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:

• Telephone Services has confirmed the account removal/change, and
• The FS RingCentral Master List has been updated accordingly.

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]