The Zoom Phone quick start guide assists account owners and admins with the initial setup and introduces Zoom Phone features including multiple sites, phone users, direct phone numbers, and auto receptionists.
This article covers:
- Initial Setup
- Essential Setup
- Advanced Setup
- Additional Features
- Business or Enterprise account
- Account owner and a role with Zoom Phone Management
- Zoom Phone license
Follow these steps after you've activated your Zoom Phone license. Everything configured during the initial setup can be changed later on.
- As the Zoom account owner, you will receive an email stating you've been provisioned for Zoom Phone. Click the link in the email for initial setup or log in to the Zoom web portal and navigate to Phone System Management > Setup.
- Enter the required information to choose your main company number, which will be the primary number for your Zoom Phone service.
- Select a Country, State and Area Code from the drop-down menus.
- Select a main company number in the Choose Number drop-down menu:
- Specify Extension Number for Owner: Enter an extension number for the account owner (your personal account) and click Next.
- All subsequent user extensions will increment from the extension value you enter here.
- Extension numbers can be up to 6 digits. If you set up multiple sites and enable site codes, extension numbers can be 2 to 5 digits and site codes can be 1 to 2 digits.
- Click Next.
- Enter a default emergency address, which is used by first responders when you call an emergency number (e.g. 9-1-1).
After you complete the initial setup, Zoom Phone options are displayed under Phone System Management on the left panel of the web portal.
Follow the sections below to continue setting up Zoom Phone.
After completing the initial setup, start using Zoom Phone by adding phone users, purchasing direct numbers, and provisioning desk phones for users that required them.
You can assign Zoom Phone licenses to users in the Zoom account. Assigning a Zoom Phone license to a user will automatically assign an extension number. Users will also receive an email notifying that they have been added to Zoom Phone. Users can click the setup link in the email to change their settings.
After creating phone users, you can purchase direct phone numbers and assign them to users. Users that are assigned a direct phone number will still be able to use their assigned extension number. You can also port over phone numbers from another service or carrier and change the main company number.
Phones and Devices
All Zoom Phone users can make and receive calls using the Zoom desktop client or mobile app. You can provision and assign devices to users who require a desk phone. Zoom Phone supports several models from Yealink and Polycom.
After setting up your users and numbers, you can configure global settings that apply to all users, including voicemail notifications, audio while connecting, and default business hours.
Main Auto Receptionist
During the initial setup, Zoom Phone creates a main auto receptionist for your main company number. The main auto receptionist answers calls using a personalized recording then routes calls. Get started by setting business hours and routing options for your main auto receptionist.
After setting up your phone users, direct phone numbers, and desk phones, you can set up these advanced features that organize your phone users and modify how calls are handled in your organization.
Auto Receptionists and Integrated Voice Response (IVR)
Auto receptionists answer calls with a personalized recording and routes calls to a phone user, or call queue. You can set up an auto receptionist to route to an IVR system to provide callers with several routing options.
If you want to organize your phone users into groups, you should create multiple sites. For example, you could create multiple sites based on office location or department. You can also assign a site code to each site, allowing users to easily identify and dial phone extensions that belong to the same site.
Call queues allow you to manage incoming calls so that they are routed to a specific group of users. For example, you can route calls to your organization's billing, sales, or customer service departments.
You can change the default emergency address you set during the initial setup. If you have multiple sites, you can change the default address assigned to each site. You can also enable emergency calling for users that do not have a calling plan or direct phone number.
You can set up and use these optional features that enhance your Zoom Phone service.
Once phone users start making and receiving calls, you can view a detailed record of all calls. You can filter data by date, call type (inbound or outbound), and site. You can also export call logs and view the call log of a specific user.
You also block numbers for all users in the account or for specific users. Blocked numbers can be inbound (numbers will be blocked from calling in) and outbound (phone users in your account won't be able to dial those numbers).
The Zoom Phone dashboard allows you to see the overall quality of voice calls and filter data based on a specific phone user.