Managing Phone Users Follow

Overview

As the Zoom Account Owner or Admin, you can assign or remove Zoom Voice licenses. Assigning a Zoom Voice license to a user will automatically assign an extension number. If you want to add direct phone numbers to users, see Managing Phone Numbers.

This article covers:

Prerequisites

  • Pro, Business, or Education account
  • Account Owner or Admin Permissions
  • Zoom Voice license

Assigning Licenses to Existing Users

You can assign Zoom Voice licenses to your existing users (up to 20 licenses at a time), allowing them to make and receive phone calls. Users will automatically be assigned an extension number and appear in the Phone Users page.

  1. Log in to the Zoom web portal and navigate to the Phone Users page.
  2. Click Add.
  3. If you created multiple sites, select the site you want the users to belong to.
  4. Beside Phone Users, click Choose, search for the user you want to assign a license to, and click the checkbox beside their first name. You can select up to 20 users at a time.
  5. Click Next.
  6. Click Save to assign licenses to the selected users.
    Each user will receive an email notification with their extension number and a link to change their extension.

Assigning License to a New User

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

  1. Log in to the Zoom web portal and navigate to the Users page.
  2. Click Add User.
  3. Enter the required information to add a user.
  4. Under Feature, select Zoom Voice.
  5. Click Add to create the user with the Zoom Voice license.
    The user will be assigned an extension number and appear in the Phone Users page. The user will also receive an email notification with their extension number and a link to change their extension.

Removing Licenses from Users

After assigning licenses to users, you can remove licenses to revoke access to Zoom Voice. After deleting a user, their number and license will be available to reassign to another user.

  1. Log in to the Zoom web portal and navigate to the Phone Users page to see a list of users with a Zoom Voice license.
  2. Click the checkbox beside each user you want to remove the license from.
  3. Click Delete at the top of the user list.
  4. Click Delete to confirm.
    You can also remove users individually by clicking Delete beside the Status column.

Managing Phone User Settings

  1. Log in to the Zoom web portal and navigate to the Phone Users page.
  2. Click the name of the user you want adjust settings for. You'll see the following information and options:
    • Site: Displays the site that the phone user belongs to. See Managing Multiple Sites if you want to move a user to another site.
    • Extension Number: Click Edit to change the extension number assigned to the phone user.
    • Number(s): Click Add to assign direct phone numbers to the phone user.
    • Phone(s): Click Add to add a device to the user and assign a number to that device. By default, Zoom Applications is added to this section. See Provisioning Phones and Devices if you want to add a desk phone.
    • Joined Call Queue: Displays a list of call queues the user belongs to.
    • Joined Auto Receptionist: Displays a list of auto receptionists the user belongs to.
    • User Status: Click the toggle to enable or disable the phone user then click Save. If you disable the user, they won't have access to Zoom Voice.
  3. Click User Settings for more options:
    • Direct Number: Displays the user's direct phone numbers. Click Address to change the emergency address assigned to the number.
    • Outbound Caller ID: Select the default caller ID when the user calls out. The user can change the caller ID before making a call.
    • Business Hours: Check Edit to change the times when the user can answer calls. By default, inbound calls outside of business hours will be immediately forwarded to the user's voicemail.
      • Ring Mode: Select the method to distribute calls during business hours. Select Simultaneously to ring the Zoom application and all devices at the same time. Select Sequentially to ring the Zoom application and devices one at a time. After selecting an option, can make sure to edit the Incoming call forwarding list option below.
      • Incoming call forwarding list: Click Edit to specify the Zoom application and devices call are routed to during business hours. If you set the Ring Mode to Sequentially, use the arrow icons or click and drag to rearrange the order.
    • Closed Hours: Select where calls are routed outside of business hours.
      • Voice Mail: Select a greeting from the drop-down menu or click Upload to add a new one.
      • Message: Click Upload Message Greeting and select an audio file.
      • Forward: Click Incoming call forward list to create a list of devices to call.
    • Answering Call Privilege: Click Add to assign another phone user to answer your calls during business hours. If another user has assigned you to answer their calls, you will see their name and extension below I can assist for. If you don't want to answer calls for another user, click beside their extension.
    • Blocked List: Click View or Edit to see a list of numbers and prefixes that are blocked. Click Add to block prefixes or numbers for the user. See Managing the Blocked List for more information.
    • PIN Code: Click Show or Edit to enter a 1 to 6 digit voicemail PIN. The default PIN is 000000.
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