RingCentral Account Removal

Purpose

This job aid outlines the standard process to remove a user’s RingCentral account (or request a service change) and ensure billing is discontinued/updated through internal record updates.

When to Use

Use this process when:

  • An employee no longer needs RingCentral service (termination, transfer, role change), or
  • A RingCentral change is needed that may affect billing.

Required Information (Collect First)

Gather the following details before submitting a request:

  • Employee Name
  • NetID
  • RingCentral line number
  • Phone type
    • Soft line (app/desktop/mobile), or
    • Physical phone (desk phone)

Procedure

*All RingCentral Account changes should have a corresponding TDX Ticket*

Step 1: Collect and Verify Details

  1. Confirm the employee’s name and NetID.
  2. Confirm the correct RingCentral line number.
  3. Identify whether the user has a soft line or a physical phone.

Step 2: Submit Request to Telephone Services

  1. Compile the required information into a clear request.
  2. Email telephoneservices@utk.edu requesting either:
    • Account removal, or
    • Account/service change (include the exact change needed)

Step 3: Confirm Completion and Update Internal Billing Records

  1. Wait for confirmation that the removal/change has been completed.
  2. Locate the FS RingCentral Master List.
  3. Update the Master List to reflect the confirmed change/removal so billing records remain accurate.

Completion Checklist (Quality Check)

Mark the ticket complete only when:

Email Template (Copy/Paste)

Subject: RingCentral Account Removal/Change Request — [Employee Name]

Hello,
Please remove or update the RingCentral account as indicated below to ensure billing is discontinued/adjusted:

  • Employee Name: [Employee Name]
  • NetID: [NetID]
  • RingCentral Line Number: [Line Number]
  • Phone Type: [Soft line / Physical phone]
  • Request Type: [Removal / Change]
  • Request Details: [Brief description of what is needed]

Thank you,
[Your Name]
[Department/Team]
[Phone/Contact Information]

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