✔️Implementation Planning Guide
Complete this planning checklist after purchasing Zoom Phone but before starting configuration. This 1-2 hour planning session will save you days of rework and prevent common deployment issues.
⏱️ Estimated Time: 1–2 hours
👤 Who's This For
IT Admins, Telecom Admins, Implementation Teams
💼 Use Case
Post-purchase planning for new Zoom Phone deployments or migrations from legacy systems. Complete this before touching any settings in the Zoom portal.
✔️ Prerequisites
Zoom Phone licenses purchased and visible in your account
Admin access to Zoom web portal
Access to current phone system info (if migrating)
Authority to make configuration decisions
Why Planning Matters
⚠️ The 2-hour rule: Spend 2 hours planning now or 2 weeks fixing issues later.
Skip planning and you'll face:
Incorrect extensions requiring mass user changes
E911 compliance violations and potential fines
Failed number ports causing service outages
Frustrated users and overwhelmed help desk
Complete planning and you'll get:
3x faster deployment
60% fewer post-launch issues
Higher user satisfaction
Smooth go-live experience
Quick Planning Checklist
Use this to track your progress:
Steps to Plan Your Implementation
1 Create Your User Inventory
Build a spreadsheet with these columns:
Name
Department
Location
User Type
License Needed
Extension
Direct Number?
User types to identify:
Build a spreadsheet with these columns:
Power users (high volume calling) → US & Canada Unlimited or Global
Standard users (moderate calling) → US & Canada Unlimited
Extension-only (internal only) → Basic (no calling plan)
Common areas (conference rooms, lobbies) → Common Area License
💡 Pro Tip: Export your user list from Active Directory or HR system as a starting point.
Design Your Site Structure
Sites control emergency routing, caller ID, and number assignment.
Document for each site:
Complete street address (exact address for E911)
Building/suite/floor details
Emergency contact name and phone
Business hours and time zone
Simple example:
Multi-location example:
🚨 Critical: You must test 911 calling from each location before going live.
Plan Your Extension Numbering
Create a logical scheme before assigning any extensions.
Best practices: Create a logical scheme before assigning any extensions.
Use 3-4 digits
Group by department or location
Leave 20-30% room for growth
Avoid conflicts with special codes (911, 411, etc.)
By department:
Example schemes:
By location:
⚠️ Warning: Changing extensions post-deployment is disruptive. Get this right now.
Inventory Numbers to Port
For each number you want to keep, document:
Phone number
Current carrier name
Account number
Authorized contact name (must match exactly)
Service address on file
Current usage (main line, department, etc.)
⏰ Timeline: Number porting takes 2-4 weeks. Main business lines may take longer. Start early!
Port priority:
Department lines (port first, test thoroughly)
Individual user lines
Main business line (port last after everything tested)
Map e911 Requirements
For each physical location, gather:
Exact street address
Floor/suite/building
Emergency contact details
Special access instructions for first responders
E911 Location Template:
SF HQ
123 Main St
San Francisco
CA
94102
2nd Floor
Security
555-0100
Remote workers: Decide your policy:
Option A: Users update their own E911 address (requires training)
Option B: Default to HQ address, require manual updates
Option C: Use nomadic E911 (automatic, device-based)
Define User Groups
Create groups to streamline administration:
Example groups:
Sales
Domestic + International
Call recording, SMS
45
Support
Domestic only
Call queues, recording
32
General Staff
Domestic only
Basic features
150
Executives
Unrestricted
All features
8
Admin roles to assign:
Account Owner (full control)
Phone Admin (configuration)
Help Desk (basic support)
Create Rollout Timeline
Use a phased approach to minimize risk:
Phase 1: Pilot (Week 1-2)
5-10 tech-savvy volunteers
Test all features and workflows
Gather feedback
Phase 2: Department Rollout (Week 3-5)
Deploy by department
Typical order: IT → Sales → Support → General Staff
Provide training and support
Phase 3: Final Migration (Week 6+)
Port main business lines
Deploy common area phones
Decommission legacy system
💡 Pro Tip: Always launch on Tuesday-Thursday, never Monday or Friday.
Plan Communication and Training
Communication timeline:
T-minus 4 weeks
All users
Project announcement
T-minus 2 weeks
All users
Training schedule + KB links
T-minus 1 week
Wave 1
"You go live Monday"
Go-live
Wave 1
Quick start guide
T-plus 3 days
Wave 1
Feedback survey
Training approach:
Self-service KB articles (like this one!)
Optional live training sessions (30 min)
Quick reference cards (printable PDF)
Office hours during first 2 weeks
💡 Planning Deliverables
Before starting configuration, have these ready:
Must-have documents:
🚀 Pro Tips
⚠️ Common Mistakes to Avoid
🎯 What's Next
✨ Planning complete! You now have:
User inventory with license types
Site structure and E911 addresses
Extension numbering scheme
Number porting strategy
Call routing design
Rollout timeline
You're ready to start configuration!
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