Zoom Phone Appliance user guide

The Zoom Phone Appliance unifies Zoom Phone and Zoom Rooms capabilities into a simple and familiar user interface. The left window is the familiar Zoom menu with Home, Keypad, History, Voicemail, Contacts, and More. The Zoom Phone Lines window will always stay in view when navigating the menu options.

Requirements for using Zoom Phone Appliances

Table of Contents

How to use the Home menu

The Home menu will bring up Zoom Meeting options for starting, joining, and displaying upcoming meetings.

How to use the Zoom Phone Lines and Keypad menu

The Lines and Keypad menu provides access to Zoom Phone number dialing, number and contact searching capabilities.

How to use the History menu

The History menu will display all missed, outgoing, incoming call history with access to contact information, date and time of calls.

How to use the Voicemail menu

The Voicemail menu provides voicemail history and access to playback and call functions. Voicemail transcription is not currently available.

How to use the Contacts menu

Zoom contacts are synced across all devices and clients including Zoom Phone appliance. Contacts menu displays People and Zoom Rooms contact cards.

How to use the Zoom Phone Appliance for Meetings

The Zoom Phone Appliance brings the Zoom Room meetings experience to the phone. All the familiar Zoom capabilities of starting/joining a meeting, in-meeting participant and host controls, layout options, whiteboard, and security controls are available on the Zoom Phone appliance.

How to use the Zoom Phone Appliance for Phone Calls

The Zoom Phone appliance combines all the capabilities of Zoom Phone along with the features you would expect from a multiline phone to quickly access and call contacts, phone numbers, and perform mid-call activity like mute, hold, conference, transfer, record. You can also easily change the call to a Zoom meeting.

How to change the Zoom Phone Appliance settings

Web portal settings

Zoom Phone Appliances provides many of the features and settings available for Zoom for Home.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Device Management, then Device List.
  3. Click the Devices tab.
  4. To the right of the Zoom Phone Appliance device, click Edit.
  5. Click the General tab.
  6. Configure the following settings.
    Note: Some settings are dependent on certain prerequisites.

Available settings for Zoom Phone Appliances

SettingDescription
General
Screen Lock PINOnce reset, you can set up a new PIN on the device.
Note: This feature is only available for Zoom Phone Appliance with version 5.15.0 or higher.
Access device's local web interfaceEnables the local administrator web interface on the device. The device may immediately restart or it may require a manual restart to change this setting. This setting may not apply to all models.
Set admin password for devicesSets the administrator password on the device. The device may immediately restart or it may require a manual restart to change this setting. Due to password requirements across vendors, this setting may not apply to all models.
Note: The password must be between 6 and 12 digits in length.
Hot DeskingAllow hot desking feature to the current device.
Hot Desking Session TimeoutUsers will automatically be signed out of hot desking devices after the set duration.
Call Control from Zoom Desktop ClientAllow users to perform Zoom Phone Appliance call control actions from the Zoom desktop app, including making and accepting calls.
Note: This feature is only available for Zoom desktop app version 5.13.0 or higher.
Device Operation TimeSet the operation time for your devices. Additionally, you can select the Lock devices during non operation time setting to auto-lock devices; a PIN is required to unlock the device and this setting is not applied to Common Areas.
Assign Asset Tag DescriptionEnter a tag description (optional).
System restartSelect which timeframe (Daily Or Weekly) to restart the Zoom Phone Appliance. The device will restart in the early hours of local device time.
Note: This feature is only available for Zoom app version 5.12.0 or higher.
Background ImageSet the background image. The background image requirements are GIF, JPG/JPEG, or 24-bit PNG (no alpha) format.
Note: This feature is only available for Zoom app version 5.16.0 or higher.
Enable Calendar FunctionsOnce enabled, the meeting information will be shown on the device.
Note: This feature is only available for Zoom app version 5.16.0 or higher.
Video encode and decode options (use only when directed by Zoom Support)Only modify these parameters when directed to do so by Zoom Support. These parameters control Zoom Phone Appliance video encode and decode options. Changing the default settings will negatively impact Zoom Phone Appliance performance, including video send and receive, and should only be done at the direction of Zoom Support. Do not leave these settings disabled, except at the direction of Zoom Support.
Note: This feature is only available for Zoom app version 5.16.0 or higher.
Transform all meetings to privateAll meetings on this devices will be treated as private meetings, and the Zoom Phone Appliance will display "Host Name's Meeting" instead of the real meeting topic.
Note: This feature is only available for Zoom app version 5.17.0 or higher.
Upcoming Meeting ReminderDisplay a message 10 minutes before a meeting begins.
Note: This feature is only available for Zoom app version 5.17.0 or higher.
Force auto restore screen layout on restartWhen enabled, users will not be able to modify the settings on the Zoom app.
Note: This feature is only available for Zoom app version 6.1.0 or higher.
Initial Audio LevelsThe levels selected will be the initial configuration of the device. Any end-user modification of the settings on the device will take precedence over these values.
Note: This feature is only available for Zoom app version 6.2.0 or higher.
Revert back to the line viewWhen enabled, the line view will revert without selecting the Back button.
Note: This feature is only available for Zoom app version 6.2.0 or higher.
Updates
Release channelConfigure the release channel for Zoom Phone Appliances.
Automatically update appWhen enabled, your Zoom Phone Appliances will automatically update and restart at the following device local time if not in use.
Note: This feature is only available for Zoom app version 5.7.0 or higher.
Automatically update OS/FirmwareWhen enabled, your Zoom Phone Appliances will automatically update and restart at the following device local time if not in use. Please note, that in some cases with major upgrades (low-level operating system), it may require additional admin confirmation to perform the update.
Allow direct upgrade from the Zoom Phone ApplianceEnable or disable a direct upgrade from the Zoom Phone Appliance for the firmware or application.
Note: This feature is only available for Zoom app version 6.1.0 or higher.
Alert
Send email notification alert to admins when the following conditions are detectedSelect the conditions to detect and send email notification alerts to admins.
Notification
FrequencyZoom will not alert repeatedly if problems persist for a specified period of time.
Time FrameSend notifications in the specified time frame to specified users.
Email Recipients (Up to 10)Add the email addresses of the recipients whom you want to receive notifications.

Device settings

You can also configure certain settings on the Zoom Phone appliance itself.

  1. Tap More, then Settings to access General, Microphone, Speaker, Camera, and Phone settings.
    Note: Features such as Forward Calls and Location Permission are listed under Phone.
  2. Tap General to view software settings, settings for Screen Lock (with passcode), additional System Settings, Send Problem Report , Reboot, and Sign Out options.
  3. Tap System Settings to view vendor specific system settings for the desk phone such as Display preferences, Accessibility, Power Saving, Bluetooth, Wifi settings.
  4. Tap Microphone, Speaker, or Camera to adjust default level settings or perform tests.
  5. Tap Phone to display Direct, Company, Caller ID phone numbers and Area code. Enable Hide incoming calls while in a meeting if required.