Managing Zoom mobile clients as Common areas


Zoom clients running on Android smartphones are supported as common area devices, allowing users to receive calls and initiate emergency phone calls without device sign-in. As an admin, you can create these common areas individually or in bulk using a CSV file and enable these smart devices on your account. To generate those common areas, activation codes, 16 digits in length that expire in 10 days, can be generated individually or in bulk, complete with a timestamp, and a QR code can be used. You also can add authorized users, export crucial information via CSV, and effortlessly remove extensions, ensuring a comprehensive and efficient common area device management experience. This setup can be useful in shared phone retail or other front-line scenarios. You can submit a request to Zoom Support to enable Common Area Support for Smart Devices for your account.

This article covers:

Prerequisites for managing Zoom mobile clients as common areas

How to enable or disable Common Area Smart Mobile Devices for your account

Upon activation Common Area Support for Smart Devices is enabled for your account as required in the prerequisites, note the feature is initially disabled by default. To utilize this functionality, you need to enable it for your account.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management, then Account Settings.
  3. Click the Zoom Phone tab.
  4. To the right of Common Area Smart Mobiles Devices, click the toggle to enable or disable it, then do the following:
    • Select Require authorized users to enter their personal extension and PIN code to make changes to designate users to log in to the device to access settings and log out of the Zoom mobile client.
      Note: Not selecting this feature will lock and prevent your designated users from accessing settings and signing out of the mobile app.
    • Click Authorized Member List, to add your users.
    • In the Authorized Member List dialog window, click Add Member.
    • In the Authorized member box, enter the name of your user(s), then click Save.
    • (Optional) Select a user (s), then on the top left, click Remove to remove a user(s).
  5. Create your common area if it’s not already created.
  6. Assign your common area as appropriate.
    Note: You can assign your common area to a call queue, auto-receptionist, etc.
  7. Once your common area is created, click the Common Areas tab, then proceed to one of the sections below.

How to generate one activation code or QR code

You can use activation codes to provision your Android smart mobile devices as common areas, however, beware they expire after 10 days but can be re-generated.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, Click Phone System Management, then Users & Rooms.
  3. Click the Common Areas tab.
  4. Identify your common area, on the far right, click the more icon  , then select Generate Activation Code.
  5. In the Activation Code window, do one of the following:
    Note: A date stamp will be displayed on the window to let you know when the activation code expires.
    • Click the key icon  , then manually copy the code that appears on the window.
    • Click the QR code icon  , then scan the code.
      The activation code will be saved on your smart device.
    • (Optional) Click Delete Code to delete the code.
    • Click OK.

How to generate multiple activation codes or QR codes

You can use activation codes to provision your Android smart mobile devices as common areas, however, beware they expire after 10 days but can be re-generated.

You can use your third-party mobile device management tool such as MDM to provision multiple of your common areas at the same time using the activation codes in the CSV file exported below.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, Click Phone System Management, then Users & Rooms.
  3. Click the Common Areas tab.
  4. To the right of your common areas displayed names, click the checkboxes to select them, then on the top, select Generate Activation Code.
  5. In the Activation Code window, do one of the following:
    Note: A date stamp will be displayed on the window to let you know when the activation codes expire.
    • Click Export to CSV, to manually export all the activation codes to a CSV file.
    • (Optional) Click Delete Codes to delete the codes.
    • Click OK.

How to provision your Android smart device with an activation code

Once provisioned, your device will be automatically signed in your common area.

  1. Open your Zoom app on your Android smart device but do not sign in.
  2. On the top left, tap the settings icon  .
  3. Tap Activation Code Login, then in the More window, tap one of the following:
    • Enter Code: To manually add the activation code to provision your device.
      You will be notified that your device will be converted to a common area device, click continue to accept.
      • In the Convert device to common area device dialog window, tap Continue.
      • In the Enter activation code window, enter your activation code, then tap OK.
    • Scan QR Code: To automatically add the activation code to provision your device.

How to access settings on your mobile common area

This access is reserved for members who have to administer the device locally. Make sure to authorize your members to do so.

  1. Once provisioned and signed in as a common area, tap More.
  2. Under SETTINGS, tap Phone, General, or Accessibility.
  3. In the Enter your extension & PIN to continue screen, enter your extension and PIN, then tap OK.
    Note: Contact your admin for assistance if you don’t have permission to access this feature.
  4. Do the following according to your selection:
    • Phone: Change any settings as appropriate for:
      • Call Queues
      • Forward Calls
      • Emergency Calling
      • Location Permission
      • Default Transcription Language
      • Automatic Start Live Transcript
    • General
    • Accessibility

How to un-provision and sign out of your mobile common area

By signing out of a provisioned mobile common area, the device becomes un-provisioned so make sure to authorize your members to do so. Your device will be logged out of its common area profile, and a valid activation code will be required to re-provision the device as a common area.

  1. Once provisioned and signed in as a common area, tap More.
  2. Tap your common area profile name.
  3. In the Enter your extension & PIN to continue screen, enter your extension and PIN, then tap OK.
    Note: Contact your admin for assistance if you don’t have permission to access this feature.
  4. In the My Profile screen, tap Sign Out.
  5. Tap Continue.