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Managing phone users Follow

Overview

As the Zoom account owner or admin, you can assign or remove Zoom Phone licenses. Assigning a Zoom Phone license to a user will automatically assign an extension number. You can also assign Zoom Phone licenses to Zoom Rooms to enable outbound and inbound calling.

After assigning licenses, you can change phone users' settings and an assign direct phone numbers.

This article covers:

Prerequisites

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

Assigning licenses to existing users

You can assign Zoom Phone licenses to your existing Zoom users (up to 100 licenses at a time), allowing them to make and receive phone calls. Users will automatically be assigned an extension number and will appear in the Users & Rooms page.

Note: To assign more than 100 licenses at once, see the section to batch assign licenses.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click Add.
  4. If you created multiple sites, select the site you want the users to belong to.
  5. Beside Users, click Choose.
  6. Search for the user you want to assign a license to, and click the checkbox beside their first name. You can select up to 100 users at a time.
  7. Click Confirm.
  8. Click Save to assign licenses to the selected users.
    Zoom Phone automatically assigns an extension number to each user. Users will also receive an email notification with their extension and a link to change basic phone settings.
    Note: To edit a user's extension number, you have to change user settings.

Re-sending the welcome email

After assigning a Zoom Phone license to a user, they receive an email notification with their extension and a link to change basic phone settings. If the user hasn't set up their account, you can re-send this email.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the name of the phone user.
  4. Click the Profile tab.
  5. Scroll to the bottom of the page and click Resend Invite.

Assigning a calling plan to a phone user

After assigning a license, you can assign a calling a calling plan if you want to enable outbound calling for phone users.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Locate a phone user and click Assign Calling Plan in the last column.
  4. Select a calling plan and click Confirm and Assign Numbers.
  5. If you want to assign a direct phone number to Zoom, select a phone number and click Confirm. Otherwise, click Skip.

Assigning a license to a new user

You can also create a new user and assign them a Zoom Phone license.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Click Add Users.
  4. Enter the required information to add a user.
  5. Under Feature, select Zoom Phone.
  6. Click Add to create the user with a Zoom Phone license.
    After confirming their account, the user will be assigned an extension number and appear in Phone System Management > Users & Rooms. The user will also receive an email notification with their extension number and a link to change their extension.
  7. Follow the steps to assign a calling plan if you want to enable outbound calling.

Removing licenses or calling plans from phone users

After assigning licenses to users, you can remove licenses to revoke access to Zoom Phone. After removing a license, the license and associated number will be available to reassign. You can also remove calling plans from users if you do not want them to make outbound calls.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the checkbox beside each user you want to remove a license or calling plan from.
  4. Click Remove at the top of the table and click one of these options:

    • Remove Users: Remove Zoom Phone licenses from selected users. Click Delete to confirm.
    • Remove All Calling Plans: Remove calling plans from selected users. Click Remove to confirm.
      Note: Removing a calling plan will also remove any direct phone numbers assigned.
  5. To remove users individually, click the more icon (...), then make your selection from the dropdown menu.

Batch assigning licenses and calling plans to existing users

Follow these steps if you need to assign more than 100 Zoom Phone licenses to existing users.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click Import at the top of the user table.
  4. If you created multiple sites, select the target site you want the users to belong to.
  5. If you want to copy phone user settings from another phone user, search for their username or extension number in the Copy basic settings to the preconfigure users field.
    Zoom Phone will display the settings you are copying from that user.
  6. Click CSV Sample in the web portal to download a sample CSV file and view the required fields.
  7. Fill out the CSV sample using spreadsheet software like Microsoft Excel.
    Note: Do not delete the first row with the field names.
  8. Click Upload CSV and select your completed CSV file to start the batch process.
    Note: If there's an error in one or more fields, the batch process will not complete. You will have these options:
    • Click Details to see a description of fields that were not filled in correctly.
    • (If applicable) Click Ignore Issues and Upload Others to continue the batch process. Any rows in the CSV with errors will not be imported. You won't see this option if all rows have errors.
    • If all rows in the CSV have errors, the batch process will not complete. Click Reupload after you fix the CSV file.
    • Click Close to cancel the batch import process.
  9. Click Close if the batch process is successful.

Batch updating existing phone users

You can batch update existing phone users if you want to update phone users' extension, direct number, calling plan, or desk phone provisioning details.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click Export at the top of the user table to export a CSV file of existing phone users.
  4. Use the exported CSV file to review user settings and change them as needed. Alternatively, you can delete any user entries that do not need to be updated, then select an option to copy settings from another user during the batch update process below.
  5. Click Import.
  6. Click the Update Users tab.
  7. If you created multiple sites, select the target site you want the users to belong to.
  8. If you want to copy phone user settings from another phone user, search for their username or extension number in the Copy basic settings to the preconfigure users field.
    Zoom Phone will display the settings you are copying from that user.
  9. Click CSV Sample in the web portal to download a sample CSV file and view the required fields.
  10. Fill out the CSV sample using spreadsheet software like Microsoft Excel.
    Note: Do not delete the first row with the field names.
  11. Click Upload CSV and select your completed CSV file to start the batch process.
    Note: If there's an error in one or more fields, the batch process will not complete. You will have these options:
    • Click Details to see a description of fields that were not filled in correctly.
    • (If applicable) Click Ignore Issues and Upload Others to continue the batch process. Any rows in the CSV with errors will not be imported. You won't see this option if all rows have errors.
    • If all rows in the CSV have errors, the batch process will not complete. Click Reupload after you fix the CSV file.
    • Click Close to cancel the batch import process.
  12. Click Close if the batch process is successful.