Running RingCentral Phone Audio: The Complete Enterprise Operations Guide

In large RingCentral deployments, managing what callers hear quickly evolves from a simple task into a full operational challenge.

One location turns into fifty. One greeting installed to hundreds of extensions. Holiday updates become emergency fixes. Different departments need access—but not too much access.

Suddenly, "just upload a new message for the upcoming promo" turns into a complete slog.

This guide walks through a complete, enterprise-ready workflow for RingCentral audio management—from creating messages, to deploying them across thousands of extensions, to governing who can update what and when.

We’ll cover:

• Creation: How to generate professional greetings, IVRs, and on-hold messages at scale
• Deployment: How to audit and install audio centrally
• Scheduling: How to automate campaigns and seasonal updates
• Governance: How to delegate safely across teams
  
  

Who This Guide Is For

• Enterprise RingCentral customers managing a multi-location business
• IT administrators and telecom managers
• Operations and CX leaders
• Regulated industries requiring auditing of phone system messages
• Franchise or retail networks running scheduled campaigns
• Any RingCentral customer managing a large phone system

Why Enterprise Phone Audio is Hard (And Why It Matters)

For small teams, updating phone audio is straightforward: log in, upload a file, test it, move on.

For large organizations, the scale breaks that process.

Organizations often contend with:

• Hundreds or thousands of extensions.
• Regional business-hour differences.
• Regulatory disclosure messaging.
• Multilingual callers 
• Store-level managers who need limited access.
• Compliance, Marketing, and IT teams that require visibility and access

Without the right operational tools, this complexity leads to outdated messaging, inconsistent branch experiences, and administrators spending days on tasks that should take minutes.
Enterprise phone audio has to be treated as a manageable system.

The Pillars of Phone System Audio Operations

Every successful RingCentral workflow has two distinct layers.

Creation: Phonzai

This is the production layer. It involves writing, translating, and producing phone message audio quickly and consistently.

Watch Now: Phonzai Overview

Deployment & Governance: RingEX Manager

This is the operational layer. It involves installing those messages, scheduling changes, auditing live assets, and controlling user permissions.

Watch Now:  RingEX Manager Overview

Part 1: Creating Messages at Scale with Phonzai

Before audio can be installed, it has to exist. Phonzai replaces the manual recording process with an AI-driven production suite designed specifically for enterprise phone systems.

Instead of recording one message at a time, teams use it to:

• Generate studio-quality greetings, IVRs, on-hold messages with AI voices.
• Write and refine scripts using an AI writing assistant.
• Batch-produce hundreds of messages at once.
  
  Watch Now: See how messages are created with Phonzai
  
  

A Built-In AI Writing Assistant

Writing phone scripts is often the biggest bottleneck stopping businesses from updating their RingCentral Phone system messages. Admins stare at blank screens wondering, "How do I phrase this so it sounds professional?"

Phonzai solves this by acting as a specialized copywriter for phone systems:

Precision Control: Pronunciations & Pacing

Standard AI voices often rush through phone numbers or butcher company or employee names. Phonzai provides controls to ensure messages sound natural, and correct.

The Pause Tool: Insert custom pauses anywhere in the script to control pacing. This ensures callers have time to digest information (like hours or web addresses) before the next sentence starts.

Save Pronunciations (The "Teach Once" Feature): Nothing ruins a brand image like a robot mispronouncing your company name. You highlight a word, spell it phonetically until it sounds right, and click Save. You don't have to fix it every time you make a new message.

Bilingual Messages and Easy Translation

For organizations serving callers in multiple languages, Phonzai supports IVR menus that switch voices or languages within a single message.

 Built-in translation tools allow teams to generate versions of the same message in different languages instantly.

Multiple voices, accents, and languages can be combined and rendered as a single finished audio file that installs cleanly into the phone system.

Watch Now: See how to Translate Scripts and Create Bilingual Messages 

Batch Editing: The "Rebrand" Saver

When managing thousands of files, you cannot edit them one by one. Batch tools allow you to:

• Apply a new voice to 50+ messages instantly.
• Add a specific background music track to all on-hold files.
• Preview and Approve all messages in a single click.
  
  

  Watch Now: See how Batch Tools save time on big projects
  

  
  

  
  Project Sheets: Spreadsheet-Driven Scale

For massive rollouts (like updating messaging at 100 franchise locations), Project Sheets turn spreadsheets into production engines.

