Quick Setup & Installation: Ringover’s cloud-based phone system can be installed and configured in as little as 3 minutes, allowing businesses to rapidly deploy without technical assistance.
Configuration of Phone System: Users configure call routing scenarios, including forwarding rules, call queues, and voicemail settings, via an intuitive online dashboard. Advanced options allow detailed customization, such as maximum wait times and caller options.
Customization of Call Flows: Set up interactive voice response (IVR) menus, call queues, and smart routing to optimize call management and customer experience.
Integration Setup: Connect Ringover with CRM, ATS, and other business tools through native integrations or automation platforms like Make, enabling seamless workflow automation and data synchronization.
User Onboarding & Training: Teams are introduced to the platform with guided tours and practical usage training. The user-friendly interface supports quick adoption across roles.
Testing & Validation: Simulate real business scenarios to ensure call flows, integrations, and user permissions work as intended.
Ringover is designed to be highly adaptable, offering a wide range of customization options to fit diverse business needs. Its flexibility spans telephony configurations, workflow automation, integrations, analytics, and user experience.
Visual IVR Builder: Easily create and modify interactive voice response (IVR) menus using a drag-and-drop interface. This allows businesses to design custom call flows, set up interactive menus, and record personalized greetings for different scenarios.
Custom Call Queues: Define precise distribution rules, set maximum waiting times, and announce caller positions in the queue. Advanced settings let you prioritize VIP callers, redirect calls based on agent status, and configure routing rules (simultaneous, cascade, round robin, etc.).
Custom Greetings and Messages: Create and manage multilingual greetings, music on hold, and voicemail messages, ensuring every caller receives a tailored experience.
Custom Workflows: Automate complex business processes by creating rules that trigger actions based on specific events, such as call outcomes, durations, or sentiment scores. Actions can include assigning tasks, sending alerts, or updating records, and can be managed and modified at any time.
Post-Call Analysis: Add custom tabs for post-call analysis, enabling teams to track and review specific metrics or outcomes relevant to their operations.
Native Integrations: Ringover integrates seamlessly with over 100 business tools, including leading CRM and ATS platforms such as Salesforce, HubSpot, Bullhorn, and Zoho. Each integration can be configured to control which data is synchronized, which users are included, and what events trigger updates.
API and Webhooks: The Ringover API and webhooks allow for deep customization, enabling businesses to automate telephony features, manage contacts, and sync call data with internal systems or third-party apps. This supports custom workflows, real-time notifications, and integration with platforms like Slack, Google Sheets, and more.
Custom Contact and Task Management: Automatically create or update contact pages in your CRM based on call activity, and design custom tasks for leads or follow-up actions.
Customizable Dashboards: Build real-time dashboards and generate detailed reports tailored to your KPIs, agent performance metrics, and campaign tracking needs. Analytics can be filtered, grouped, and visualized according to your business priorities.
Call Tagging and Filtering: Use customizable tags and filters to categorize calls, campaigns, and outcomes for more granular reporting and analysis.
Role-Based Permissions: Define user roles and access levels to control who can view, modify, or manage specific features and data within the platform.
Custom Job Titles: Personalize user profiles with custom job titles for clearer identification and collaboration, especially in larger organizations.
Omnichannel Messaging: Manage SMS, WhatsApp, email, and social media interactions from a single interface, with customizable routing and automation for each channel.
Custom Scripts and Campaigns: Integrate call scripts into campaigns and IVRs, and design custom call campaigns for targeted outreach or sales initiatives.
Custom Greetings and Branding: Personalize greetings, on-hold music, and voicemail to reflect your brand identity and customer service standards.
No Mandatory Setup Fee: Ringover is a cloud-based solution designed for rapid self-service onboarding. There is no standard, mandatory setup fee for most businesses. Users can typically deploy and configure the platform without incurring extra installation charges. However, if advanced onboarding, custom integrations, or dedicated migration support are required, additional fees may apply on a case-by-case basis.
Maintenance Included: Ongoing software maintenance, updates, and security patches are included in the standard subscription price. All users benefit from regular feature enhancements and platform improvements at no extra charge. There are no hidden annual maintenance or renewal fees for standard usage.
Standard Support Included: Ringover provides standard customer support via phone, live chat, and ticketing at no additional cost. This is bundled into the monthly or annual subscription fee for all plans.
