Batch importing, exporting, or updating phone users in zoom App
If you need to assign more than 100 licenses to existing users, you can batch assign Zoom Phone licenses as an account owner or administrator. When a Zoom Phone license is assigned to a user, an extension number is automatically assigned. You can assign direct phone numbers to users after assigning licenses.
Additionally, you are able to update the phone users using a CSV file as well. In a CSV file, you can export a lot of phone numbers. There is no limit to how many phone numbers you can export.
Prerequisites for batch importing, exporting, or updating phone users
- Accounts can be Pro, Business, or Education
- Administrators or account owners
- With Zoom Phone licenses
How to batch assign licenses and calling packages to existing users
- Zoom’s web portal can be accessed by logging in.
- To access the Phone System Management page, select Users & Rooms from the navigation menu.
- In the user table, click Import.
- Enter the information as follows:
Note: - These options won’t appear if you have more than one site with site codes enabled. If there are multiple sites with site codes enabled, you need to specify each site and template.
- Imported to (Optional):
- Select the target site to which the user belongs if you have multiple sites. You will not be able to use the CSV file name if you select a target site. Don’t select multiple sites, but include their names in the CSV file if you want to import data from more than one site.
- Specify a template to be assigned to users:
- Tick the checkbox if you want the template to be applied to the updated users.
- View the required fields and download a sample CSV file by clicking CSV Sample in the web portal.
- Enter the information using a spreadsheet program such as Microsoft Excel.
Important: - Be sure to follow these formatting instructions.
- Start the batch process by clicking Upload CSV and selecting your completed CSV file.
Note: - The batch process will fail if one or more fields contain errors. Here are your options:
- For a description of what needs to be corrected, click Details.
- Please make sure you tick Ignore Issues and Upload Others (if applicable) before completing the batch process. We will not import any rows with errors in the CSV file. If all lines in the CSV file contain errors, you will not see this option.
- The batch process will fail if there are errors in every row of the CSV file. Reupload your CSV file once you have corrected it.
- Once the batch import has been completed, click Close to end it.
- Once the batch process has been completed, click Close to end it.
How to batch export and update existing phone users
There is a way to bulk update existing phone users’ details, which can be done by updating their extension, direct number, calling package, or telephone provisioning information in bulk.
- Zoom’s web portal is available for signing in.
- Select Phone System Management from the navigation menu, followed by Users & Rooms.
- A CSV file of existing phone users can be exported by clicking Export at the top of the table.
Note: - The current list of phone users will be exported. Using the search box and filters, it is possible to display only a few phone users and then click Export if you do not wish to export all phone users.
- Review and change user settings as necessary using the exported CSV file. If you do not need to update any user entries, you may delete these entries and then choose the option to copy settings from another user when performing the batch update.
- Select Import.
- Navigate to Users & Data.
- Enter the information below:
Note: - You will not see the following options if you have more than one site with site codes enabled. A CSV file has to be specified for each site and template.
- Imported to (Optional):
- Select which site the user should belong to if you have multiple sites. You cannot select a target site from the CSV file if you have specified a site name. Specify the names of the sites in the CSV file if you want to import data for more than one site.
- Specify a template to be assigned to users:
- To assign a template to users who have been updated, check the box.
- You can download a sample CSV file (optional) if you click CSV Sample in the web portal.
- Use spreadsheet software, such as Microsoft Excel, to edit the exported CSV file.
Important: - You must ensure that your CSV file is formatted correctly.
- Once you have uploaded your CSV file, click Upload CSV.
Note: - The batch process will not complete if one or more fields are incorrect. Here are your options:
- The details of the incorrectly filled in fields can be found by clicking the Details link.
- The batch process will continue if issues are ignored and others are uploaded. Errors in the CSV will prevent importation. When all rows have errors, you won’t be able to import.
- The batch process will not finish if there are errors in every row of the CSV. When the CSV has been corrected, click Reupload.
- To stop batch importation, click Close.
- To end batch importation, click Close.
CSV requirements
The CSV file must meet the following requirements before importing or updating phone users:
Formatting
- It is not necessary to delete the first field name in the row.
- To correctly fill out the Phone Number field, make sure the following information is entered (don’t use spaces or dashes):
- Plus sign (+)
- Country code
- Area code
- Phone number
- The plus sign is not allowed in some spreadsheet software. In order to add the plus sign (+) on the CSV file, you can either save the file, then open it in a text editor. The phone number in the CSV file is either in quotation marks or not, depending on how you view it in a text editor (either format will import successfully). It is a good idea to put a single quote mark before the plus sign (‘+) in Microsoft Excel, so that you are able to enter the plus sign without creating any formulas.
Blank fields
You can use a blank entry for any of the following fields to remove or downgrade an item from the phone user. You can learn more about these fields in the phone user settings article.
- Package:
- As a result of the downgrading, Zoom Phone Basic will be included with the package.
- Phone Numbers:
- Unassigned numbers will replace the numbers you now have.
- Desk phone fields (Brand, Model, MAC Address, Provision Template):
- Once the desk phone has been moved to the unassigned devices section, it will remain there. Depending on the type of desk phone, you will need to make sure that all 4 fields associated with that desk phone are left blank when removing it from the user.
Fields that require a calling package
For these fields to work, a valid calling package must be specified. Information about these fields can be found in the phone user settings article.
- Contact Information
- Caller ID for outbound calls
- Choosing Caller ID for Outbound Calls
Leaving these fields blank will prevent a telephone user from becoming a member of a calling package.
Desk phone fields
You can specify unassigned desk phones as well as desk phones that have not been added to the portal by filling in the fields for desk phones. If the desk phone was not already included in the web portal, it will be added as soon as the CSV file is uploaded. You will need to provision the new desk phones.