1. Export a blank template.
2. Fill in hundreds of scripts (using formulas for location names).
3. Re-import the sheet.
   
   The Result: Instantly generated hundreds of unique audio files in minutes.
   
   Watch Now:  Import Spreadsheets into a Phonzai Project
   
   

   Watch Now: Create custom messages for hundreds of locations in minutes

   
   
   
   
   

Mixer Workflows for On-hold message Campaign Updates

The Mixer app allows you to remix existing voice announcements. You can take an existing on-hold message, swap the music bed for a holiday track, and re-arrange, replace, or update the voice announcements. This creates a reusable audio asset library—record once, redeploy forever.

Part 2: Deploy Updates with RingEX Manager

Once the audio files are created, the challenge shifts to RingCentral integration. RingEX Manager acts as the control center for this data.

Searching the Entire Phone System

Instead of clicking through endless sub-menus, RingEX provides a centralized view. You can:

• Search by extension name, number, or site.
• Filter by audio type (Greetings vs. Hold Music vs. Queue Prompts).
• Audit by listening to installed audio or reading transcripts directly in the dashboard.
  
  

  Watch now: Search and audit your phone system with RingEX Manager

   

  Watch now: Find and update extensions with RingEX Manager

   

Bulk Updates: The "One-Click" Deploy

Large organizations rarely update one extension at a time; they update groups.

With RingEX Manager, you can select dozens of extensions—for example, every "Sales Queue" in the Northeast region—and upload a new audio file to all of them simultaneously.

Watch Now: Update hundreds of extensions in minutes

Scheduling Audio in Advance

Turn phone audio into a planned marketing channel, and handle holiday closure messaging in ahead of time.

The system tracks pending changes, ensuring you never have to wake up at midnight to manually switch a greeting, and can  automatically revert back to the original message when a campaign or holiday closure ends.

Watch now: Schedule a phone system update 

Part 3: Governance & Delegation

Control matters as much as speed. You need to empower local managers without giving them the keys to the entire phone system.

Role-Based Access Control 

Invite team members to your account and assign the level of access they need.

• Admins: Full control.
• Managers: Can edit specific groups.
• Viewers: Can audit/listen but cannot change settings (perfect for Compliance teams).
  
  

Using Groups to Segment the System

You can create logical "Groups" of extensions based on your organizational structure:

• By Geography: "Northeast Locations"
• By Function: "All Call Queues"
• By Campaign: "Holiday IVR Extensions"

You can then assign a regional manager to only the "Northeast Locations" group. They can update their snow-closure greetings, but they cannot accidentally touch other stores outside of their responsibility.

Groups are also a huge timesaver for saving collections of extensions you need to update frequently.

Watch now: Organize extensions and delegate updates with Groups

How the Whole System Works Together

Managing phone system audio in large RingCentral environments requires more than one-off uploads.

At scale, the workflow looks like this:

1. Create messages in Phonzai
2. Batch-produce variations with spreadsheets
3. Remix on-hold campaigns with the Mixer App
4. Deploy through RingEX Manager
5. Group extensions by region or department
6. Schedule campaigns in advance
7. Delegate updates safely
8. Audit what’s live at any time

Together, Phonzai and RingEX Manager form a workflow that helps organizations reduce administrative effort, maintain consistency, and scale caller-facing communications with confidence.

Next Steps: See the Workflow in Action

If you’re managing a large RingCentral environment, phone audio doesn’t have to be chaotic.

With the right creation tools, deployment workflows, and governance model, teams can:

• launch campaigns faster
• stay compliant
• eliminate outdated messaging
• reduce admin overhead
• give regional managers the autonomy they need—without losing control
  
  

Explore the supporting guides on greetings, voicemail, or on-hold messaging, rollouts for multi location banks or healthcare clinics, and RingEX Manager—or watch the video walkthroughs embedded throughout this article to see the system in action.

You’re Not On Your Own

For many teams, phone system messaging isn’t a full-time role.

It’s something they inherit when staff changes, systems evolve, or complexity finally catches up.

That’s why working with Phonzai and RingEX Manager isn’t just about software.

From discovery meetings and onboarding sessions, to message migration and ongoing updates, the team at Snap Recordings works closely with organizations to ensure changes are deliberate, safe, and manageable—so teams never feel like they’re guessing what callers hear live.

If you’re responsible for phone system messaging, having experienced people to talk it through with can make all the difference.