How RingCentral Customers Manage Phone System Audio at Scale

A practical guide for RingEX customers managing complex, multi-location phone systems

Why Phone System Audio Becomes Hard to Manage at Scale

For many businesses, phone system audio starts simply: a few greetings, IVR menus, and holiday hours. But once you are managing dozens of locations, thousands of extensions, and frequent operational changes, that simplicity disappears.

Most teams don’t plan for this complexity; they inherit it. Years of incremental updates, turnover, and varied vendor tools lead to a state where audio lives in disparate silos. Ownership becomes unclear, and small changes feel risky because no one is completely sure what is playing where anymore.

What breaks first isn’t intent—it’s visibility. IT and telecom teams eventually reach a point where they cannot answer basic questions quickly:

• Which message is playing on this extension right now?
• Where is that holiday greeting still installed?
• Which locations are using the old IVR?
• Who last approved this audio?

When answers take hours instead of minutes, teams stop proactively improving the system and start touching it only when something breaks. Phone system audio stops being an operational asset and becomes an operational risk.

For IT and telecom teams, the real cost of this sprawl is cognitive load. When audio lives in too many places and no single tool shows the "state of the world," every update requires tribal knowledge. That is fragile, and fragility scales poorly.

What RingEX Manager Is: A Centralized Control Layer

This guide looks at how RingCentral customers use RingEX Manager to bring visibility, control, and repeatable workflows back to large environments.

RingEX Manager is Snap Recordings' centralized management layer for RingCentral audio. It is designed for businesses that need to control what callers hear across hundreds of extensions without logging into multiple admin portals or touching locations one at a time.

Instead of guessing where a message lives, RingEX Manager gives teams a real-time view of their entire phone system. From one interface, IT and telecom teams can:

• Audit: See exactly what audio is playing on every extension.
• Search: Locate specific greetings, IVR menus, or on-hold messages instantly.
• Filter: Sort by site, department, extension type, or call flow.
• Deploy: Push changes to groups of locations at once.
• Govern: Delegate control to other teams without exposing the entire system.

(Note: This guide focuses on message deployment. Teams typically create messages first in Phonzai,  an AI voice platform designed for creating phone system message audio, then deploy messages through RingEX Manager—all within a single Snap Recordings account.)

Watch Now:  RingEX Manager Overview

1. Discovery: Find, Audit, and Update Audio

In large environments, the biggest time drain isn’t making the update—it’s discovery. When legal needs to verify compliance language, or regional teams report a stale holiday message, you first have to find it.

Without centralized visibility, admins are often forced to "menu dive" in portals or dial into queues to verify what is live. RingEX Manager replaces that guesswork with a searchable, system-wide view.

Administrators can search across the entire system by extension name or number, business rule, location, or message type—and listen to the audio currently playing to callers. This foundation of visibility underpins everything else; you cannot safely bulk-update what you cannot see.

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

Watch now: Find and update extensions with RingEX Manager

2. Bulk Operations: Updates in Minutes, Not Days

Fixing one extension is useful, but most RingCentral administrators manage hundreds. Seasonal campaigns, regulatory updates, and brand refreshes often need to be deployed across dozens of locations simultaneously.

In traditional workflows, this means repeating the same "upload > save" action 50 times. A simple seasonal update becomes a multi-day project.

RingEX Manager replaces one-by-one updates with bulk execution across large environments. Administrators can select large collections of extensions and push a single approved message across all of them in one action.

• Consistency: Every location plays the exact same file.
• Speed: Emergency updates propagate instantly.
• Drift Reduction: Eliminates the risk of missing one location in a manual list.

📺 Watch now: Make bulk audio updates with RingEX Manager

3. Governance: Use Groups to Organize and Delegate

As environments grow, managing audio becomes an organizational challenge. RingEX Manager uses Groups to structure locations and departments without relying on spreadsheet lists or naming conventions.

Administrators can define persistent collections of extensions based on operational realities:

• Regions or store clusters
• Departments
• Message types like every IVR menu or On-hold message
• Brands or business units
• Language groups
• Temporary outage messaging

Groups also enable safe delegation. Large organizations often need local teams (like store managers or regional support) to update their own messaging, but giving them full admin access creates risk. With RingEX Manager, you can assign users to specific Groups, allowing them to update only their assigned locations while central IT retains full visibility and control.

📺 Watch now: Organize extensions and delegate updates with Groups

4. Scheduling: Automate Execution and Reversion

Timing is often the hardest part of an update. Holiday closures and seasonal campaigns are predictable, yet many systems force admins into last-minute manual work (or after-hours maintenance windows).

RingEX Manager allows teams to define audio updates ahead of time—specifying which message should play, where it should be installed, when it should activate, and when it should automatically revert.

This provides:

• Zero after-hours work: Schedule the holiday message to turn on at 5:00 PM Friday.
• Built-in Rollback: The system automatically restores the previous message when the schedule ends.
• Audibility: Clear visibility into pending changes before they happen.

This is what it looks like when phone system audio is treated like infrastructure: changes are planned, observable, and repeatable.

📺 Watch now: Schedule and automate audio changes with RingEX Manager

How Snap Recordings Supports RingCentral Customers

Snap Recordings works with complex RingCentral environments every day, helping organizations design, produce, and operate phone system audio at scale.

For teams managing large RingEX environments, we provide hands-on support from day one—including onboarding meetings and dedicated account management, along with live chat access for day-to-day operational questions as changes arise.

The goal is to reduce operational risk and make phone system audio a predictable part of your infrastructure rather than a labor-intensive task.

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