How to schedule and manage video meetings in Ringcentral for project management

If you manage projects, you know meetings can eat your day or help you actually get things done. The difference? How you set them up and run them. If your team uses Ringcentral, this guide will walk you through scheduling and managing video meetings—without losing your mind or your project momentum. No fluff, just practical steps.

Why Use Ringcentral for Project Meetings?

Let’s be honest: there are a hundred tools out there that do video calls. But if your company’s already using Ringcentral, it makes sense to get the most out of it. The good news is, it’s got solid video features, calendar integration, and some project-friendly options—if you know where to look. The bad news? Like most all-in-one platforms, it’s easy to get lost in the menus or stuck using features you don’t need.

Here’s how to keep things simple and actually make Ringcentral work for your project meetings.

Step 1: Get Your Ringcentral Account Ready

Don’t skip this. You’d be surprised how many meeting headaches start with missing permissions or the wrong account type.

  • Check your login: Make sure you’re using your work account with video meeting permissions. If you can’t see the “Video” tab, talk to IT or your admin—there’s no workaround here.
  • Download the app: Ringcentral works in the browser, but the desktop or mobile app is faster and more stable for video meetings. If you’re leading meetings, just get the app.
  • Update your app: Outdated versions are trouble. Update before you schedule anything.

Pro tip: If your team collaborates in Slack, Teams, or Google Workspace, check if the Ringcentral integration is enabled. It can save you a few clicks.

Step 2: Schedule Your First Project Video Meeting

Here’s how to do it without tripping over extra features:

Method 1: From the Ringcentral App

  1. Open the Ringcentral app.
  2. Go to the “Video” or “Meetings” tab (depends on your version).
  3. Click “Schedule” or the calendar icon.
  4. Fill in the meeting details:
  5. Title: Make it specific. “Project Standup – April 10” beats “Meeting.”
  6. Date/Time: Double-check time zones if your team is remote.
  7. Duration: Set an end time. Ringcentral doesn’t always boot you, but you’ll thank yourself.
  8. Attendees: Add emails directly, or choose contacts.
  9. Password/Waiting Room: For client meetings, turn these on. For internal, skip unless you’ve had issues with crashers.
  10. Decide if it repeats. For weekly standups, set it to recur.
  11. Click “Save” or “Send Invites.”

Method 2: Directly from Your Calendar

If you’re a Google Calendar or Outlook user:

  • Install the Ringcentral add-on or plugin for your calendar.
  • Create a new event, then click the “Make it a Ringcentral Meeting” button.
  • The meeting link, dial-in, and details fill in automatically.
  • Add your agenda and attendees, then send.

What actually works: Using your calendar’s plugin is usually faster and keeps everyone’s invites up to date. The only downside is you may miss some Ringcentral-specific settings buried in the app.

Step 3: Share Agendas and Materials (Without Chaos)

A meeting with no agenda is just a group therapy session. Here’s how to avoid that:

  • Attach the agenda: Ringcentral doesn’t do built-in agendas. Paste it into the invite, or link to your project doc.
  • Share files: If you must share docs, upload them ahead of time to your shared drive (Google Drive, OneDrive, etc.), then link in the invite. Avoid uploading random files in the chat mid-meeting—it gets messy.
  • Avoid chat sprawl: Ringcentral has in-meeting chat, but it doesn’t replace your main project channels. Keep the real discussion in your project tool or Slack.

Pro tip: If you’re always hunting for the right doc, make a template with standard links and copy it for each meeting.

Step 4: Run the Video Meeting Like a Pro

You’ve scheduled it—now don’t let it go off the rails.

  1. Start on time: Ringcentral lets you join early. Get in a few minutes ahead to test your audio/video.
  2. Admit or mute participants: Use the waiting room if you enabled it. Mute all on entry for big groups. Don’t be afraid to mute that one guy making coffee noises.
  3. Screen sharing: Click “Share Screen.” Pick your window — don’t share your whole desktop unless you like living dangerously.
  4. Recording: Hit “Record” if you need a reference. Just tell folks you’re doing it—nobody likes surprise recordings.
  5. Manage participants: Use the “More” menu to assign co-hosts, boot spammers, or move people to the waiting room.
  6. Use reactions and chat: But don’t let chat distract from the agenda. Assign someone to keep an eye on questions if it’s a big group.

What doesn’t work: Letting people unmute whenever they want (chaos) or assuming everyone knows where to find the mute button (they don’t). Set ground rules.

Step 5: Follow Up and Keep Projects Moving

The meeting isn’t done when you hang up.

  • Send notes: Ringcentral doesn’t send meeting summaries by default. Write a quick recap and send it in your main project channel or via email.
  • Share recording/links: If you recorded, Ringcentral will email you a link. Share it with absentees, but don’t rely on recordings as your only record—nobody watches full replays.
  • Track action items: Don’t leave decisions in the chat. Log tasks in your project tool (Asana, Trello, Jira, etc.).
  • Review attendance: If you need a record, export the meeting participants from the app.

Ignore: The built-in Ringcentral “Tasks” feature. It’s limited and disconnected from real project management tools. Stick to what your team already uses.

Step 6: Tweak Your Meetings As You Go

No tool is perfect out of the box. Here’s what’s worth your time:

  • Recurring meetings: Set a quarterly reminder to review if your standups or check-ins are still valuable.
  • Meeting settings: Disable “join before host” for sensitive topics. Turn off video by default if your team is camera-shy.
  • Integrations: If you’re using Slack or Teams, connect Ringcentral so you can launch meetings straight from chat.
  • Feedback: Ask your team what’s working or not with meetings. Cut what’s not adding value.

Don’t bother: With every new Ringcentral feature. Most project meetings just need a stable video call, screen sharing, and chat. Ignore the marketing about “AI-powered summaries” unless they actually save you time.

Honest Pros and Cons of Ringcentral for Project Meetings

What Works

  • Easy scheduling from your calendar or the app.
  • Stable video—not perfect, but generally reliable.
  • Recording and screen sharing are straightforward.
  • Integrations with the usual suspects: Slack, Google, Outlook.

What to Watch Out For

  • Clunky interface: Too many tabs and menus can slow you down.
  • Notifications: Ringcentral will ping you everywhere—tweak your settings or get flooded.
  • Limited in-meeting collaboration: Chat is basic. Don’t expect whiteboards or deep integrations like with Zoom or Teams.
  • Task features are weak—use your real project tool.

Keep It Simple, Iterate, and Don’t Overthink It

At the end of the day, the best project meetings are the ones that help your team get on the same page and move forward—without wasting a bunch of time. Use Ringcentral to schedule and run meetings, but keep your agenda tight, your tools simple, and your follow-up clear. If something isn’t working, change it. You don’t need every feature—just the ones that help your team do real work.