Ensure your Zoom Phone account is correctly configured with the right roles, permissions, and portal access to manage your deployment.
⏱️ Estimated Time: 5–10 minutes
Who's This For
IT Owners, Project Leads, System Admins
Use Case
Preparing your environment for initial Zoom Phone configuration by verifying access, assigning admin roles, and activating service-level features.
✔️ Prerequisites
Admin account created in Zoom
Zoom Phone licenses provisioned to account
Account verified and activated via Zoom email
SSO or 2FA enabled per your org's policy (optional but recommended)
Admin access to Zoom web portal and Phone System Management
Steps to Configure Account Setup & Access
1
Login to the Zoom Admin Portal
Go to admin.zoom.us
Sign in with your admin credentials
Verify you land on the Account Management dashboard
2
Verify License Quantities
Navigate to Account Management > Billing
Confirm Zoom Phone licenses are visible and active
Check for related services (e.g., toll-free numbers, SMS, Power Pack)
Verify license quantity matches your purchase order
Note any add-ons that require additional configuration
3
Check Admin Roles & Permissions
Go to User Management > Roles
Ensure correct roles are assigned (e.g., Admin, Phone System Admin)
Verify who has access to billing, user management, and phone configuration
Review any custom roles if applicable
Confirm separation of duties aligns with your security policy
4
Add Additional Admins & Roles (Optional)
Go to User Management > Users
Click Add Users or select existing users
Assign appropriate admin roles:
Account Owner: Full control (usually one person)
Admin: Can manage users and settings
Phone System Admin: Phone configuration only
User Admin: Basic user management
Billing Admin: Billing and subscriptions only
Send invitation emails to new admins
Document who has what level of acces
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.
✏️ Helpful Notes
See Details
Zoom only displays Phone System menus if licenses are correctly assigned If you don't see Phone System Management, check your billing section to ensure licenses are active.
Some features require additional setup or approval SMS, international calling, and certain integrations may need carrier approval or additional configuration before use.
Role hierarchy matters Lower-level admins cannot modify settings of higher-level admins. Plan your role structure carefully.
Billing access is separate You can grant phone admin rights without giving access to billing information. Use this to protect financial data.
💡 Pro Tips
See Details
Create a separate test admin account Set up a test admin to validate settings without risking production data. This is invaluable during configuration.
Use role-based access control (RBAC) Limit who can make config changes. Not everyone needs full admin access—assign the minimum necessary permissions.
Document your admin structure early Create a simple spreadsheet listing admins, their roles, and contact info. This makes scaling and handoffs smoother later.
Enable audit logging Turn on activity logs to track who made what changes. This is critical for troubleshooting and compliance.
Set up admin notifications Configure alerts for critical changes (like license assignments or policy updates) to stay informed.
Use admin groups for efficiency If you have multiple admins, group them by responsibility (network team, helpdesk, etc.) for easier management.
⚠️ Common Issues
See Details
Can't see Phone System Management menu → Verify Zoom Phone licenses are assigned to your account under Billing. Menu only appears with active licenses.
"Access Denied" when trying to configure phone settings → Your user account may not have Phone System Admin role. Have Account Owner assign the correct role.
SSO users can't access admin portal → Ensure SSO is configured correctly with proper role mappings in your identity provider (Okta, Azure AD, etc.).
Changes not saving in Phone System Management → Check for browser cache issues or try incognito mode. Also verify you have write permissions for that section.
Multiple admins making conflicting changes → Establish a change management process. Use a shared document or ticketing system to coordinate configuration changes.
