✔️Configuring Company Settings

Configure account-wide settings that apply to all Zoom Phone users including company information, business hours, holidays, notifications, and audio preferences.

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⏱️ Estimated Time: 20–30 minutes

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👤 Who's This For

Account Owners, System Admins, IT Managers

💼 Use Case

Setting up foundational Zoom Phone settings during initial deployment or managing ongoing company-wide configurations that affect all users.

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✔️ Prerequisites

• Admin access to Zoom Phone portal

• Completed initial account setup

• Company information ready (caller ID name, business hours, holidays)

• Audio files prepared if using custom greetings (optional)

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Understanding Company Settings

Company settings are account-wide configurations that establish defaults for your entire organization. These settings can be applied at:

• Account level (if single-site)

• Site level (if multi-site enabled - see separate guide)

💡 Note: If you have multiple sites, some settings can only be changed at the site level. If you have multiple sites disabled, these settings remain at the account level.

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Steps to Configure Company Information

1

Access Company Info

• Sign in to the Zoom web portal as an admin with the privilege to edit account settings

• In the navigation menu, click Phone System Management, then Company Info

2

Update Basic Company Information

• Country: Displays the country of the organization's default emergency address

  • The country determines the reserved extension numbers that you can't use

• Caller ID Name: Click Change to customize the outbound caller ID name

  • This name appears on recipients' phone displays

  • Use your company name (e.g., "Acme Corp" not "Unknown")

  • Keep it under 15 characters for best display

• SIP Zone: Displays the server location used by Zoom Phone

  • By default, Zoom selects the nearest location based on the default emergency address

  • This is auto-selected and typically doesn't need changing

  • Affects call quality and routing

3

Navigate to Account Settings

• At the top of Company Info page, click Account Settings

• You'll see multiple tabs: Settings, Policy, Blocked List, External Contacts, Emergency Services

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Steps to Configure Business Hours

1

Access Business Hours Settings

• From Company Info, click Account Settings

• Click Settings tab

• Locate Default Business Hours section

• Click Edit

2

Set Default Business Hours

• Default is 24/7 (all day, every day)

• Click Custom Hours radio button

• Select days of operation (check boxes for Mon-Sun)

• Set start and end times for each day

  • Example: Monday-Friday, 9:00 AM - 5:00 PM

  • Can extend beyond 11:30 PM for night shift operations

• Click OK or Save

3

Configure Closed Hours Behavior

• After setting business hours, Closed Hours section appears below

• Click Edit next to Closed Hours

• Choose how calls are handled outside business hours:

  • Send to voicemail (default)

  • Forward to another extension

  • Forward to external number

  • Play custom message then disconnect

• Set greeting/voicemail instructions

• Click Save

💡 Pro Tip: Business hours set here become the default for all users, Zoom Rooms, and common area phones. Individual users can override with their own hours if needed.

🎮 Click-Through Demo

▶️ Watch: Initial Zoom Account Setup & Access

This walkthrough shows the key settings to confirm before assigning users or configuring routing.

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Steps to Configure Holiday Hours

1

Access Holiday Settings

• In Account Settings > Settings tab

• Locate Default Holiday Hours section

• Click Manage or Edit

2

Add Company Holidays

• Click Add button

• Enter holiday name (e.g., "Thanksgiving 2025" - include year for clarity)

• Select start date and time

• Select end date and time

  • Single day: Same date for start/end

  • Multi-day: Different dates (e.g., Dec 24-26 for Christmas break)

• Click Save

3

Configure Holiday Call Handling

• After adding holiday, click Edit next to Call Handling for that holiday

• Options include:

  • Send directly to voicemail (no ringing)

  • Forward to another extension/number

  • Play custom holiday greeting

  • Forward to emergency contact

• Set greeting message specific to this holiday

• Click Save

4

Repeat for All Company Holidays

Common holidays to add:

• New Year's Day

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving

• Christmas

• Company-specific closures

⚠️ Important: Holidays set here apply to all users, Zoom Rooms, common areas, auto receptionists, call queues, and shared line groups unless individually overridden.

🎮 Click-Through Demo

▶️ Watch: Configuring Company Holidays

This walkthrough shows the key settings to create and manage company holidays

💡 Tip: If your organization observes additional closures (e.g. floating holidays or regional days off), you can add them using the Custom recurrence setting.

📋 Suggested Holiday Schedule

📅 View Common U.S. Holidays to Add

Here’s a list of standard U.S. holidays and how to configure their recurrence patterns in Zoom Phone.

Holiday	Date / Pattern	Recurrence Setting
New Year's Day	January 1	Annually on day 1 of January
Martin Luther King Jr. Day	Third Monday in January	Monthly on the third Monday (January)
Presidents' Day	Third Monday in February	Monthly on the third Monday (February)
Memorial Day	Last Monday in May	Monthly on the last Monday (May)
Juneteenth	June 19	Annually on day 19 of June
Independence Day	July 4	Annually on day 4 of July
Labor Day	First Monday in September	Monthly on the first Monday (September)
Columbus Day	Second Monday in October	Monthly on the second Monday (October)
Veterans Day	November 11	Annually on day 11 of November
Thanksgiving Day	Fourth Thursday in November	Monthly on the fourth Thursday (November)
Day After Thanksgiving	Friday after Thanksgiving	Monthly on the fourth Friday (November)
Christmas Eve	December 24	Annually on day 24 of December
Christmas Day	December 25	Annually on day 25 of December
New Year's Eve	December 31	Annually on day 31 of December

💡 You can add custom holidays using the “Custom” recurrence option for flexible scheduling.

