Managing User Phones and Devices Follow

Overview

By default, all phone users can make and receive calls using the Zoom desktop and mobile applications. As the Zoom account owner or admin, you can provision and assign devices to users that require a desk phone. Each user can be assigned up to 3 desk phones.

You can also add a common area phone that is shared by several people in your organization.

Note: After following this article to add a desk phone to the Zoom web portal, you have to complete provisioning using one of these methods.

  • Zero touch provisioning: If your phone supports zero touch provisioning, it will automatically reboot and provision itself. Your phone may reboot several times to complete provisioning. If you're having issues, reset the device to factory default and install the latest firmware (follow the steps for Polycom or Yealink devices).
  • Assisted provisioning: If you are having issues or your phone doesn't support zero touch provisioning, click Assisted Provisioning after adding the phone to the Zoom web portal and follow the on-screen instructions. Alternatively, you can follow the support article about provisioning Polycom or Yealink devices.

Note: Provisioned phones will automatically update their firmware to the latest supported version.

This article covers:

Prerequisites

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

Adding a Desk Phone

Follow these steps to add a desk phone, assign it to a user, and provision it.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementPhones & Devices.
  3. Click Add.
  4. Enter the following information:
    • MAC Address: Enter the 12-digit MAC address of the desk phone.
    • Device Type: Select the brand and model number using the drop-down menus.
    • Assigned To: Enter the username or email of the phone user to assign the desk phone to. If you have multiple sites, the desk phone will belong to the same site as the phone user.
    • Display Name: Enter a display name to identify the desk phone.
  5. Click Save.
    Follow one of these options to complete provisioning:
  • Zero touch provisioning: If your phone supports zero touch provisioning, it will automatically reboot and provision itself. Your phone may reboot several times to complete provisioning. If you're having issues, reset the device to factory default and install the latest firmware (follow the steps for Polycom or Yealink devices).
  • Assisted provisioning: If you are having issues or your phone doesn't support zero touch provisioning, click Assisted Provisioning after adding the phone to the Zoom web portal and follow the on-screen instructions. Alternatively, you can follow the support article about provisioning Polycom or Yealink devices.

Note: Make sure you don't have another provisioning server communicating with the device when you try to complete provisioning. Provisioned phones will automatically update their firmware to the latest supported version.

Batch Adding Unassigned Desk Phones

You add several desk phones at once using a CSV file. Added desk phones will need to be provisioned using zero touch provisioning or assisted provisioning.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementPhones & Devices.
  3. Click the Unassigned tab.
  4. Click Import at the top of the page.
  5. If you created multiple sites, select the target site you want the users to belong to.

  6. Click CSV Sample. You can download a sample CSV file and view the required fields.

    Note: Click Supported Manufacturers and Models to view a list of acceptable entries. Fill in the Manufacturer and Model columns using this list for the CSV file to import correctly.
  7. Fill out the fields in the CSV sample using spreadsheet software like Microsoft Excel.

    Note:
    • Do not delete the first row with the field names. Make sure the manufacturers and models are correctly filled in.
    • If you have multiple sites, but haven't enabled site codes, leave the Site Code column blank. The phone will import to the target site you selected.
  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.
  10. Follow the steps to assign a desk phone to a user.
  11. Follow one of these options to complete provisioning:
  • Zero touch provisioning: If your phone supports zero touch provisioning, it will automatically reboot and provision itself. Your phone may reboot several times to complete provisioning. If you're having issues, reset the device to factory default and install the latest firmware (follow the steps for Polycom or Yealink devices).
  • Assisted provisioning: If you are having issues or your phone doesn't support zero touch provisioning, click the device name then Assisted Provisioning and follow the on-screen instructions. Alternatively, you can follow the support article about provisioning Polycom or Yealink devices.

Editing a Desk Phone

Follow these steps if you want to edit an existing desk phone you've added. You can re-assigned the desk phone or unbind it so that it isn't assigned to anyone.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementPhones & Devices.
  3. Click the Assigned or Unassigned tab.
  4. Click the display name of the device you want to edit.
  5. You can view or edit the following:

    • Display name: Click Edit next to the display name to change it.
    • Site (only visible if you have multiple sites): Displays the site that the device belongs to. This is automatically populated with the associated phone user's site. To change the site, you need to move the associated phone user to another site.
    • Assigned To: Displays the phone user the device is assigned to (if applicable). To reassign the device, click Edit and select another user. Click Unbind to remove the device from the user and make it available to assign. If the phone isn't assigned, click Choose to assign it.
    • Device Type: Displays the device's brand and model.
    • MAC Address: Displays the 12-digit MAC address of the desk phone. If you haven't provisioned the phone, you can click Edit to change the MAC address.
    • Status: Displays the provisioning status of the phone. If you provisioned the phone and it's currently functioning, you will see an Online status. Click Resync to resync the phone with the provisioning server.
    • Click Delete to remove the desk phone from the Zoom Phone.
  6. If you need to provision the phone, click Provisioning and follow the on-screen instructions to complete provisioning. You can also follow the support article about provisioning Polycom or Yealink phones.

Note: Make sure you don't have another provisioning server communicating with the device when you try to complete provisioning. Provisioned phones will automatically update their firmware to the latest supported version.

Assigning a Desk Phone

Follow these steps if you need to view unassigned desk phones you have added and assign one to a phone user.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementPhones & Devices.
  3. Click the Unassigned tab.
  4. Find the desk phone you want to assign.
    Note: If the desk phone was previously assigned to phone user, but you unbinded it, the desk phone's display name will revert the to default name Desk Phone.
  5. Click Assign to in the last column.
  6. Select a phone user to assign the desk phone to.
  7. Click OK.

Changing Global Desk Phone Settings

You can globally set common configurations for desk phones provisioned in your account. Some settings may not work for all models.

  1. Sign in to the Zoom web portal.
  2. Click Phone System ManagementCompany Info.
  3. Click the General tab.
  4. Under Desk Phone, click Set beside each setting to change it:
    • Background Image: Enter an image URL to add a background image to the display of desk phones.
    • Time Format: Choose a 12 or 24 hour time format.
    • Network Time Protocol (NTP) Server: Enter a NTP server URL to automatically update the time displayed on desk phones.
    • Administrator Password: Enter an admin password so that only admins can access advanced settings of the desk phones.

For information on other global settings, see Managing Global Settings.

Was this article helpful?