How to configure Zoom global dial-in numbers

Zoom administrators can configure global dial-in numbers to allow participants to join meetings via phone from different countries. This involves accessing the Zoom web portal, navigating to the Audio Conferencing settings, and selecting the desired dial-in countries. You can also customize the dial-in instructions displayed to participants.

Prerequisites

• A Zoom Pro, Business, Education, or Enterprise account.
• Account owner or admin privileges in the Zoom web portal.
• Understanding of the different dial-in plans offered by Zoom (if applicable, as some plans may have limitations).

Configure Global Dial-In Numbers

1. Sign in to the Zoom web portal: Go to zoom.us and sign in with your administrator credentials.
2. Navigate to Account Management: In the navigation menu, click Account Management, then click Account Settings.
3. Access Audio Conferencing Settings: Click the Audio Conferencing tab.
4. Edit Dial-In Countries/Regions: Under the “Global Dial-in Countries/Regions” section, click Edit.
5. Select Dial-In Countries/Regions: A new window opens, displaying a list of countries and regions. Check the boxes next to the countries and regions you want to include in your global dial-in list. Use the search bar to quickly find specific locations.
6. Arrange the Order of Dial-In Numbers (Optional): Once you select the countries, you can change the order in which they appear to participants by dragging and dropping them in the list. The numbers at the top will be displayed first. This is helpful to prioritize local numbers for your primary user base.
7. Set Default Dial-in Country/Region (Optional): Choose a default country/region. This is the location shown first to participants. This can be different than where your organization is based.
8. Save Changes: Click Save to apply your changes.

Customize Dial-In Instructions

1. Access Audio Conferencing Settings: Following steps 1-3 from the previous section, make sure you are on the Audio Conferencing tab.
2. Customize Dial-In Information (Optional): You can customize the instructions displayed to participants when they join via phone. Look for a section like “Custom Dial-in Instructions” (if available on your plan). This typically allows you to add custom text, links, or disclaimers. This feature is subject to your subscription level.
3. Customize Invitation Email (Optional): Many Zoom plans support customizing the email invitations sent to participants. Access the email template settings (often found under “Meeting Settings” or “Email Settings”) and modify the section containing dial-in instructions to match your desired presentation. Include clear instructions on how to dial in, including any required access codes or meeting IDs.
4. Edit Welcome Prompt (Optional): Depending on your Zoom plan, you might be able to customize the welcome prompt participants hear when they dial in. Contact Zoom support or review your account settings for options to modify the audio greeting. This is especially useful for providing clear instructions at the start of the phone call.

Displaying Dial-In Numbers in Meeting Invitations

1. Verify Dial-In Number Inclusion: Ensure that your meeting scheduling settings are configured to automatically include dial-in numbers in meeting invitations. This setting is usually found under “Meeting Settings” or “Scheduling Options” in the Zoom web portal. Enable any options related to displaying global dial-in numbers.
2. Test a Scheduled Meeting: Schedule a test meeting and review the invitation email to confirm that the correct dial-in numbers and instructions are displayed. Verify that the order of countries/regions matches your configured preference.
3. Train Users: Provide training to your users on how to find and use the dial-in numbers, especially if you have a globally distributed workforce. Create documentation or short videos demonstrating the process.

Common Issues

• Dial-in numbers not appearing in invitations:

  • Solution: Double-check the meeting scheduling settings to ensure dial-in numbers are enabled for inclusion in invitations. Verify the “Global Dial-in Countries/Regions” section in the Account settings has countries selected.

• Participants are unable to connect:

  • Solution: Confirm that the participant is dialing the correct number and entering the meeting ID correctly. Make sure the selected dial-in country is included in your configured list.

• Unexpected charges for international calls:

  • Solution: Advise participants to check with their phone provider regarding international calling rates. Zoom offers paid add-ons for toll-free numbers to mitigate these charges for participants.

• Limited dial-in countries available:

  • Solution: This can be related to your Zoom plan. Review your plan details or contact Zoom support to explore options for expanding the available dial-in countries.

• Dial-in number order is not as expected:

  • Solution: Return to the “Global Dial-in Countries/Regions” section and verify the order. Drag and drop the countries/regions to arrange them according to your desired display. Save the changes.