Managing conference rooms added to Zoom Phone

Overview

You can integrate existing Zoom Rooms with Zoom Phone, allowing you to make and receive calls using Zoom Rooms. 

This article covers:

• Assigning a Zoom Phone license to a Zoom Room
• Assigning a calling package and direct phone numbers to a Zoom Rooms
• Removing licenses, calling packages, or phone numbers from Zoom Rooms
• Changing settings
  • Profile tab
  • Policy tab
  • Settings tab
  • Call handling settings
• Batch assigning licenses and calling packages to existing Zoom Rooms
• Batch updating existing Zoom Rooms

Prerequisites

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

Assigning a Zoom Phone license to a Zoom Rooms

Note: Make sure you have the Zoom Room or Cisco/Polycom room set up in the Zoom web portal.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Users & Rooms.
3. Click the Zoom Rooms tab.
4. Click Add.
5. If you created multiple sites, select the site you want the rooms to belong to.
6. Beside Zoom Rooms, click Choose.
7. Search for the room you want to assign a license to, and click the checkbox beside the room's name.
   
8. Click Confirm.
9. Click Save to assign a Zoom Phone license to the selected rooms. Each room will be assigned an extension number and appear in the Zoom Rooms tab in the Users & Rooms page.
   Note: To edit a room's extension number, you have to change its settings.
10. Follow the section below to assign a calling package and direct phone number to the Zoom Room.

Assigning a calling package and direct phone number to a Zoom Rooms

Follow these steps to assign a calling package for outbound calls from the Zoom Room or Cisco/Polycom Room you added to Zoom Phone. You can also assign a direct phone number during this process (optional).

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Users & Rooms.
3. Click the Zoom Rooms tab.
4. Find the room you added a Zoom Phone license to.
5. Click Assign Calling Plan in the last column.
6. Select a calling package and click Confirm and Assign Numbers.
7. If you want to assign a direct phone number to the room, select a phone number and click Confirm. Otherwise, click Skip.
   You can now make and receive calls in the room. For Zoom Rooms, You can also invite participants by phone and call other Zoom Rooms in the same account. Learn more about using phone features in Zoom Rooms.

Removing licenses, calling packages, or phone numbers from Zoom Rooms

After assigning licenses to Zoom Rooms, 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 Zoom Rooms 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 Zoom Rooms tab.
4. Click the checkbox beside each Zoom Room you want to remove a license or calling package from.
   
5. Click Remove at the top of the table and click one of these options:
   
   
   • Remove Zoom Rooms: Remove Zoom Phone licenses from selected rooms. Click Delete to confirm.
   • Remove All Packages: Remove calling packages from selected rooms. Click Remove to confirm.
     Note: Removing a calling package will also remove any direct phone numbers assigned.
6. To remove rooms individually, click the more icon (...) in the last column then click Remove to remove the license or click Remove Calling Plan.

Changing settings

Note: There are also global phone settings, and policy settings that enable or disable certain phone features.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Users & Rooms.
3. Click the Zoom Rooms tab.
4. Click the name of the room you want to adjust settings for.
   You will see the following information and options:

Profile tab

• Site (only visible if you have multiple sites): Displays the site that the room belongs to. Select another site using the drop-down menu to move the room to another site.
• Package: Click Assign to assign an outbound calling package. Click × next to an assigned package to remove it.
• Extension Number: Click Edit to change the extension number assigned to the room.
  Note: Some extension numbers are reserved and cannot be used. Extension numbers can be up to 6 digits. If you have multiple sites and enabled site codes, extension numbers can be 2 to 5 digits and site codes can be 1 to 2 digits.
• Number(s): Click Assign to assign direct phone numbers to the room. This setting is only visible if you assign a package.
• Emergency Address: Click Manage to edit the emergency address assigned to the room. If you have multiple sites, you can select any address assigned to the site or the site's default address.
  
• Outbound Caller ID (only visible if you assign a package): Use the drop-down menu to select the caller ID number when making outbound calls from the room.
• Country (only visible if you assign a package): Displays the country of the room's emergency address. The country determines the reserved extension numbers that you can't use for the room. 
• Area Code (only visible if you assign a package): Click Set or Edit to change the default area code for outbound calling. 

Policy tab

Policy settings allow you to enable or disable certain Zoom Phone features.

Settings tab

Note: After setting custom hours, you can customize how inbound calls are routed during these hours. 

• Business Hours: Click Edit to change the times when the user can answer calls. You can set business hours to span past 11:30 PM. You can also set business hours in increments of 10 mins by manually entering a time; for example, 11:10 PM.
• Closed Hours: If you customized business hours, you can also set closed hours. 
• Holiday Hours: Click Manage to designate certain days are holidays. 

Call handling settings

• Ring the Device: Enable or disable the ring for inbound calls.
• Ring Duration: If you enabled Ring the Device, set the maximum ring duration before the call is handled as specified in the setting below (When a call is not answered).
• When a call is not answered: Select how unanswered calls are handled during the specified hours.
  • Play a message, then disconnect: Plays a custom message for the caller then hangs up the call. Click Audio Library to select, record, or upload custom audio.
  • Disconnect: The call will be disconnected without playing a message.
  • Forward to another extension: Route calls to another extension in the account.

Batch assigning licenses and calling packages to existing Zoom Rooms

Follow these steps if you need to assign more than 100 Zoom Phone licenses to existing Zoom Rooms.

Note: Make sure you have Zoom Rooms set up. See Getting Started with Zoom Rooms for more information.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Users & Rooms.
3. Click the Zoom Rooms tab.
4. Click Import.
5. If you created multiple sites, select the target site you want the Zoom Rooms to belong to.
   
6. Click CSV Sample to download a sample CSV file and view the required fields.
7. Fill out the fields using the CSV sample.
   Note: Do not delete the first row with the field names.
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.

Batch updating existing Zoom Rooms

You can batch update existing Zoom Rooms if you want to update Zoom Rooms' calling package, site code, extension, or direct number.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone System Management then Users & Rooms.
3. Click the Zoom Rooms tab.
4. Click Export at the top of the user table to export a CSV file of existing Zoom Rooms added to Zoom Phone.
   
5. Use the exported CSV file to review settings and change them as needed. Alternatively, you can delete any entries that do not need to be updated, then select an option to copy settings from another user during the batch update process below.
6. Click Import.
7. Click the Update Zoom Rooms tab.
8. If you created multiple sites, select the target site you want the Zoom Rooms to belong to.
   
9. Click Upload CSV and select your completed CSV file to start the batch process.
   Note: Click CSV Sample to download a sample CSV file and view the required fields.
10. Click Close if the batch process is successful.