Ringover provides a streamlined onboarding experience designed for rapid adoption and minimal technical barriers. New users can be added and activated through an intuitive dashboard, receiving an invitation to set up their account and access the platform immediately. The onboarding process includes:
Guided Setup: Step-by-step instructions for configuring user accounts, assigning numbers, and setting up essential features.
Practical Training: Users are introduced to the platform’s interface, call management tools, and integrations with CRM or ATS systems. The system is designed to be user-friendly, enabling most teams to begin using core features within minutes.
Role-Based Training: Administrators can assign roles and permissions, ensuring each team member has access to the tools relevant to their responsibilities.
Webinars and Documentation: Ringover offers regular webinars on new features and best practices, as well as a comprehensive knowledge base with articles, FAQs, and video tutorials to support self-paced learning.
Ringover ensures that users have access to multiple support channels for ongoing assistance:
Help Center: A robust online help center provides searchable guides, troubleshooting tips, and feature documentation covering everything from user management to advanced analytics.
Live Support: Users can reach out for technical support, billing inquiries, or customer success guidance via live chat, phone, or by submitting support tickets through the platform.
Customer Success Team: Dedicated account managers and customer success specialists are available to help organizations optimize their use of Ringover, troubleshoot issues, and provide personalized advice.
Community and Feedback: Users benefit from a responsive support community and regular product updates driven by customer feedback.
For teams in sales, support, or recruitment, Ringover includes built-in coaching and supervision features:
Call Monitoring and Supervision: Managers can listen in on live calls, provide real-time feedback, and use analytics dashboards to identify training needs and performance trends.
Ringover employs a multi-layered approach to data security, ensuring the confidentiality, integrity, and availability of customer information. Here’s an overview of the key security measures in place:
TLS/HTTPS Encryption: All web and mobile login pages, as well as API requests, are encrypted using HTTPS with modern TLS protocols (TLS 1.2 and above), ensuring data in transit is secure.
SRTP/DTLS for Voice: All calls made through Ringover applications are encrypted using DTLS-SRTP, providing end-to-end protection for voice data.
HSM Encryption: Hardware Security Modules (HSM) are used to encrypt sensitive data, adding an extra layer of security for critical information.
EU-Based Data Centers: All customer data (outside the US market) is hosted on secure servers located in France or the European Union, in compliance with GDPR. Ringover does not use third-party hosting providers for personal data storage.
Data Segregation: Production and development environments are physically and logically separated. Each client’s data is isolated to prevent unauthorized access or overlap.
Automatic Backups: Regular hot and cold backups are maintained, with database clusters ensuring data redundancy and business continuity.
Role-Based Access: Access to personal data is strictly limited to authorized personnel who require it for their duties. All employees sign confidentiality agreements and undergo regular security training.
Password Security: Passwords are hashed using robust algorithms (at least as strong as SHA-256). Staff cannot view user passwords, and lost passwords must be reset.
Session Management: After login, temporary tokens are used to identify users, and access can be restricted via the dashboard, including support access.
Secured Premises: Offices are protected by alarms, access control with personal badges, and physical barriers. Reception staff monitor access during business hours.
Employee Awareness: Regular cybersecurity awareness training, including simulated phishing campaigns and best-practice communications, is provided to all staff.
Incident Response: Ringover commits to notifying clients of any personal data breaches in accordance with GDPR, including clear communication of risks and mitigation steps.
Firewalls and Anti-Virus: Hardware-based firewalls and anti-virus solutions protect all servers and workstations. Only essential network flows are permitted.
Encrypted Administrative Access: All administrative access to servers is via encrypted tunnels (SSH or IPSEC), with no reliance on VPNs.
Vulnerability Management: Continuous monitoring for vulnerabilities (including 0-day threats) and prompt application of security patches on all systems.
GDPR Compliance: Ringover is fully GDPR-compliant, with a designated Data Protection Officer (DPO), regular audits, and clear data processing agreements in place.
Data Processing Agreements: Contracts outline the responsibilities of Ringover and clients regarding data protection, including cooperation with supervisory authorities and regular reviews of security measures.
International Transfers: For data transfers outside the EEA, Ringover uses standard contractual clauses to ensure legal compliance.
Customer Control: Clients are responsible for securing their own login credentials and ensuring secure use of the platform by their teams.
