training guides.