Creating templates for phone settings in Zoom

This post was most recently updated on July 23rd, 2022

Create a template for the purpose of setting up standard settings for phone users, common areas, auto receptionists, or call queues for a variety of uses. As a result, this template can then be used to apply these settings simultaneously to several people, such as phone users, operators or call queues, by modifying it. When you create one of these extensions, you will also have the option to apply a template to it.

The new business hours can be applied to a template that has been created by creating a template, then applying it to a large group of agents. Using this method, each phone user does not have to be edited individually, which saves time and effort.

Note: There are modular configuration options available for your auto receptionist and call queue templates, meaning that you can select which parts of the template you want to apply and not impact the other settings at the same time.

Prerequisites for creating templates for phone settings

  • There are three types of accounts: Pro, Business, and Education
  • Ownership or administrative privileges of an account
  • License for Zoom Phone is required

Notes:

  • The main auto receptionists cannot be configured with templates.
  • In a template, you are only allowed to specify a certain set of settings.

How to create a template

  1. The Zoom web portal can be accessed by logging into your account.
  2. Click on Phone System Management in the navigation menu, then click on Company Info in the menu.
  3. Depending on whether or not you have multiple sites, you will need to select one of the following options:
    • Depending on the number of sites you have enabled, you may need to open the site you need to edit, and then click on the Settings tab.
    • Click on Account Settings if you have disabled more than one site.
  4. Click on the Manage button under the Template section of the page.
  5. Add a new item by clicking on the Add button.
  6. Please provide the following information in the text box:
    • Template Name:For your template, you will need to enter a display name.
    • Template Type: If you would like to create a template with an extension, you must select the extension type.
  7. Then click the Confirm button.
  8. The name of the template that you created will appear as the display name when you click it.
  9. You will need to specify the template’s settings in order to make it work.

How to create a template from an existing extension

The settings of a phone user, auto receptionist, or call queue can also be copied from an existing template to create a new template.

Note: As long as you have more than one site, you will have to make sure that the template belongs to the same site as the extension.

  1. To access the Zoom web portal, you will need to sign in.
  2. Click Phone System Management at the top of the page, and then click Users & Rooms, Auto Receptionists, or Call Queues at the bottom of the page.
  3. To create a template from an extension, you need to find the extension that you want to use.
    • You will find your extension by clicking on the Users or Common Areas tab if you clicked on Users & Rooms.
  4. You can save the template by clicking the ellipses button at the end of the last column of the table.
  5. (Optional) If you would like to change the name of the template, you can do so by clicking Confirm.
  6. Select Phone System Management from the navigation menu, then click Company Info from the drop-down menu.
  7. Depending on whether you have multiple sites or not, you can follow one of the following options:
    • Click the name of the site on which you created the template if you enabled multiple sites. Then click the Settings tab on the site in which the template is located.
    • Click on Account Settings if you have disabled multiple sites at the same time.
  8. Click on Manage under the Template section of the window.
  9. You will need to click the template that you created in the previous step.
  10. Set the template’s settings according to your needs.

Settings available in templates

It is not possible to specify some settings in a template. For more information about settings, please see the following articles.

  • Settings for users of the phone
  • Setting up the common areas of the house
  • Setting up the automatic receptionist
  • Setting up the call queue
  • Setting up the policy

Apply all configuration settings or only apply business hours settings

On every template setting page, you will find the following setting:

  • Apply all configuration settings: It is recommended that you enable this setting in order for all template settings to be applied. Allow business hours settings to only be applied during business hours by disabling it. This setting will be disabled if you disable it. In this case, you will not be able to make any other changes to the template.

Phone user template settings

It is only possible to change the following settings in phone user templates. It is not possible to change any of these settings at any other level of the settings menu.

  • PIN Code: In order to assign a PIN code to the phone users when applying the template, choose one of the following options. When the PIN is entered, the desk phone will be able to check voicemail, allow hot desking, and lock the screen.
    • Assign a random PIN code: As soon as the template has been applied to phone users, a randomly generated PIN code should be assigned.
    • Assign a fixed PIN code:When applying the template to users, it is important to assign the same PIN code to them. The PIN that needs to be applied can be viewed and changed by clicking Show or Edit.

How to apply a template to existing extensions

A template can be applied to an extension that already exists. There will be a set of settings that will be applied to the template as specified. The settings that are applied cannot be selected by the user.

  1. To access the Zoom web portal, you will need to sign in.
  2. The navigation menu on the left will lead you to the Phone System Management page. There, you will be able to select Users & Rooms, Auto Receptionists, or Call Queues.
  3. The first column in the table is where you can select the extensions you would like to apply the template to bYou can select the extensions if you have clicked on the Users & Rooms tab, or you can select them if you clicked on the Common Areas tab.ommon Areas tab to select your extensions.
  4. Above the table you will find a button that says Apply Template.
  5. Using the drop-down search results, select the template you want to apply by entering its display name and then selecting the template from the list of results.
  6. In order to confirm that your settings are going to be applied to the specified extensions, click View Template and then click OK.
  7. Then click the Confirm button.

How to apply a template when creating a new extension

There are many templates available for the creation of phone users, auto receptionists, or call queues that can be applied to these. The template will apply all the settings that are specified in the template. The settings that are applied cannot be selected by the user.

  1. You can create a phone user, a common area, an automatic receptionist, or a call queue by following the instructions provided.
  2. A template can be applied by checking the box next to it. Depending on the extension you are creating, you will need to select one of the following check boxes:
    • You can specify a template that will be assigned to each user
    • In the Common Area, you need to specify a template that will be used
    • The Auto Receptionist template must be specified in order for it to be assigned
    • In order to assign templates to call queues, a template must be specified
  3. When you click the drop-down search results, you will be able to enter the display name of the template you wish to apply, then you will be able to select it.
  4. Save the changes by clicking on the Save button.

How to automatically apply a template to new SSO users

It is possible to automatically apply a template you have created for phone users to new SSO users if you have created one for phone users.

  1. To access the Zoom web portal, you will need to sign in.
  2. Select Phone System Management from the navigation menu and then click Company Info from the drop-down menu.
  3. Depending on whether you have multiple sites or not, you can choose one of the following options:
    • The settings of a site can be edited by clicking the name of the site you wish to edit, and then clicking the Settings tab that appears when you click it.
    • You will need to click Account Settings if you have disabled multiple sites.
  4. Specify a user template to be assigned to SSO users in the Template section, which can be found in the SSO User Template section.
  5. To search through your existing templates, enter the display name of the template that you would like to search through.
  6. In the drop-down search results, click on the template you want to apply from the list of templates.
  7. Save the file by clicking on the Save button.

How to delete a template

If you are no longer using a template, then you can delete it from your system. A template that is deleted does not affect the extensions to which the template has been applied.

  1. The Zoom web portal can be accessed by logging into it.
  2. Click Phone System Management from the navigation menu and then click Company Info from the drop down menu.
  3. Depending on whether you have multiple sites or not, you will need to follow one of the following options:
    • Assuming you have enabled multiple sites, click on the corresponding site you would like to change, then click on the Settings tab under the site name.
    • You will need to click Account Settings if you have disabled multiple sites.
  4. Click on the Manage button in the Template section of the window.
  5. Select the templates you wish to delete by clicking the check boxes in the first column of the table.
  6. Click on the Delete button at the top of the table.