Configure account-wide settings that apply to all Zoom Phone users including company information, business hours, holidays, notifications, and audio preferences.
⏱️ Estimated Time: 20–30 minutes
👤 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.
✔️ 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)
Understanding Company Settings
Company settings are account-wide configurations that establish defaults for your entire organization. These settings can be applied at:
💡 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.
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
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.
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.
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.
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.
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.
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.
💡 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.
🚀 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.
⚠️ 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: +15555551234
Custom audio not appearing in dropdown → Audio files must be uploaded to Audio Library first before appearing in greeting options.
🎯 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
