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Batch importing, exporting, or updating phone users Follow

As an account owner or admin, you batch assign Zoom Phone licenses if you need to assign more than 100 licenses to existing users. Assigning a Zoom Phone license to a user will automatically assign an extension number. After assigning licenses, you can change phone users' settings and an assign direct phone numbers.

You can also export and update phone users using a CSV file. There's no limit to the amount of phone users you can export in a CSV file.

This article covers:

Prerequisites for batch importing, exporting, or updating phone users

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

How to batch assign licenses and calling packages 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. Specify the following information:
    Note: If you have multiple sites with site codes enabled, you will not see the following 2 options. You must specify the site and template using the CSV file.
    • Imported to (Optional): If you have multiple sites, select the target site you want the users to belong to. If you select a target site, the site name specified in the CSV file will not be used. If you want to import data for multiple sites, do not select it, and specify site names in the CSV file.
    • Specify a template to be assigned to users: Click the check box to apply a template to the updated users.
  5. Click CSV Sample in the web portal to download a sample CSV file and view the required fields.
  6. Fill out the CSV sample using spreadsheet software like Microsoft Excel.
    Important: Make sure you CSV file meets the format requirements.
  7. 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.
  8. Click Close if the batch process is successful.

How to batch export and update existing phone users

You can batch update existing phone users if you want to update phone users' extension, direct number, calling package, 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.
    Note: This will export the phone users currently displayed. If you don't want to export all phone users, use the search box and filters to only display some phone users, then click Export.
  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. Specify the following information:
    Note: If you have multiple sites with site codes enabled, you will not see the following 2 options. You must specify the site and template using the CSV file.
    • Imported to (Optional): If you have multiple sites, select the target site you want the users to belong to. If you select a target site, the site name specified in the CSV file will not be used. If you want to import data for multiple sites, do not select it, and specify site names in the CSV file.
    • Specify a template to be assigned to users: Click the check box to apply a template to the updated users.
  8. Click CSV Sample in the web portal to view the required fields, or download a sample CSV file (optional).
  9. Edit the exported CSV file or fill out the CSV sample using spreadsheet software like Microsoft Excel.
    Important: Make sure you CSV file meets the format requirements.
  10. 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.
  11. Click Close if the batch process is successful.

CSV requirements

When importing or updating phone users, make sure your CSV file meets these requirements:

Formatting

  • Do not delete the first row with the field names.
  • For the Phone Number field, make sure the phone number contains the following (don't use spaces or dashes):
    1. Plus sign (+)
    2. Country code
    3. Area code
    4. Phone number
  • Some spreadsheet software will not allow a cell to begin with a plus sign. You can save the CSV file then open it in a text editor to add the plus sign (+). When viewing the CSV file in a text editor, the phone number may or may not be in quotation marks (either format will import successfully). If using Microsoft Excel, enter a single quote mark before the plus sign ('+) so you can enter the plus sign without creating a formula.

Blank fields

If you want to remove or downgrade an item from the phone user, you can use a blank entry for the following fields. See the phone user settings article for more information about these fields.

  • Package: The package will be downgraded to Zoom Phone Basic.
  • Phone Numbers: The numbers will move to unassigned numbers.
  • Desk phone fields (Brand, Model, MAC Address, Provision Template): The desk phone will move to unassigned devices. To remove a desk phone from the user, make sure to leave a blank entry for all 4 related fields for that desk phone.

Fields that require a calling package

You must specify a valid calling package to use these fields. See the phone user settings article for more information about these fields.

  • Phone Number
  • Outbound Caller ID
  • Selecting Outbound Caller ID

If you don't want the phone user to have a calling package, leave these fields blank.

Desk phone fields

For the desk phones fields, you can specify unassigned desk phone or desk phone that haven't been added to the web portal. After uploading the CSV file, the desk phone will be added to web portal if it wasn't previously added. New desk phones need to be provisioned.