How to deploy Zoom Team Chat to your organization

Zoom Team Chat is deployed through the Zoom web portal by an administrator. To deploy it, configure account-level settings, customize features like custom emojis and AI Companion quick replies, and manage external user access to ensure secure and productive team communication.

Prerequisites

• Admin access to the Zoom web portal.
• A Zoom account with a Pro, Business, or Enterprise plan.
• Understanding of your organization’s internal and external communication policies.
• Planned strategy for feature enablement (AI Companion, custom emojis, external access).

Configuring Account-Level Team Chat Settings

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the Team Chat tab. This will present a variety of options to configure Team Chat for your organization.
4. Under the General section, configure settings such as:
   • External Communication: Control whether users can communicate with external contacts and organizations. Choose between Allow users to communicate with external contacts and organizations and Prevent users from communicating with external contacts and organizations.
   • File Sharing: Specify the file types allowed to be shared in Team Chat to prevent security risks. Specify maximum file size for uploads.
   • Message Editing and Deletion: Determine if users can edit or delete their sent messages. Set a time limit if edits or deletions are allowed.
5. Under the Chat Etiquette section, configure settings such as:
   • Mentions: Enable or disable the ability to mention all members of a channel or group chat using @all. Consider disabling for very large channels.
   • Reactions: Allow users to react to messages with emojis.
6. Click Save to apply the changes.

Enabling and Managing Custom Emojis

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the Team Chat tab.
4. Locate the Custom Emojis section. Custom emojis are enabled by default.
5. To disable custom emojis, uncheck the Allow users to upload custom emojis box.
6. To control who can upload emojis, select the appropriate option:
   • All users: All members can upload custom emojis.
   • Admins only: Only admins can upload custom emojis.
7. Click Save to apply the changes.

Enabling and Configuring AI Companion Features

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the AI Companion tab.
4. Locate the Team Chat section within the AI Companion settings.
5. Enable or disable the following features by toggling the corresponding switches:
   • Quick Reply: Allows AI Companion to suggest quick replies for messages.
   • Summarize: Allows AI Companion to summarize lengthy chat threads.
6. Review the data governance information and consent requirements for each feature. Ensure compliance with your organization’s policies.
7. Click Save to apply the changes.
8. Consider educating your end users on the ethical and appropriate usage of AI Companion features.

Managing External Users in Team Chat

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the Team Chat tab.
4. Locate the External Communications section.
5. Select either Allow users to communicate with external contacts and organizations or Prevent users from communicating with external contacts and organizations.
6. If allowing external communication, configure the following settings:
   • Allow users to add external contacts: Control whether users can add external contacts to their contact list.
   • Restrict external communication to specific domains: Limit external communication to users with email addresses from approved domains.
   • Show a disclaimer when communicating with external users: Display a warning message to users when they are communicating with external contacts.
7. Review and configure external communication settings at the account or external company/account level for customized interactions.
8. Click Save to apply the changes.

Integrating Zoom Team Chat with Jira

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to the Zoom App Marketplace and search for the Jira app.
3. Install the Jira app and grant the necessary permissions.
4. Instruct users to connect their Jira accounts to Zoom through the Zoom client.
5. Consider leveraging AI Companion features to streamline Jira workflows within Team Chat.

Common Issues

• Users cannot see custom emojis: Verify that custom emojis are enabled at the account level and that users have the appropriate permissions to upload them.
• Users cannot communicate with external contacts: Check the external communication settings in the Team Chat tab to ensure external communication is allowed and properly configured. Also check if specific domains have been restricted.
• AI Companion features are not working: Confirm that AI Companion features are enabled at the account level and that users have accepted the necessary consent requirements.
• File sharing is not working: Ensure that the file types being shared are allowed in the file sharing settings and that the file size does not exceed the configured maximum.
• Users report excessive notifications: Encourage users to customize their notification settings within the Zoom client to reduce distractions.