Regular Security Updates: Security measures are regularly reviewed and updated in line with technological advancements and regulatory changes.
Ringover follows a modern cloud-based approach to software delivery, releasing updates and new features regularly throughout the year. While there is no public documentation specifying a fixed monthly or quarterly release schedule, evidence from the platform’s help center, product blog, and customer communications indicates that updates are rolled out frequently to ensure users benefit from the latest enhancements, security patches, and feature improvements. Notable product launches and major feature releases have occurred in recent months, reflecting a continuous improvement cycle.
Automatic Cloud Deployment: All updates are managed and deployed centrally via Ringover’s cloud infrastructure. This means users do not need to manually install updates or perform maintenance—new features and improvements become available automatically across the platform for all users.
User Notification: Ringover communicates upcoming changes, new features, and product enhancements through its website, blog, and help center. Detailed release notes and feature announcements are published to keep users informed about what’s new and how to leverage the latest capabilities.
Beta Testing and Feedback: Before major updates are fully released, Ringover often invites select customers to test beta versions of new features or interfaces. Feedback from these early adopters is used to refine the product and ensure a smooth rollout for all users.
Continuous Maintenance: Ongoing software maintenance—including security updates, bug fixes, and performance optimizations—is included as part of the standard subscription. This ensures the platform remains secure, reliable, and up to date without extra charges or user intervention.
Customer Ownership: Ringover’s policy is clear: all personal data collected, processed, hosted, or stored by Ringover on behalf of a client remains the sole property of the client. The client acts as the data controller, while Ringover is the processor, operating strictly under the client’s instructions and in compliance with GDPR and other applicable regulations.
Data Confidentiality: Ringover treats all client data as confidential, restricting access to only authorized personnel and ensuring robust technical and organizational security measures are in place.
Right to Export and Transfer Data: Clients have the right to access, obtain a copy of, and request the transfer (portability) of their personal data to another service provider or controller. This includes all data stored and processed by Ringover, such as call logs, recordings, and account information.
Number Portability: Ringover fully supports telephone number portability. Clients can request to port their numbers to another operator at any time during their contract, provided the request is made before the end of the subscription period and relevant documentation is provided. This ensures businesses can retain their numbers when switching providers without service interruption.
Data Return or Deletion: Upon termination or expiration of the service contract, clients can instruct Ringover to either return or irretrievably delete all personal data. If no instruction is given, Ringover will automatically delete the data. If legal or regulatory obligations prevent immediate deletion, Ringover will maintain confidentiality and limit processing until deletion is permitted.
EU-Based Data Hosting: All personal data (outside the US market) is stored on servers located in France or the European Union, ensuring compliance with GDPR and offering clients strong data protection guarantees.
Ringover is designed for flexibility, allowing organizations to easily scale their communications platform as business needs evolve. Here’s how the scaling process works:
Per-User Licensing: Ringover operates on a per-user (license) subscription model. Each license grants access to the platform’s features and is automatically associated with a phone number. Licenses can be assigned to new or existing users, and different license types are available depending on feature needs.
Adding Users/Licenses: Administrators can add new users or licenses at any time directly from the Ringover dashboard. When additional licenses are added mid-billing cycle, charges are prorated based on the remaining period until the next renewal date. This ensures you only pay for the time each new user is active.
Removing Users/Licenses: Users can be deleted from the platform at any time. However, removing a user does not automatically remove the associated license; the license becomes unassigned and can be reassigned to another user or removed from the account. Only unassigned licenses can be deleted, and this is managed via the billing section of the dashboard. If you wish to reduce your license count, you must first unassign the license from any user before removal.
Monthly or Annual Billing: Ringover offers both monthly and annual payment options. Organizations can choose the billing cycle that best fits their cash flow and planning needs.
No Long-Term Lock-In: Licenses can be added or removed as needed, with no long-term commitment required for monthly subscriptions. Annual plans may involve a commitment for the duration of the contract, but additional licenses can still be added and will be billed on a prorated basis.
Pro-Rata Adjustments: When scaling up (adding licenses), charges are adjusted proportionally for the remaining period in the billing cycle. This makes it cost-effective to respond to seasonal or project-based changes in staffing.
Immediate Effect: New users can be onboarded and granted access instantly, while license removals take effect as soon as they are unassigned and deleted from the account.
