As a MiCloud Decision Maker for your account, you can close a user on your account from the Users page of the Account Portal.
NOTE: If an account has only one user with an Emergency Contact role, then you will not be able to close the user. You must assign the Emergency Contact role to another user in the account before you can close the user. (This may not be applicable for some MiCloud customers who are confirmed as migrating to RingEX.)
The following restriction apply when the user being closed has an assigned phone service:
- If closing the user does not take you below your contracted commitment, you can close the user and cancel the user's phone service. See the section Phone Service Cancellation Policy for more information.
To close a user on your account:
- Log in to the Account Portal.
- On the Phone System menu, click Users.
- Right-click the row that contains the user you want to close, and then select Close User.
- Click Yes to confirm closing the user.
The Close User dialog box appears. - In the Action panel, the following fields are displayed:
- Bill Cease Date — This date defaults to the end of the next billing cycle.
NOTE: Some customers who are confirmed as migrating to RingEX, have the ability to manually set this date. - Close Reason — Select the reason for closing the user from the drop-down list.
- Click Next.
- In the Summary panel, verify the displayed information and then click Next.
The Confirmation panel displays the following information:
- Date on which the service(s) of the user and all associated phone profiles will be closed.
- Total billing impact on closing the services of the user.
- User to whom email notification will be sent informing about the closure.
- After verifying the information, click Finish to close the user. This also closes all phone profiles associated with the user.
NOTE: You must validate that the user is removed from all call flows before the close date in the Visual Call Flow Editor. For more information, see the Using the Visual Call Flow Editor article.
Phone Service Cancellation Policy
(This section may not be applicable to some customers who are confirmed as migrating to RingEX.)
As per our current terms, we do not offer partial monthly credit for the current billed period when individual phone services are closed. Instead of closing phone services when you have changes in personnel, we recommend that you reassign the phone service to new staff members. Doing this enables you to recycle phone lines and experience savings. The process of closing phone services and then adding new phone services incurs fees. You can reassign phone services to a new user to avoid both the forfeiting of the remaining current billed period and the new user setup fee for the new phone service. If you do not plan to rehire for a position within the current contract term or if your business is planning to shrink significantly from your original contracted profile amounts, please contact RingCentral prior to your contract renewal to discuss if there are any options to adjust your contracted seats.
NOTE: All services that are closed are processed on the last day of the following month (the end of the next billing cycle) because the charge for the phone service has already been applied to your account. For example, if you close a phone service on March 15, the pending cancellation date is set to April 30. You have already received a monthly billing invoice on March 1 that included all services from April 1 to April 30.
