How to assign Zoom Phone licenses to users

Assigning Zoom Phone licenses allows users to make and receive calls using the Zoom Phone system. To assign a license, access the User Management page in the Zoom web portal, locate the user, and then assign a Zoom Phone license to them. This process can be done individually or in bulk.

Prerequisites

• Account owner or admin privileges in Zoom.
• A Zoom Phone license available for assignment.
• Existing Zoom users to assign the license to.

Assign Zoom Phone Licenses Individually

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to User Management: In the navigation menu, click User Management, then click Users.
3. Locate the user: Find the user you want to assign a Zoom Phone license to in the user list. You can use the search bar to search for a specific user.
4. Edit User: Click the user’s name to access their profile.
5. Assign License: On the user’s profile page, look for the License section. If a Zoom Phone license is not already assigned, there will be an Assign button or a dropdown menu.
6. Select Zoom Phone: Click the Assign button or use the dropdown menu and select Zoom Phone.
7. Save Changes: If prompted, click Save to confirm the assignment. After the page refreshes, the user profile will show the assigned Zoom Phone license. An extension number will automatically be assigned. You can change phone users’ settings after assigning a license.

Assign Zoom Phone Licenses in Bulk

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to User Management: In the navigation menu, click User Management, then click Users.
3. Click Import: Click the Import button located at the top of the user list.
4. Download CSV Template: On the Import Users page, download the CSV Template to ensure you have the correct format for importing user information.
5. Edit CSV File: Open the CSV file in a spreadsheet editor (e.g., Microsoft Excel, Google Sheets).
   • Fill in the required columns (e.g., Email, First Name, Last Name).
   • In the License column, enter Zoom Phone. Ensure consistent spelling.
   • Save the CSV file.
6. Upload CSV File: On the Import Users page in the Zoom web portal, click Choose File and select the CSV file you just edited.
7. Review and Confirm: Review the import preview to ensure the information is correct. If any errors are shown, correct them in the CSV file and re-upload.
8. Import Users: Click the Import button to import the users and assign the Zoom Phone licenses.
9. Verify Import: After the import is complete, verify that the licenses have been assigned correctly by checking the user list or individual user profiles. Extension numbers will automatically be assigned to the new phone users.

Remove Zoom Phone Licenses

You might need to remove a Zoom Phone license to reassign it to another user or reduce the number of licenses on your account.

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to User Management: In the navigation menu, click User Management, then click Users.
3. Locate the user: Find the user from whom you want to remove the Zoom Phone license.
4. Edit User: Click the user’s name to access their profile.
5. Unassign License: On the user’s profile page, in the License section, locate the Zoom Phone license. Click the Unassign button next to the Zoom Phone license.
6. Confirm Removal: A confirmation dialog box will appear. Click Unassign to confirm the removal of the license.
7. Verify Removal: After the page refreshes, the user profile will no longer show the assigned Zoom Phone license.

Assign a Phone Number to a User

After you have assigned a Zoom Phone license, you might need to assign a phone number to the user.

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to Phone System Management: In the navigation menu, click Phone System Management, then click Phone Numbers.
3. Find Unassigned Numbers: Filter or search for unassigned phone numbers.
4. Assign Number: Click the checkbox next to the unassigned phone number(s) you want to assign. Then click the Assign to button.
5. Select User: In the dropdown menu, select User. Then, search for and select the user to whom you want to assign the phone number.
6. Save Changes: Click Save to assign the phone number to the user.

Common Issues

• Not enough licenses available: If you try to assign a license and receive an error indicating that you don’t have enough licenses, you need to purchase additional Zoom Phone licenses.
• CSV import fails: Ensure the CSV file is properly formatted, and all required fields are present. Double-check for typos or incorrect values in the CSV file. Using the provided CSV template is crucial.
• User already has a license: A user can only have one Zoom Phone license assigned at a time. Unassign the existing license before assigning a new one.
• User not found during bulk import: Verify that the email address and other identifying information in the CSV file match the existing user accounts in Zoom.
• Extension number not automatically assigned: The system should automatically assign an extension number. If not, manually assign the extension within the user’s profile settings. Navigate to Phone System Management, then Users & Rooms, then select the user, and go to the Profile tab. There should be a section to manually assign an extension number.