Managing multiple sites

Overview

Sites allow you to organize the phone users in your organization. For example, you could create multiple sites based on office location. Here are some benefits of having multiple sites:

• Each site has its own main auto receptionist so you can route calls differently for each site.
• Each site has also has its own caller ID name, phone numbers, call queues, and desk phones so you can better managed your extensions.
• You can assign a site code to each site, allowing users to easily identify and dial phone extensions that belong to the same site.
• You can customize some settings, like business hours, at the site level instead of applying them for the whole organization.

Note: After enabling multiple sites, Zoom will automatically create a main site and move everything to this site (indicated by Main Site in the Multiple Sites tab). Your organization still has one main company number, which will be applied to the the main auto receptionist of the main site.

The following diagram illustrates a two-site setup with a main site (headquarters) and a secondary site (satellite office):

This article covers:

• Enabling multiple sites
• Adding a site
• Enabling and assigning site codes
• Moving users, auto receptionists, and call queues to another site
• Changing site settings
  • Profile
  • Settings
• Disabling site codes

Prerequisites

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

Enabling multiple sites

Note: After enabling multiple sites, Zoom will automatically create a main site and move everything to this site (indicated by Main Site in the Multiple Sites page). Your organization still has one main company number, which will be applied to the the main auto receptionist of the main site.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click Account Settings.
4. In the Multiple Sites section, click the Enable Multiple Sites toggle.
5. (Optional) Enable and assign site codes.

Adding a site

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click Add site and enter the required information:
   • Display Name: Enter a name to identify the site.
   • Site Code (only visible if you have site codes): Enter a site code for the new site.
     Note: Site codes can be 1 to 3 digits. Since there is a default 6-digit limit on extensions, the short extension can be 2 to 5 digits. Contact Zoom if you require longer extensions.
   • Short Extension (only visible if you have site codes): Specify the length of short extension numbers for the site. If existing extension in the site are too long or short to meet this requirement, you will be prompted to fix the conflicts.
     • Range (Optional): Specify a number range for the short extensions.
   • Main Auto Receptionist: Click Add and create a new main auto receptionist for the site, or copy an existing auto receptionist. Inbound calls to the site will be routed to the main auto receptionist.
   • Country: Displays the country of the site's default emergency address. The country determines the reserved extension numbers that you can't use.
   • Default Emergency Address: Click Add and select an existing emergency address you previously added or enter a new address.
     Note: By default, this emergency address will be applied to all phone users and numbers you add to the site.
4. Click Save.
5. Repeat the steps above to add more sites.

Enabling and assigning site codes

After adding multiple sites to your account, you can optionally assign a site code to each site. This allows users to easily identify and dial users in the same site.

Assigning site codes will cause the following changes to phone users' extensions:

• Site codes will be prefixed to each extension number that belongs to that site.
• Existing extensions will be shortened (known as the short extension) so that they don't exceed the 6-digit limit. Users can dial the short extension to reach users in the same site.
• The long extension is a combination of the site code and short extension. This can be used by external callers or phone users in other sites.
• Site codes can be 1 to 3 digits. Since there is a default 6-digit limit on extensions, the short extension can be 2 to 5 digits. Contact Zoom if you require longer extensions.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click Account Settings.
4. In the Multiple Sites section, click the Site Code toggle to enable site codes.
5. Specify the Site Code and Short Extension Length for each site, then click Next.
   Note: Site codes can be 1 to 3 digits. Since there is a default 6-digit limit on extensions, the short extension can be 2 to 5 digits. Contact Zoom if you require longer extensions.
6. Click Next to add the site codes and assign new extensions to users.

Moving users, common area phones, auto receptionists, and call queues to another site

After creating phone users, common area phones, auto receptionists, or call queues, you can move them to another site in your account.

1. Sign in to the Zoom web portal.
2. Click Phone System Management and navigate to one of these pages:
   • Users & Rooms (Users, Zoom Rooms, or Common Area Phone tab)
   • Auto Receptionists
   • Call Queues
3. Click the checkbox to select what you want to move, then click Move Site at the top of the table.
4. Select the target site and click Confirm.

Change site settings

Note: Use Zoom Phone role management to allow a phone user to access or manage a site's settings.

You can edit a single site to change its name, site code, default emergency address, or auto receptionist.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click the name of the site you want to edit.
   You can edit the following settings under each tab:

Profile tab

• Display Name: Click Edit beside your site's name and enter a new one.
• Site Code (only visible if you enabled site codes): Enter a site code for the new site.
  Note: Site codes can be 1 to 3 digits. Since there is a default 6-digit limit on extensions, the short extension can be 2 to 5 digits. Contact Zoom if you require longer extensions.
• Short Extension (only visible if you enabled site codes): Specify the length of short extension numbers for the site. If existing extension in the site are too long or short to meet this requirement, you will be prompted to fix the conflicts.
  • Range (Optional): Specify a number range for the short extensions. If existing extensions are outside of this range, you will be prompted to edit the extensions or keep them out of the specified range.
• Country: Displays the country of the site's default emergency address. The country determines the reserved extension numbers that you can't use.
• Auto Receptionist: Displays the main auto receptionist of the site. Click the display name of the auto receptionist to edit it.
• Caller ID Name: Click Change to customize the outbound caller ID name.
• SIP Zone: Displays the server location used by Zoom Phone. By default, Zoom selects the nearest location based on the emergency address of the site.

Policy tab

Change the site's policy settings.

Settings tab

Emergency Calling

Set up emergency calling and routing.

Emergency Address & Location

Manage emergency addresses for the site and set up nomadic emergency services.

Hours

Change the default business/closed/holiday hours. You can change the same settings as the account-level settings.

Call Park

Change settings for call park.

Security

Upgrade encryption for devices.

Outbound Caller ID

• Additional Outbound Caller ID for User: Control phone users' access to outbound caller ID numbers.
• Show Outbound Caller ID for Internal Calls: Show the direct phone number of internal inbound calls from call queues or auto receptionists. In other words, when a user dials an internal extension with an auto receptionist or call queue number as the caller ID, the receiver will see the selected outbound caller ID. If this setting is disabled, call notifications only show the extension number.

Audio Prompt

Change the default audio settings.

Desk Phone

Set up or change firmware update rules.

Other

Enable a dial-by-name directory that allows callers to search your account's phone users by entering a name.

Template

Create templates to bulk apply settings to phone users.

Disabling site codes

If you don't want to use site codes, you can disable them.

Note: Disabling site codes will not revert extension numbers to their default extension numbers before you enabled site codes. Extension numbers will still be a combination of the site code and short extension, but you will lose the functionality of dialing the short extension number to reach users in the same site.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click Account Settings.
4. Turn off the Site Code toggle.
5. Click Disable to confirm.

Turning off multiple sites

If you don't want to use multiple sites, you need to move your users, numbers, and phones to the main site before you turn off multiple sites.

Deleting sites and moving assets to the main site

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click on a site name that does not have Main Site after its name.
4. Click Delete Site.
5. In the drop-down menu, select name of your main site to move all users, numbers, and phones.
   
6. Repeat these steps for each site that is not the main site.

Turning off multiple sites

After deleting all sites except for the main site, you can turn off multiple sites.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Company Info.
3. Click Account Settings.
4. In the Multiple Sites section, click the Multiple Sites toggle.
5. Click Disable to confirm.