Ringline Setup Guide

Ringline logs every RingCentral call — answered, missed, or voicemail — into your HighLevel sub-account as a native call record with status, duration, and recording. Setup is self-serve and takes about three minutes. You never copy an API key: connecting RingCentral is a single button and one approval screen.

Before you begin

• An active RingCentral account with at least one phone number, and admin rights on it (you approve the connection once, for the whole account).
• A HighLevel account (agency or single sub-account) where you can install marketplace apps.
• A payment method on the account that will hold the subscription — HighLevel asks for it at install, but nothing is charged during the 14-day free trial.

You do not need to port numbers, install anything inside RingCentral, or change how your team places calls.

Step 1 — Install Ringline from the HighLevel App Marketplace

• Open the App Marketplace in HighLevel and search for Ringline, or use the install link from your welcome email.
• Click Install and select the sub-account(s) you want Ringline on. Agencies can select multiple client sub-accounts in one pass.
• Review the five permissions Ringline requests and click Allow & Install:
  • View conversations — so records land in the right conversation thread.
  • Send messages (call records) — this is how call records are written.
  • View contacts — to find the right contact by phone number.
  • Create & update contacts — so unknown callers get a contact automatically.
  • View locations — so the setup wizard can show your sub-accounts by name when you map numbers.
• Choose your plan (Solo, Grow, or Agency). Every plan starts with a 14-day free trial.

Step 2 — Connect RingCentral (one click)

Right after install, click Finish setup → Connect RingCentralon the confirmation page (the same link is in your welcome email). That sends you to RingCentral's own sign-in and consent screen, where you approve the access Ringline needs. Approve it, and you land back in the wizard with your account connected.

Behind that one click, Ringline stores your access encrypted, registers its event subscription with RingCentral, and pulls in your phone numbers — all automatically. There is nothing to configure inside RingCentral, and no credential for you to copy, store, or rotate.

What you are approving, and why each one:

• Read Accounts — list your phone numbers so you can map them.
• Read Call Log — the authoritative record of a finished call: direction, duration, result.
• Webhook Subscriptions — let RingCentral notify us the moment a call ends.
• Call Control — required by RingCentral to receive those call events. Ringline never places, answers, or transfers calls.
• Read Call Recording — attach the recording to the call record.

Prefer not to touch any of it? White-glove setup is free on every plan — email [email protected]and we'll do the whole thing with you on a call.

Step 3 — Map your numbers

The wizard pulls your phone numbers straight from RingCentral and shows your HighLevel sub-accounts by name — no cryptic IDs. What you see depends on your setup:

• One sub-account?One click. The wizard says exactly what will happen — "every number below will log its calls to Your Sub-Account Name" — and a single Map all numbers button does it. Want a number left out or pointed elsewhere later? Customize per number is right next to it.
• Multiple sub-accounts?Each number gets a dropdown of your sub-account names. Pick where each one logs, or choose "don't map this number" to leave a line out.
• Nothing is saved until you click Save. Every number shows its live status — not mapped yet before saving, a ✓ mappedcheck after — so the screen always tells you what's actually active.

Adding a number later? Reopen your setup link and map it the same way. If a call ever arrives on an unmapped number, Ringline records it and flags it loudly — no call is ever silently dropped.

Step 4 — Verify it's working

• The wizard's final step watches for your test call live — place a quick call to (or from) one of your mapped RingCentral numbers and the page turns green when the record posts.
• Open the contact in HighLevel — within seconds you'll see a native call entry ("Call completed" or "No answer") in the conversation timeline, with duration and the recording attached once RingCentral finishes processing it.
• If the caller was unknown, you'll find a freshly created contact with their phone number.

Using it with workflows

After Ringline logs a call it tags the contact with the outcome, and you build your automation on HighLevel's Contact Tag trigger. The tags:

• ringline-missed-call — no answer
• ringline-voicemail — caller left a voicemail
• ringline-answered-call — call connected
• ringline-inbound-call / ringline-outbound-call — direction, applied alongside the outcome

To build a missed-call text-back: Automation → Create workflow → trigger Contact Tag → filter Tag added → ringline-missed-call → add your Send SMS action → Publish. Same pattern for a follow-up task on ringline-voicemail or a pipeline update on ringline-answered-call.

Ringline removes the tag about a minute after applying it, so the nextcall on that contact fires your workflow again. Nothing to maintain — and you can turn tagging off in the setup wizard if you'd rather not use it.

Why tags and not the Call Status trigger? HighLevel's built-in Call Status / Call Detailstrigger only fires for calls placed through HighLevel's own phone system — its marketplace documentation confirms that logged calls from third-party phone systems don't start workflows. Tags are how HighLevel exposes automation to apps like ours, and they're just as immediate.

Switching from a CTI widget or Zapier sync

• Most "RingCentral + HighLevel" options today are either a click-to-dial widget or a field sync — neither writes a real call record, so neither can drive automation. Ringline replaces them rather than sitting alongside them.
• Uninstall the old integration from your sub-account(s), then install Ringline and run the wizard.
• Your existing HighLevel contacts, conversations, and workflows are untouched.

Troubleshooting

• A call didn't log:reopen your setup link and check the number is mapped — unmapped numbers are held and flagged, never dropped. Remap it yourself, or email us and we'll replay it.
• Records log but workflows don't fire: confirm your workflow trigger is Contact Tag → Tag added on a ringline- tag, that the workflow is published in the same sub-account, and that tagging is enabled in your wizard.
• Calls stopped logging after a while:tell us. RingCentral connections are renewed automatically, but if a connection ever lapses we'd rather hear about it from you than not at all — reconnecting is the same one-click button.
• Anything else: see the Ringline support page, or reach us at [email protected] / +1 (877) 729-1560. We answer fast.

Disconnecting RingCentral or uninstalling

Need to swap RingCentral accounts or stop logging? Open your setup link and click Disconnect RingCentral — Ringline removes its event subscription from your RingCentral account, deletes the stored tokens, and clears your number mapping in one step. Reconnect any time by running the wizard again.

To remove Ringline entirely, uninstall it from a sub-account via the App Marketplace. Call logging for that location stops immediately, and you can ask us to delete stored data whenever you like — see our Privacy Policy.