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Steps to Configure Notifications

1

Access Notification Settings

• Navigate to Phone System Management > Company Info > Account Settings

• Look for Notifications section in Settings tab

2

Configure Email Notifications

• Toggle settings for:

  • When Zoom Phone is activated: Email when users services are activated

  • When assigned new numbers or extensions: Email for missed calls

• Set whether users need to be notified on the above

• Click Save

🎮 Click-Through Demo

▶️ Watch: Configure Email Notifications

This walkthrough shows the key notification settings for new user activation.

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Steps to Configure Audio Settings

1

Access Audio Library

• Navigate to Phone System Management > Assets Library

• Select Add

2

Upload Custom Audio Files

• Click Add Audio or Upload

• Select audio file (MP3 or WAV format recommended)

• Name the audio file descriptively (e.g., "Holiday Greeting 2025")

• Audio appears in library for use across system

• Click Save

3

Set Default Audio Prompts

• Hold Music: Select default music played when callers are on hold

  • Choose from Zoom's library

  • Upload custom hold music

• Audio While Connecting: Music/message while call connects

• Voicemail Instructions: Default instructions after beep

• Click Save

4

Configure Audio Prompt Language

• Select default language for automated prompts

• Applies to system messages like:

  • "Please record your message after the tone"

  • "Press 1 for Sales, Press 2 for Support"

• Available languages vary by region

Arcade Demo - Self Guided Tour

▶️ Watch: Initial Zoom Account Setup & Access

This walkthrough shows the key settings to confirm before assigning users or configuring routing.

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Steps to Configure Blocked List

1

Access Blocked List

• Navigate to Account Settings > Blocked List tab

2

Block Numbers Account-Wide

• Click Add to block specific numbers

• Enter phone number with country code

• Select block type:

  • Inbound: Prevent calls from this number

  • Outbound: Prevent users from calling this number

• Add note/reason for block (optional)

• Click Save

3

Block Anonymous Callers

• Block Calls without Caller ID: Block all inbound callers that hide their caller ID

• Toggle this setting on to automatically block anonymous calls

• Useful for reducing spam/scam calls

Arcade Demo - Self Guided Tour

▶️ Watch: Initial Zoom Account Setup & Access

This walkthrough shows the key settings to confirm before assigning users or configuring routing.

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Steps to Manage External Contacts

1

Access External Contacts

• Navigate to Account Settings > External Contacts tab

2

Add Shared External Directory

• Click Add Contact

• Enter contact information:

  • Name

  • Phone number

  • Description

  • Email (optional)

  • Treat as internal extension (Y/N)

  • Auto Call Recorded (Y/N)

• Click Save

3

Import Contacts in Bulk

• Click Import

• Upload CSV with contact information

• Map fields (Name, Phone, Email, etc.)

• Confirm import

• Contacts appear in all users' directories

Arcade Demo - Self Guided Tour

▶️ Watch: Initial Zoom Account Setup & Access

This walkthrough shows the key settings to confirm before assigning users or configuring routing.

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💡 Company Settings Best Practices

See Details

Set business hours accurately from day one This affects call routing, voicemail behavior, and user expectations. Get it right at setup.

Plan holidays 6-12 months in advance Add next year's holidays now. You'll forget closer to the date and users will complain.

Use descriptive audio file names "Holiday_Greeting_Dec2025" is better than "audio_file_3.mp3" when you're looking for it later.

Block anonymous callers if spam is a problem Many spam calls hide caller ID. Blocking them reduces interruptions significantly.

Create shared external contacts for common vendors Add frequently called vendors, partners, and services to shared directory so everyone has access.

Test holiday routing before the holiday Call your main number a week before Thanksgiving to verify the holiday greeting plays correctly.

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🚀 Quick Wins

See Details

Set realistic business hours Don't set 24/7 unless you actually answer 24/7. Customers appreciate honesty about availability.

Upload professional hold music Default hold music can be grating. Upload something on-brand and pleasant.

Configure overflow properly Set what happens when max wait time is exceeded: voicemail, forward to mobile, or play message.

Use custom caller ID name "Main Street Dental" is better than "Unknown" or a phone number appearing on caller ID.

Enable voicemail transcription Users can read voicemails instead of listening, saving time and improving responsiveness.

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⚠️ Common Issues

See Details

Business hours not applying to all users → Users may have custom hours set individually. Check user-level settings override account defaults.

Holiday greeting not playing → Verify holiday dates/times are correct and Call Handling is configured to play greeting.

Hold music not working → Check audio file format (MP3/WAV), file size (<10MB), and proper upload to audio library.

Blocked list not blocking calls → Ensure numbers include country code (+1 for US/Canada). Format: [phone]

Custom audio not appearing in dropdown → Audio files must be uploaded to Audio Library first before appearing in greeting options.

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🎯 What's Next

✨ Company settings configured! You now have:

• Company information and caller ID set

• Business hours and closed hours configured

• Holiday schedule created for the year

• Notification preferences established

• Audio library populated with custom files

• Blocked list protecting from spam

• Shared external contacts available

Next steps:

• If you have multiple locations, proceed to Site Setup guide

• If single location, move on to Adding Users and Assining Phone Licenses

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