How to Set Up Ring Groups (So Multiple Phones Ring)
How do I make calls ring on multiple phones at once?
Overview
Ring groups solve a simple problem: you want incoming calls to reach someone, not go to voicemail because one person stepped away. Instead of calling one phone, calls ring 3, 5, or 10 phones until someone picks up.
This is how support teams, sales departments, and small offices ensure calls get answered. Setup takes about 15 minutes.
Step-by-Step Instructions
Plan your ring group strategy
Before clicking anything, decide:
**Who should be in the group?**
List the extensions/users who should receive calls. Common setups:
- Sales team (all sales reps)
- Support team (all support agents)
- Front desk backup (receptionist + 2-3 others)
**How should it ring?**
- **Simultaneous** — All phones ring at once. First to answer gets the call. Best for speed.
- **Sequential** — Rings person 1, then person 2, etc. Best when you have a preferred order.
- **Round-robin** — Distributes calls evenly across the group. Best for fairness.
**What happens if no one answers?**
Usually: voicemail, auto-attendant, or overflow to another group.
- •Start with simultaneous ring — it's simplest and gets calls answered fastest
- •Don't add more than 6-8 people to a group, or calls feel impersonal
Create the ring group in your admin portal
Log into your VoIP admin dashboard (you'll need admin rights).
**RingCentral:**
Admin Portal → Phone System → Groups → Ring Groups → Create Ring Group
**Nextiva:**
NextOS Admin → Users → Groups → Add Group → Ring Group
**8x8:**
Admin Console → Phone System → Ring Groups → Add
**Vonage:**
Admin Portal → Phone System → Call Groups → Add Group
The exact path varies, but look for "Groups," "Ring Groups," or "Call Groups" in the phone system section.
- •Bookmark your admin portal — you'll need it for future changes
- •If you don't see these options, you may need admin privileges from your account owner
Configure the ring group settings
Name your group something descriptive (e.g., "Sales Team" not "Group 1").
**Key settings:**
**Ring type:** Choose simultaneous, sequential, or round-robin based on your plan from Step 1.
**Ring duration:** How long to ring before moving to the next person (sequential) or going to fallback (simultaneous). 15-20 seconds is standard.
**Members:** Add the extensions/users who should be in this group.
**Caller ID:** What members see when a group call comes in. Usually set to show the group name so they know it's a shared call.
**Fallback:** Where calls go if no one answers. Set to voicemail, auto-attendant, or another group.
- •Use "group name" caller ID so reps know to answer promptly
- •20 seconds = about 4-5 rings, which feels right for most callers
Assign a phone number or extension
Your ring group needs a way for calls to reach it:
**Option A: Dedicated phone number**
Assign a new or existing phone number to ring directly to this group. Good for:
- Sales lines (1-800-CALL-SALES)
- Support lines
- Department-specific numbers
**Option B: Extension only**
Give the group an extension number (like ext. 500). Calls reach it through:
- Auto-attendant ("Press 2 for sales")
- Internal transfers
- Direct dialing if callers know the extension
Most businesses use Option B and route calls through an auto-attendant.
- •Reserve a block of extensions for groups (500-599) to keep things organized
- •You can have both — a direct number AND an extension for the same group
Test your ring group
Before going live, test everything:
1. **Call the group number/extension** from an outside line (use your cell)
2. **Verify all phones ring** (or ring in sequence, depending on setup)
3. **Have someone answer** — make sure the call connects properly
4. **Let it ring out** — verify the fallback works (voicemail, etc.)
5. **Check caller ID** — confirm reps see the group name
Do this during business hours so you can see the full behavior with real users.
- •Test from outside your office network — internal calls sometimes behave differently
- •Ask a team member to deliberately not answer so you can verify the timeout/fallback
Common Issues & Solutions
Some phones don't ring
Check that those users are properly added to the group AND that their phones are registered/online. Also verify they haven't enabled Do Not Disturb.
Calls go straight to voicemail
The ring duration may be too short, or all members may have DND enabled. Increase ring time to 25-30 seconds and check individual user settings.
Round-robin isn't distributing evenly
Most round-robin systems skip users who are on another call or have DND enabled. Check individual statuses. Some systems also reset the rotation daily.
Frequently Asked Questions
Can someone be in multiple ring groups?
Yes. A user can belong to as many ring groups as needed. For example, someone might be in both "Sales" and "Spanish Support" groups.
Can I set different hours for the ring group?
Yes. Most systems let you set business hours for ring groups. Outside those hours, calls can go directly to voicemail or a different destination.
What's the difference between a ring group and a call queue?
Ring groups just ring phones. Call queues hold callers in line with music/messages until someone's available. Queues are better for high call volume; ring groups are simpler for small teams.
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