Adjusting call handling settings in the Zoom app

System users and administrators have the ability to customize call handling settings, allowing them to specify how calls are handled during business hours, quiet hours, or holidays. During business hours, you can configure Zoom to route all business hours calls directly to your voicemail box. However, during business hours, all calls are routed directly to your desktop client and the Zoom mobile app.

Prerequisites for customizing call-handling settings

  • Whether it’s a professional account, business account, or educational account
  • A license for Zoom Phone is required

Note: It is possible for administrators to restrict some call handling settings through the use of policy settings.

How to access the call handling settings



Admins can also change the default call handling settings for the account or site.

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. Click Phone System Management in the navigation menu, and then click Users and Rooms in the drop-down menu.
  3. If you want to customize settings for a specific phone user, click their name.
  4. To edit your user preferences, click the User Preferences tab.
  5. Click the Edit button next to the Call Handling section in the Business Hours or Quiet Hours section.
    Note: Holiday call handling settings can be edited by clicking Manage next to the Holiday List and Call Handling section, selecting a holiday from the list, and clicking Edit next to the Call Handling section.

phone users

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. Click the Phone link in the navigation menu at the top of the page.
  3. You can find the Settings tab on the left side of the screen.
  4. Please select Edit next to Call Handling in the section under Business Hours or Business Hours.
    Note: Call handling settings can be edited by clicking Manage next to Holiday list and Call handling, selecting the holiday you want to change, and then clicking Edit next to Call handling at the bottom of the page.

How to customize call handling settings

When it comes to routing calls during business hours, closing times, and holidays, you can customize which routes are used.

Note: Zoom Phone admins can restrict access to settings or options by showing the lock icon on the settings screen. Your admin may be able to grant you access to one of these smaller Zoom webinar windows, other options will be deferred [ Details ]. There are also new ones Ideas if you don’t see it

  • Call Handling: You can customize how calls are routed during the specified times by clicking the Edit button.
  • Note:
    • Zoom Apps toggle: If you don’t want your calls to be received on the Zoom desktop client, mobile app, or any other type of device, turn off the Zoom Apps toggle.
      • It is possible to forward a phone number from Zoom Phone to an external number or contact; For example, you can forward a phone number to a personal number that is not part of Zoom Phone. Your external phone numbers or contacts can also be edited or deleted.
        Note: Please ensure the appropriate country/region is selected in the drop down menu to allow your external number to be added. In the drop-down menu, some countries appear as separate entries even though they have the same country code.
      • Must press 1 before connecting call: Checking the box above will ensure that callers must press 1 before being connected to the external phone numbers added above.
    • Select the call handling ring mode: Click the arrow to set the desired maximum wait time in the Max. Waiting Time” if you selected “Simultaneously” in the step above. As specified in the setting below (When a call is not answered), there is a maximum wait time before the call is processed.
      • It is recommended that you click the arrow to select the preferred ring duration for each device if you selected Sequential in the Ring duration for each device field.
    • When I’m busy on another call: While you’re busy on another call, you can choose how your calls are handled.
      • Call waiting: If you are currently on another call, you can still answer the call. The first call can be put on hold/rejected by you or you can transfer the waiting call to your voicemail if you don’t answer.
      • Forward to Voicemail/Videomail: Your voicemail or videomail will be notified when there is an incoming call.
      • Play message then hang up: This feature plays a custom message to the caller and then hangs up. You can customize the audio by clicking the Audio Library button.
      • Play busy signal: A busy signal is played to let the person on the other end of the line know that you are busy.
      • Forward to another extension: If the account contains another extension that you want to forward calls to, you can do so.
      • Forward to external contacts: An external contact can be added to the account if the account has a directory of external users.
    • If a call is not answered: During working hours or when we are closed, you can choose how unanswered calls are handled.
      • Forward to Voicemail/Videomail: The call will be forwarded to your voicemail or videomail, depending on your preference.
        • Allow callers to reach an operator: When a caller presses 0 to reach an operator or 1 to leave a message on voicemail, they can reach the operator. It is possible to customize audio after enabling this option.
        • Note: As an administrator, you can also find this option in the default call handling settings for your account or site.
          • IVR Menu: In the IVR menu, the customer is presented with the keys they can press to reach the operator or leave a voicemail for the operator and the caller is presented with the IVR menu. This IVR menu cannot be customized.
          • Connect to operator: A person can choose to be an operator to deal with any phone user, call queue, auto receptionist, or shared line group.
        • Allow callers to check voicemail: Allow callers to check their voicemails over the phone.
        • Greeting: You can select a greeting from the drop-down menu or customize the audio file by clicking the Audio Library link. If you want to learn more about audio greetings, read the article about it.
      • Play message then hang up: The call will then hang up after the caller hears a custom message play. You can customize the audio by clicking the Audio Library button.
      • Disconnect: When the specified hours are reached, voicemail will be disabled during those hours. Without playing the voicemail greeting or transferring the call to the voicemail box, the call is dropped.
      • Please forward this message to another extension as follows: If the account has more than one extension, callers can be transferred to a different extension.
      • Forward to external contacts: There is also an option to forward calls to external contacts if the account has an external user directory.

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frequently asked Questions

How do I change my Zoom calling settings?

Accessing and editing meeting settings is one of the most common tasks

  1. You can access the Zoom web portal by logging in.

  2. Select the Settings option from the menu.

  3. The toggle key can be used to toggle the on/off state of a setting.

  4. Not only is it possible to lock the settings at the account level, but it is also possible to lock the settings at the group level even in addition to the account level. The setting has this information next to it.

Can you change zoom settings before a meeting?

The Zoom web portal gives you the ability to review and customize some important Ideas. There are a number of meeting settings that can affect the meeting works, so if By managing them all before a meeting begins, you can ensure that both you and your attendees benefit from a more rewarding meeting experience.

Where are the zoom settings?

Zoom’s desktop client can be accessed as follows:

  • You can access Zoom from your desktop by logging in.

  • Then click the Settings button next to your profile picture. After clicking this button, a settings window will appear where you can access the following options:

How many people can you talk to on Zoom at the same time?

A Zoom Phone Basic conference can have a maximum of three participants. Up to 10 participants can join a Zoom Phone Pro conference. It is possible for a delegate to join the conference call by phone to participate in the discussion.

How do I change my Zoom audio output?

You can access Zoom’s settings by clicking on the user icon on the left side of the screen, selecting “Settings” from the drop-down menu and clicking on the setting you wish to change. Once you are in the settings, click Click on the “Audio” tab and follow the instructions. If you want to use a different audio output device, you can select it from the drop-down box under the Speakers section of the dialog box.

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