Ringotel Desktop User Manual

Ringotel Desktop User Manual



Login screen

To start using the app on your Mac or Windows PC click on the app icon in the launchpad (Mac) or in the Start menu (Windows). Then enter the authentication parameters provided in the email you received from your PBX Admin as shown below.


In case of any errors occurring during authentication process - please check if the information you entered is correct and you have a stable internet connection

User interface

After you’ve logged into the app, you’ll see a user interface as shown on a screenshot below:

The navigation panel on the left side of the desktop app has following tabs:


Speed dial. In this tab, you or your PBX administrator can add phone numbers, emergency contacts, and buttons for quick access to various PBX features.

Users. This is where you can find your colleagues contacts and all internal office phone numbers

Chats. Here you can chat with your team, share files, photos, etc., and send SMS to your external contacts (only if SMS feature is enabled for your account in the admin portal)


Calls tab is where you can dial a phone number to make a call and view the history of all the calls you’ve made

Contacts. This is where all your external contacts, like clients, partners etc., are listed.

Menu. Here you can find all the app settings, including your profile and presence status selection

User presence states

With the help of various user statuses your mobile app allows you to share your availability with the team and check the availability of your colleagues. There are 5 different states a user can have:


Online. This state shows that user is currently online and able to receive calls and messages

Away. This state indicates that user is currently out of his work place. Does not affect the ability to receive calls and messages

Busy. In this state all incoming calls will be blocked but user will still be able to receive messages

Offline. Offline Users cannot receive neither calls nor messages.
At the desk. You can set this status manually if you have a desk phone connected to your Phone System and you would like for all incoming calls to be routed first to this desk phone. Meanwhile your mobile apps will receive incoming calls with a set delay.

Changing own state

To change your own state:
1. Select Menu Tab and click on current state description below your name.
2. In the drop-down menu choose the state you want to take.


Contacts and Users tabs

In the Users tab you can see contacts of all your colleagues together with their presence statuses.

While the Contacts tab contains all your external contacts - customers, suppliers etc.


How to find a contact

To find a particular contact from your list, simply enter this contact’s name in the Search bar

How to add and delete a contact

You can add personal external contacts to your contacts list. The details of such contacts will be available to you only. To add a personal contact:
1. Click  icon on the right of tab name.
2. In the drop-down menu choose “Create contact”

3. In the New Contact’s window, enter the contact’s name and any other details.
You can add any type of information about your contact by clicking the  icon.

To delete a personal contact:
1. Click the right mouse button on the external contact you would like to delete while in “Contacts” Tab.
2. In the drop-down menu choose the “Delete” option.

Viewing and editing contact details

To view or edit contact details, click on the icon  in the upper right corner of the chat panel.

A contact’s profile can contain all information about a contact - name, company, job title, phone, email etc.
In order to edit information about the contact, click on the icon and select “Edit contact” button in drop-down menu


Calls

You can view history of all your incoming and outgoing calls through the Calls tab.
Click on the arrow icon to switch between displaying all calls and only missed once.

Delete call history

To remove a call from history right-click on call entry and select Delete call from drop-down menu.



Outgoing call

There are several ways you can make an outgoing call from the desktop app:
OPTION 1
1. Right click on a contact, chat or call record in any of the tabs.
2. Select Dial from drop-down menu to make an audio call.

OPTION 2
1. Left click on a contact, chat or call record to open a chat.
2. Click on icon to initiate audio call or click on icon to initiate video call (available only for Users)

OPTION 3
1. Enter a contact’s name or a phone number in the Search bar.
2. Press Enter or icon make an audio call

OR :
Open dial pad by clicking on the  icon in the Search field to call extensions or external numbers.


Incoming call

When you receive an incoming call:
1. An Active Lines panel will appear under the Search Bar.

2. Click on the  icon, to answer a call, or the icon, to drop it.

If you have an open chat with a caller during incoming call, a Call panel will appear at the top of Chat panel.

On incoming call, a Call panel has following buttons:


- to mute a ringtone,

- to answer a call with audio,

- to answer with video,

- to cancel it.

If you have other applications on top of you screen when receiving an incoming call, you can handle an incoming call with the help of a notification window that will automatically pop-up.
Depending on the option selected in General Settings, a pop-up window will have one of the following look:

During a call

During a call, you can transfer call, put a call on hold, create a conference and much more. You can access those features by utilizing the UI components described below:

Put a call on hold

To put a call on hold: Click the icon on the Call panel or in the Pop-up window.

