Introducing Zoom Phone features including multiple sites, phone users, direct phone numbers, and auto receptionists, the Zoom Phone quick start guide assists account owners and administrators with initial setup.
- Consider porting your existing phone numbers from other services to Zoom Phone before setting up the service.
- You can use Zoom to make secure voice calls on any supported device, on a desktop or on your mobile device. Check out Zoom Phone for more information.
Prerequisites for getting started with Zoom Phone as an administrator
- There are three types of accounts: Pro, Business, and Enterprise
- Which give you access to Zoom Phone as an account owner, administrator, or both
- Of these roles at the same time
Activate Zoom Phone by following these steps. After the initial setup, you can change anything. The steps below can only be completed by the account owner.
- As the account owner, you will receive an email stating you’ve been provisioned for Zoom Phone. Click the link in the email for initial setup if you prefer.
- You can schedule a session with a Zoom Phone Enablement Specialist if you need assistance and you have less than 151 Zoom Phone licenses in your account.
- Log into the Zoom web portal by logging in with your Zoom username and password.
- Once you have logged in, click Phone System Management and then begin setting up the system.
- Please enter the required information in order to choose the primary number for your Zoom Phone service, which will be your main company number.
- You can also select the country, state and area code that you would like to use from the drop-down menus.
- Click on the next button after you have entered an extension number when you are signing in to your personal account.
- The extension number you enter here will be used for all future extensions.
- There is a maximum of six digits. The extension number can be 2 to 5 digits, and the site code one to three digits if you configure multiple sites. You need to contact Zoom if you require extensions that are longer than 15 digits in length.
- After setting up the system, you can change the main company number.
- It can be assumed that this number will be assigned an auto receptionist with you (the account owner) as the default operator.
- Please click Next.
- When you call 911 or another emergency number, first responders will use the default emergency address you enter.
- Depending on your address, you will automatically be assigned a SIP zone to improve call quality. As you add more sites, each site’s addresses will determine which SIP Zone will be used.
- Once you are done, click Done.
- In order to return to the Welcome to Zoom Phone page, click Cancel (optional) at the top of the screen.
On the left side of the web portal, under Phone System Management, you will see Zoom Phone options as soon as you have completed the initial setup.
For further instructions on how to set up Zoom Phone, please refer to the sections below.
Using Zoom Phone is as simple as adding users, purchasing direct numbers, and provisioning desk phones so that users who need them can use them.
Porting phone numbers
Zoom Phone allows you to use your existing phone numbers by porting them over. You can port your number to Zoom Phone by working with your previous provider. You can assign ported numbers to users once the porting process is complete.
Adding phone users
Users in your Zoom account can be assigned Zoom Phone licenses and calling plans. An extension number is assigned when a Zoom Phone license is assigned to a user. A message will also be sent to the user informing them that they’ve been added to Zoom Phone.
Purchasing and assigning phone numbers
Once the users have been created, direct phone numbers can be purchased and assigned to the users. If an extension number is assigned, it can still be used by users with a direct number. Additionally, you can switch your main company number from another service provider.
Provisioning phones and devices
The Zoom desktop client or mobile app can be used by all Zoom Phone users to make and receive calls. Users who require desk phones can be assigned devices. Several devices are supported by Zoom Phone.
Changing account-level settings
Zoom Phone account settings include email notifications, audio while connected, and default business hours, after you’ve configured users and numbers. Certain Zoom Phone features can also be turned on or off from policy settings.
Customizing the main auto receptionist
As part of Zoom Phone’s initial setup process, a main auto receptionist is created for your main business number. As the main auto-receptionist, I answer calls by referring to a personalized recording and then route them to the appropriate department. You will need to set your main auto receptionist’s business hours and routing options in order to get started.
Organize your phone users and modify how you handle calls once you have set up your direct phone numbers, desk phones, and phone users.
Auto receptionists and Interactive Voice Response (IVR)
Personalized messages are played on auto-receptionists, who then route calls to the appropriate person or queue. In addition, an IVR system allows callers to search a directory of users and provides multiple routing options through an auto-receptionist.
Your phone users should be organized into groups if you wish to do so. Depending on the location of your office or department, you can create multiple sites. A site code can also be assigned to each site, making it easier for users to identify and dial extensions belonging to the same site.
Incoming calls can be managed through call queues so that they are routed to selected users. Calls can be routed to your organization’s billing, sales, or support departments, for example.
During initial setup, you have the option of changing the default emergency address. Your default address can be changed for each of your websites if you have more than one. Additionally, users who do not have a phone number or a calling plan can enable emergency calls.
The Zoom Phone service can be enhanced by using these features.
Users can view a detailed record of all calls once they start making and receiving calls. Filtering data according to date, call type (inbound or outbound), and site can be done. In addition to viewing logs, you can also export logs as well as export logs specific to a specific user.
As well as blocking numbers per user, you can also disable them individually. Blocking numbers can include inbound blocking (no one will be able to call into these numbers), and outbound blocking (no one will be able to call these numbers).
If you have Zoom Rooms enabled in your account, you can assign Zoom Phone licenses to them. With this feature enabled, users can place and receive calls.
Call quality and usage reports
With the call quality dashboard, you can see how voice calls are performing overall, as well as filter data by a specific phone number. The usage report provides you with information about a call queue or individual users’ use of the phone.
Call delegation and shared line groups
A phone user can be assigned to make and receive calls on behalf of another phone user using call delegation. The shared lines are viewable by both users.
The shared line group feature allows you to share a phone number and extension with a group of users or a common telephone line.