Overflow hides the call
A queue can overflow to another queue, a voicemail, an extension or an external number. We follow the routing so the call reaches the lead wherever it ended up, voicemails included.
Integration · RingCentral to Instantly.ai
RingCentral and Instantly integration
Send from twenty accounts at Instantly’s recommended thirty a day and that is six hundred emails before lunch. Some of those people will ring the number in the signature, and RingCentral will treat every one of them as a stranger. We connect the two so callbacks are recognised and the campaign reacts. It is a one-time setup by our team, not a monthly middleware subscription.
- From $100, one-time setup
- No monthly fees from us
- Tested on your own calls before go-live
RingCentral
Instantly.ai
One call ends in RingCentral. In Instantly.ai:
- A prospect rings backInto the queue, as usual
- Matched to their leadCampaign and last step shown
- The campaign reactsPaused, stopped or logged
- One-time setup
- From $100
- Monthly fee from us
- $0
- Working days to a written scope
- 2
- Working days to build and test
- 5–10
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
At this volume, callbacks are a daily event
Instantly is arithmetic. Around thirty campaign emails per sending account per day, warm-up running underneath and not counted, slow ramp adding two a day until an account reaches its limit — so capacity is accounts multiplied by thirty. Five accounts is roughly a hundred and fifty emails a day, twenty accounts about six hundred. At that volume the phone rings, and it rings often.
RingCentral has no idea who these people are. The call arrives into a queue and, if nobody answers, overflows: to another queue, to a voicemail, to an extension such as an IVR menu, or to an external number. Nothing about that journey reaches Instantly, so the campaign keeps sending to someone who already called, and the person answering has no idea they are talking to a lead from Tuesday’s send. Connecting the two is mostly about recognising the number before anyone says hello.
- Agencies running campaigns for clientsEach client’s number and campaign stay matched, with callbacks routed accordingly.
- Teams publishing a number in the signatureThe callback is the warmest lead of the day and is treated like one.
- Small teams sharing a queueWhoever picks up sees the campaign, not just a number.
What we connect between RingCentral and Instantly.ai
A typical setup. We adjust each line to how your team uses RingCentral and Instantly.ai.
When this happensThis is what you get
An inbound call from a number in a campaignThe lead, campaign and last step, shown to whoever answers
A call endsA call activity on the Instantly lead, with the person who took it
A conversation with a sequenced leadThe campaign paused or stopped, by the rule you set
The outcome of the callThe lead status you choose, such as interested or not interested
A voicemail left after overflowLogged on the lead with a task for the owner
A caller not in InstantlyLogged as an unmatched call, so nothing is invented
Field mapping, event by event
Each RingCentral event and exactly what it writes in Instantly.ai. Pick an event to see its fields.
1. Trigger · RingCentral
When a call ends
Every call made or received in RingCentral
2. Action · Instantly.ai
Log the lead update
In Instantly.ai, on the lead — Where your team already works
Instantly.ai field
Mapped from
What happens
Call length
Call length3 min 04 s
Stored the way Instantly.ai expects
Call length3 min 04 s
Stored the way Instantly.ai expects
Direction
Call directionInbound
Inbound or outbound
Call directionInbound
Inbound or outbound
Call outcome
ResultInterested
Matched to your own list of outcomes
ResultInterested
Matched to your own list of outcomes
Recording
Recording idPlayable audio
Added once the file is ready
Recording idPlayable audio
Added once the file is ready
Lead
Matched by phone number+1 415 555 0142
A new lead is created only if none match
1. Trigger · RingCentral
When an outcome is set
A rep marks how the call went
2. Action · Instantly.ai
Update the lead status
In Instantly.ai — Moves one record, not all of them
Instantly.ai field
Mapped from
What happens
Which lead status
Most recent open lead statusNorthwind — 12 seats
On the matching lead, owned by the rep on the call
Stage
ResultInterested
Looked up in the outcome-to-stage list we agree with you
ResultInterested
Looked up in the outcome-to-stage list we agree with you
Sample values are made up. The exact fields are agreed with you in your scope.
A one-time setup, not a monthly middleware bill
We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.
Web Repay integration setup
Middleware subscription
What you pay
One-time setup, from $100 (one-off)
A monthly plan, often priced by tasks or operations
As call volume grows
The same price, no per-task charges
Costs rise with every call that syncs
Who builds and tests it
We do, on your own RingCentral calls
Your team builds and maintains every step
Where it runs
In your own RingCentral and Instantly.ai accounts, documented
Inside the middleware vendor’s platform
When something changes
Additional support as needed, when you request it
Your team fixes the broken steps
Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.
Where RingCentral and Instantly.ai setups usually go wrong
Matching a caller to a lead
Cold lists carry switchboards and shared mobiles. We match on the numbers in the campaign and leave anything ambiguous unmatched rather than attaching a call to the wrong person.
Stop, or only pause
A call is not always the end of the conversation. We agree whether it stops the campaign or pauses it for review, and which outcomes mean which.
Phone System Admin, not Super Admin
The work needs the phone system and user settings. Super Admin, and your billing with it, stays with you.
How we set it up
- 1
Agree what connects
Which numbers, queues and campaigns are in scope, what the answerer should see, and whether a call pauses or stops the campaign. You get a written scope with a fixed one-time price.
- 2
Access for the setup
Phone System Admin in RingCentral and workspace access in Instantly. Nothing for your team to install.
- 3
We connect and test
We call in as a sequenced lead and as a stranger, let the queue overflow, leave voicemails, and check every match, status, paused campaign and task.
- 4
Handover
A short document of what is connected, including the queue and overflow map. It runs in your own accounts, with no monthly fee from us.
Test call passedEvery field in the table checked
LiveWatched for the first week
What it costs
From
$100 one-time setup
Starting price for connecting RingCentral and Instantly.ai, built and tested. Larger mappings get a fixed quote in writing before we start.
No monthly fee from us. Additional support is available as needed, whenever you request it.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about RingCentral and Instantly.ai
Will a callback stop the Instantly campaign?
That is the point of the connection. A conversation with a sequenced lead pauses or stops their campaign, by whichever rule you choose, so nobody receives the next cold email after speaking to you.
What happens to calls that overflow to voicemail?
They are logged too. We follow the queue’s overflow and write the call and any voicemail to the lead, with a task for the owner.
What if the caller is not in Instantly?
The call is logged as unmatched. We do not create a lead from an inbound number, because cold lists are full of switchboards that belong to nobody in particular.
Is there a monthly fee?
No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us. Your Instantly and RingCentral plans are unchanged.
Rather talk it through?
Thirty minutes on how your team uses RingCentral and Instantly.ai. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Campaign pausedMeeting booked
Call-back taskAssigned to the contact owner