OR
Click on the icon in the Active lines panel and choose Hold from the dropdown menu.

To resume a call from hold:
Click the same icon again to resume

How to send DTMF-signals

Click on icon on the Call panel or at Pop-up window to open dial-pad. You can use it to send DTMF-signal during a call.
Please, note that dial-pad from Search Bar area doesn’t transmit DTMF-signals


Call transfer: Blind transfer

To transfer a call:
1. Click the icon on a Call panel or Pop-up window.

OR

1. Click on the  icon of an Active Line and select Transfer from the drop-down menu.
2. Choose a contact you want to transfer a call to from the list or enter a new phone number in a Search field and click on the Blind transfer icon.

Call transfer: Attended transfer

To make a warm transfer:
1. Follow the steps 1 and 2 like for Blind Transfer but press Attended transfer button instead.
     An additional active panel will appear for the second active call while the first active call will be put on hold automatically.
2. Click on the Transfer button at Active Line or Pop-up window.


Alternatively
You can also transfer a call in a following way:
1. During an active call, initiate a new outgoing call. Current call will be placed on hold automatically.
2. Click on the Transfer button at Active Line or Pop-up window.

Call parking

To park a call:
1. Click the icon on a Call panel or Pop-up window.
OR
1. Click on the  icon of an Active Line and select Transfer from the drop-down menu.


2. Choose a slot from “Parking” list.

Current call will be parked, and your Active Line will be released.

A parked call will be displayed in the Tabs panel under the Search Bar. It will be visible to all your colleagues, and they will be able to pick-up this call from a parking slot.


Conference calls

There are two ways to initiate a conference call from your desktop app:
Adding participants to a call
To make a conference during a call:
1. While you are on a call with the first participant, make and outgoing call to a person you want to add to the conference. Thus, putting the first participant on hold.
After you’ve successfully connected with the second participant:


2. Click on the Merge button at Active Line or Pop-up window.
Your two active lines will merge into one.
You can repeat those steps to add more participants to a conference

Speed dial

Speed dial list can contain phone numbers for a one-click call and indicators showing states of various features of your phone system.


You can add any contact or a phone number to your speed dial list. To do so:
1. Click on a + icon at the right side of the tab name.
2. Choose Speed dial list from a drop-down menu.

3. In a Add number window select which contact or user you would like to add to list by clicking on it.

OR
3. Enter a new phone number in the search field and click on the New number item below to add it to the speed dial.


Voicemail

In case you’re unable to pick-up a call, you can send it to a voicemail. It can be enabled either in your desktop app or by your PBX administrator.
To enable voicemail:
1. Go to Menu tab.
2. Select Settings

3. In General settings tab toggle Voicemail switch ON.


Set voicemail greeting

To record a voicemail greeting:
1. Click on icon.
2. In opened window click on button to start and stop recording after you finished.

3. Click on  icon to save recorded greeting.
If the greeting isn’t recorded, an automated message will be prompted to a caller: “The following number *your extension number* is currently not available. Please call again or leave a message after a signal.”

If the Voicemail feature is turned on, your voicemail messages will be displayed in personal chat with a user who called like this:


App Settings

You can configure pop-up window during incoming call, voicemail, trigger auto-recording of all calls as well as storage location for records in General section. All forwarding rules, as well as enabling possibility to receive second call can be set in PBX options. Device selection for speakers and microphone in Audio section. All camera-related features for videocalls can be found in Video section.
General Settings

1. Variants of pop-up window during incoming call.
2. Enable/disable voicemail.
3. After specified time automatically pick-up incoming call.
4. Enables recording of all calls. *
5. Allows to store copies of call records on local hard drive. *

Audio settings

1. Jitter buffer length control (helps to improve call quality in case of unstable internet connections).
2. Microphone level control bar. Next to it – Microphone testing button.
3. Playback device level control bar. Next to it - Playback sound testing button.
4. Ringtone level control bar. Next to it - ringtone sound testing button.
5. Turn Echo Cancellation on/off.
6. Record Device selection.
7. Automatic control of the microphone level.
8. Playback Device selection.
9. Automatic control of the playback level. 10. Ringtone playback device selection.



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