Managing Multiple Sites Follow

Overview

Sites allow you to organize the phone users in your organization. For example, you could create multiple sites based on office location. Here are some benefits of having multiple sites:

  • Each site has its own main auto receptionist so you can route calls differently for each site.
  • Each site has also has its own caller ID name, phone numbers, call queues, and desk phones so you can better managed your Zoom Phone assets.
  • You can assign a site code to each site, allowing users to easily identify and dial phone extensions that belong to the same site.
  • You can customize some settings, like business hours, at the site level instead of applying them for the whole organization.

Note: After enabling multiple sites, Zoom will automatically create a main site and move everything to this site (indicated by Main Site in the Multiple Sites tab). Your organization still has one main company number, which will be applied to the the main auto receptionist of the main site.

The following diagram illustrates a two-site setup with a main site (headquarters) and a secondary site (satellite office):

This article covers:

Prerequisites

  • Pro, Business, or Education account
  • Account owner or admin permissions
  • Zoom Phone license

Enabling and Adding Multiple Sites

Note: After enabling multiple sites, Zoom will automatically create a main site and move everything to this site (indicated by Main Site in the Multiple Sites tab). Your organization still has one main company number, which will be applied to the the main auto receptionist of the main site.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Click Enable Multiple Sites.
  5. Click Add and enter the required information:
    • Display Name: Enter a name to identify the site.
    • Site Code (only visible if you assigned site codes): Enter a site code for the new site.
    • Main Auto Receptionist: Click Add and create a new auto receptionist for the site, or copy an existing auto receptionist. Inbound calls to the site will be routed to the main auto receptionist.
    • Default Emergency Address: Click Add and select an existing emergency address you previously added or enter a new address.
      Note: By default, this emergency address will be applied to all phone users and numbers you add to the site.
  6. Click Save.
  7. Repeat the steps above to add more sites.

Moving Users, Common Area Phones, Auto Receptionists, and Call Queues to Another Site

After creating phone users, common area phonesauto receptionists, or call queues, you can move them to another site in your account.

  1. Sign in to the Zoom web portal.
  2. Click Phone System Management and navigate to one of these pages:
  3. Click the checkbox to select what you want to move, then click Move Site at the top of the table.
  4. Select the target site and click Confirm.

Change Site Settings

You can edit a single site to change its name, site code, default emergency address, or auto receptionist.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Click the name of the site you want to edit. You can edit the following settings under each tab:

Profile

  • Display Name: Click Edit beside your site's name and enter a new one.
  • Site Code (only visible if you assigned site codes): Enter a site code for the new site.
  • Country: Displays the country of the site's default emergency address. The country determines the reserved extension numbers that you cannot use for phone users.
  • Main Auto Receptionist: Click the display name of the assigned auto receptionist to edit it.
  • SIP Zone: Displays the server location used by Zoom Phone. By default, Zoom selects the nearest location based on the emergency address of the site.
  • Business Hours: Click Edit to set the default business hours for phone users in the site. Phone users will be able to change their specific business hours from the default. You can also set business hours to span past 11:30 PM. This could be used for phone users that work night shifts.
  • Audio Prompt Language: Use the drop-down menu to select the default language for automated audio prompts. These prompts play for inbound callers to give them additional instructions. For example, if the caller is routed to your voicemail, your voicemail greeting will play followed by the automated audio prompt: "Please record your message after the tone. Press any key or stop talking to end the recording".
    Note: Phone users can set their own audio prompt language to fit their region.

Caller ID Name 

Click Change to set the outbound caller ID name.

Emergency Calling

View all emergency addresses that belong to the site and enable emergency calling.

Enabling and Assigning Site Codes

After adding multiple sites to your account, you can optionally assign a site code to each site. This allows users to easily identify and dial users in the same site.

Assigning site codes will cause the following changes to phone users' extensions:

  • Site codes will be prefixed to each extension number that belongs to that site.
  • Existing extensions will be shortened (known as the short extension) so that they don't exceed the 6-digit limit. Users can dial the short extension to reach users in the same site.
  • The long extension is a combination of the site code and short extension. This can be used by external callers or users in other sites.
  • Site codes can be 1 to 2 digits. Since there is 6-digit limit on extensions, the short extension can be 2 to 5 digits.
  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Click the Site Code toggle to enable site codes.
  5. Click Yes to confirm you want to enable site codes.
  6. Select the character length of the site code and short extension, then click Next.
  7. Enter a site code for each site and click Next.
    Note: Each site must meet the character length requirement in the previous step.

    Each extension number will be automatically assigned a short extension number if their default extensions were too long.
  8. (Optional) In the New Ext. column, change the new short extension number for each extension.
  9. Click Confirm to add the site codes and assign new extensions to users.

Editing Site Codes

Follow these steps if you need to change all site codes at once and increase the length of site codes to accommodate more than 9 sites.

If you only want to change the site code for a single site, see Editing a Site.

Note: By editing site codes, all extension numbers will change.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Next to Site Code, click Edit.
  5. Select character length of the site code and short extension, then click Next.
  6. Enter new site codes for each site, then click Next.
  7. Click Yes to confirm changes.

Disabling Site Codes

If you don't want to use site codes, you can disable them.

Note: Disabling site codes will not revert extension numbers to their default extension numbers before you enabled site codes. Extension numbers will still be a combination of the site code and short extension, but you will lose the functionality of dialing the short extension number to reach users in the same site.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Turn off the Site Code toggle.
  5. Click Disable to confirm.

Turning Off Multiple Sites

If you don't want to use multiple sites, you need to move your users, numbers, and phones to the main site before you turn off multiple sites.

Deleting Sites and Move Assets to the Main Site

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Click on a site name that does not have Main Site after its name.
  5. Click Delete Site.
  6. In the drop-down menu, select name of your main site to move all users, numbers, and phones.
  7. Repeat these steps for each site that is not the main site.

Turning Off Multiple Sites

After deleting all sites except for the main site, you can turn off multiple sites.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the Multiple Sites tab.
  4. Click the Multiple Sites toggle.
  5. Click Disable to confirm.
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