Managing rooms added to Zoom Phone

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

Zoom Phone can be integrated with Zoom Rooms, so that existing Zoom Rooms can be used for making and receiving calls that can be made and received from Zoom Phone. You can change the settings of a Zoom Room after you have added it to Zoom Phone. Zoom Phone can also be used to add SIP/H.323 devices (also referred to as Cisco/Polycom rooms) to your phone network.

Prerequisites for managing rooms added to Zoom Phone

  • Accounts for professionals, businesses, and educators
  • Permissions for account owners or administrators
  • Permissions for Zoom Phone
    Note: Zoom Rooms and Zoom Phones cannot be integrated through Zoom United
  • The Zoom web portal can be used to set up Zoom Rooms or SIP/H.323 rooms

Note:

Find out what requirements, supported devices, and limitations you need to manage SIP/H.323.

How to assign a Zoom Phone license to a Zoom Room or SIP/H.323 room

Note:

Zoom Room Common Area package is the default base package you get when you assign a Zoom Phone license to a Zoom Room. It is only available for Zoom Rooms, and it has the same functionality as the Zoom Phone Common Area package, but it is only available for Zoom Rooms. Depending on the account’s subscriptions, Zoom Rooms can be configured to participate in outgoing calls, assign calling plans, and do a few other things depending on the account’s subscriptions.

  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 on Users & Rooms from the drop-down menu.
  3. You can select Zoom Rooms or Cisco/Polycom Rooms from the tabs at the top of the page.
  4. Click on the Add button.
  5. You can select the site to which the rooms should belong if you created more than one site.
  6. Click on the Choose button next to Zoom Rooms or Cisco/Polycom Rooms, and then select your preference.
  7. The first step is to search for the room in which a license is to be granted, and then click the checkbox beside the name of the room.
  8. As soon as you have selected the rooms that will have Zoom Phone licenses assigned to them, click Save.
    An extension number will be assigned to each room so that they can be contacted directly.
  9. You will need to follow the steps below to assign the Zoom Room a calling package and a direct phone number by following the steps below.
  10. It is possible to change the phone settings of the room (optional).

How to assign a calling package and direct phone number

You need to assign a calling package to the Zoom Room or Cisco/Polycom Room you added to Zoom Phone if you wish to make outbound calls. A direct phone number can also be assigned during this process (optional).

  1. Zoom’s web portal can be accessed by signing in.
  2. The phone system management menu can be found under Users & Rooms.
  3. Choose a Zoom Room or a Cisco/Polycom Room.
  4. Find the Zoom Phone license that you added to the room.
  5. The last column should say Assign, then Assign Packages.
  6. To assign numbers, click Assign, then select a calling package.
  7. Select a direct phone number and click Confirm to assign it to the room. Skip if you don’t want to.
    The room is now available for making and receiving calls. It is also possible to call other Zoom Rooms in the same account and invite participants via phone for Zoom Rooms. Zoom Rooms has phone features that you can learn more about here.

How to remove licenses, calling packages, or phone numbers

You can revoke access to Zoom Phone after assigning licenses to Zoom Rooms. Reassigning a license is possible after removing a license. If you do not want Zoom Rooms to make outbound calls, you can also remove the calling packages.

  1. Zoom’s web portal can be accessed by signing in.
  2. Then click Users & Rooms in the navigation menu.
  3. Select either the Zoom Rooms tab or the Cisco/Polycom Rooms tab from the drop down menu.
  4. Please choose the checkbox beside the license or calling package that you would like to remove from each room.
  5. At the top of the table, click on Remove and then click on one of the options listed below:
    • Remove Zoom Rooms / Remove Cisco/Polycom Rooms: Licenses for Zoom Phones can be removed from selected rooms. Confirm deletion by clicking Delete.
    • Remove All Packages: Selected rooms can be removed from calling packages. Confirm the removal by clicking Remove.
    • Note:
    • Direct phone numbers will also be removed after removing a calling package.
  6. The more icon (…) in the last column allows you to remove rooms individually by clicking on it, then you can select Remove License or Remove Calling Plan respectively to remove the license.

How to batch assign licenses and calling packages to existing Zoom Rooms

If you are planning to assign more than 100 Zoom Phone licenses to existing Zoom Rooms, you will need to follow the following steps.

Note:

Set up Zoom Rooms if you don’t already have them. For more information, see Zoom Rooms: Getting Started.

  1. Zoom’s web portal can be accessed by signing in.
  2. You can access Users & Rooms by clicking Phone System Management in the navigation menu.
  3. Zoom Rooms can be accessed by clicking the tab.
  4. Then click Import.
  5. Choose the site to which the Zoom Rooms should belong if you created multiple sites.
  6. To view the required fields and download a sample CSV file, click CSV Sample.
  7. Using the CSV sample, fill in the fields.
    Note:
  8. Make sure you do not delete the field names in the first row.
  9. Select your completed CSV file and click Upload CSV to begin batch processing.
    Note:
  10. The batch process will not complete if one or more fields are incorrect. There are several options available to you:
    • Incorrectly filled-in fields can be viewed by clicking Details.
    • The batch process can be continued by clicking Ignore Issues and Upload Others. It will not import any rows with errors in the CSV. Errors in all rows will prevent you from seeing this option.
    • A batch process will not be completed if the CSV contains errors in all rows. Once the CSV file has been fixed, click Reupload.
    • The batch import process can be canceled by clicking Close.
  11. Upon successful completion of the batch process, click Close.

How to batch update existing Zoom Rooms

Using a batch update tool, it’s possible to update existing Zoom Rooms’ calling package, site code, extension, or direct number at the same time.

  1. To access the Zoom web portal, you will need to sign in.
  2. Click Phone System Management from the navigation menu and then select Users & Rooms from the drop-down menu.
  3. Select the Zoom Rooms tab on the left side of the screen.
  4. You can export a CSV file of existing Zoom Rooms that have been added to Zoom Phone by clicking Export at the top of the user table.
  5. The export CSV file can be used to review settings and to make changes if necessary by reviewing the CSV file. 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. Then click Import.
  7. Update Zoom Rooms can be done by clicking the tab.
  8. The Zoom Rooms should belong to the target site if you created more than one site.
  9. Select your completed CSV file and click Upload CSV to begin batch processing.
    Note:
  10. To view the required fields and download a sample CSV file, click CSV Sample.
  11. Upon successful completion of the batch process, click Close.