Automatic Renewal: Ringover subscriptions are typically set to renew automatically. For monthly subscriptions, the contract renews each month unless terminated by the customer. For annual (or other fixed-term) subscriptions, the contract renews for successive 12-month periods unless cancelled by the notice requirements.
Renewal Terms and Notice
Monthly Subscriptions: These are tacitly renewed each month. To avoid renewal, the customer must provide notice of cancellation at least one month before the monthly anniversary date of the subscription.
Annual/Committed Subscriptions: These are renewed by tacit agreement for additional 12-month periods. To avoid renewal, the customer must send a termination request at least one month before the end of the current subscription term.
Price Changes on Renewal: Ringover reserves the right to change its prices. If prices increase, customers are notified at least 30 days in advance. Continued use of the service after this period constitutes acceptance of the new prices. If the customer wishes to terminate due to a price increase initiated by Ringover, they may do so without incurring early termination fees.
How to Cancel
Monthly Subscriptions: Customers can terminate at any time by submitting a request at least one month before the next monthly anniversary date. Termination is processed on the next anniversary date following the request.
Annual/Committed Subscriptions: Cancellation requires a request at least one month before the end of the current subscription period. Early termination before the end of the committed term may incur fees equal to the remaining months’ subscription charges, unless the cancellation is due to a Ringover-initiated price increase.
Process for Cancelling Users/Licenses
Users can be removed from the platform at any time. Deleting a user frees up the license, which can then be reassigned or deleted to stop billing. To reduce the number of licenses (and charges), licenses must be unassigned and then deleted from the billing dashboard.
For full license cancellation, a written request (often via email or support portal) is required, and a notice period (typically one month) applies.
No Refunds for Credits or Prepaid Fees; Credits already purchased are not refunded upon cancellation. For annual plans, early cancellation may incur additional fees unless the cancellation is related to a Ringover-initiated price increase.
Suspension and Termination for Breach: Ringover may suspend or terminate the contract immediately for misuse, non-payment, or breach of contract terms. In such cases, unpaid invoices remain due, and accounts suspended for breach are not eligible for refunds during the suspension period.
Ringover is committed to maintaining high standards of security, privacy, and regulatory compliance for its cloud communication platform. The company adheres to several internationally recognized compliance standards and certifications to ensure the protection and integrity of customer data.
GDPR (General Data Protection Regulation): Ringover is fully compliant with the GDPR, ensuring lawful, fair, and transparent processing of personal data for clients in the European Union. Data is hosted in EU-based data centers, and robust data protection mechanisms are in place, including a designated Data Protection Officer (DPO), regular audits, and strict access controls.
ISO 27001:2013: The data centers used by Ringover for hosting client data are certified to ISO 27001:2013, the leading international standard for information security management systems. This certification demonstrates that Ringover’s infrastructure meets rigorous requirements for data confidentiality, integrity, and availability.
PCI-DSS (Payment Card Industry Data Security Standard): Ringover’s hosting providers are PCI-DSS certified, ensuring secure handling and processing of payment information.
HDS (Health Data Hosting, France): For clients in the healthcare sector, Ringover’s hosting providers are certified for medical data hosting (HDS), supporting compliance with regulations around health data storage and processing in France.
Other ISO Certifications: Additional certifications held by Ringover’s hosting providers include ISO 9001:2015 (quality management), ISO 14001:2015 (environmental management), and ISO 50001:2011 (energy management).
HIPAA (Health Insurance Portability and Accountability Act): Ringover supports compliance with HIPAA, enabling healthcare organizations to process and store protected health information (PHI) by U.S. regulations. The platform offers features and contractual terms that align with HIPAA requirements for privacy and security.
A2P 10DLC and SMS Compliance (U.S.): For SMS communications in the United States, Ringover complies with FCC regulations, the Telephone Consumer Protection Act (TCPA), and CTIA guidelines. The platform supports 10DLC registration through The Campaign Registry (TCR) to ensure lawful, high-deliverability SMS campaigns.
End-to-End Encryption: All data in transit is encrypted using HTTPS/TLS 1.2+ and DTLS-SRTP for voice, ensuring confidentiality and integrity of communications.
Data Segregation and Access Controls: Strict logical and physical separation of client data, role-based access, and regular security training for staff.
