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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. Specify the following information:
    • Site: If you created multiple sites, select the site you want the users to belong to.
    • 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 100 users at a time. Click Confirm.
    • Package: Click Assign to assign an outbound calling package.
    • Pre-config user settings according to target sites' User Template: Apply the settings specified in the site's user template to the selected users.
  5. 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 package to a phone user

After assigning a license, you can assign a calling a calling package 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 then Assign Package in the last column.
  4. Select a calling package 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 Zoom 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 package if you want to enable outbound calling.

Removing licenses or calling packages 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 packages 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 package 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.
    • Move to Trash: This option is only visible if you enable the Soft Delete Users policy setting. Move the phone user to the trash. Soft-deleted user can be restored within 30 days. After that, the phone user will be permanently deleted from the account. 
      Note: When you soft delete a phone user, their data is retained, but their calling package and phone number licenses will become available to use.
    • Remove All Packages: Remove calling packages from selected users. Click Remove to confirm.
      Note: Removing a calling package 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.

Customizing the user template

Each site has a user template you can customize to easily apply pre-defined settings when adding or importing phone users.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Company Info.
  3. Follow one of these options depending on if you have multiple sites:
    • If you enabled multiple sites: Click the name of the site you want to edit, then click the Settings tab.
    • If you disabled multiple sites: Click Account Settings.
  4. In the Template section, click Manage.
    Note: Check Apply template settings for all new users added to this site. to apply the template to all new phone users added to the site, including SSO users.
  5. Specify the phone user settings and policy settings to apply to the user template.
    Note: Some settings can't be applied to the user template and will need to be specified for each phone user.