Managing Zoom mobile clients as Common areas


Android or iOS smartphones and iPadOS devices with the Zoom app are supported as common area devices, allowing users to receive calls and initiate emergency phone calls without device sign-in. As an account owner or 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, 16-digit activation codes 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 or PDF, 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 smartphones for your account

Web

Upon activation, Common area smartphones is enabled for your account as required in the prerequisites. Note that the feature is initially disabled by default. To use this functionality, you must enable it for your account.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Zoom Phone tab.
  4. Click the Common area smartphones toggle to enable or disable it.
  5. Complete the following actions:
    • Under Expiration Period, select a time to set a time limit for activation codes to remain valid after generation as:
      • 10 days, 30 days, or 90 days.
    • Under Access Permissions, select one of the following:
      Note: This allows you to select who can access and manage the device settings. If restrictions are applied, a personal extension and PIN code by authorized users will be required to make changes.
      • Custom member list: Create an Authorized Member List.
        1. After saving the Custom member list for the Access Permissions, click Authorized Member List to add your users.
          A pop-up window will appear.
        2. In the window, click Add Member.
        3. In the Add member box, enter the name of your user(s), then click Save.
          These members will be authorized to use their personal extension and PIN code to unlock certain common area smartphone settings and features.
        4. (Optional) To remove a member:
          • In the member list, select a user(s) checkbox(es).
          • On the top-left corner, click Remove to remove a user(s).
      • No restrictions: Any user can make changes to the device settings.
    • Click Save.
  6. Create your common area if it’s not already created.
  7. Assign your common area as appropriate.
    Note: You can assign your common area to a call queue, auto-receptionist, etc.
  8. Once your common area is created, click the Common Areas tab, then proceed to one of the sections below.

How to generate activation codes or QR codes for your smart mobile devices

Web

Generate one activation code or QR code

You can use activation codes to provision your smart mobile devices as common areas, however, they'll expire after the expiration period you set up in the previous section.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Common Areas tab.
  4. To the right of the common area you want to manage, click the ellipsis , then click Generate Activation Code.
    A pop-up window will appear.
  5. In the Activation Code window, do one of the following:
    Note: A date stamp will be displayed on the window to inform you when the activation code expires.
    • Click the key icon , then manually copy the code that appears in 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.

Generate multiple activation codes or QR codes

You can use activation codes to provision your smart mobile devices as common areas; however, they'll expire after the expiration period you set up in the previous section.

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 as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Common Areas tab.
  4. To the left of your common areas displayed names, select the checkboxes of the common areas you want to manage.
  5. At the top of the page, click Generate Activation Code.
  6. 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 the key icon , then manually copy the codes that appear in the window.
      • Click Export to CSV, to manually export all the activation codes to a CSV file.
    • Click the QR code icon , then scan the codes.
      The activation codes will be saved on your smart device.
      • Click Export to PDF to manually export all the QR activation codes to a PDF file.
    • (Optional) Click Delete Code to delete the code.
    • Click OK.

Manage activation codes for mobile CAP devices

Account owners and admins can view and manage the mobile common areas that are activated or unactivated. They can also take action if a mobile device doesn't use its activation code. 

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Common Areas tab.
  4. Under the Display Name column, locate the display names with the time icon .
    Note: This icon will be brown when an activation code has not been used but is still valid. This icon will be red when the activation code has not been used and is about to expire (in 24 hours).
  5. To the right of the display name, hover your mouse over the time icon .
    A tooltip will appear, informing you that the activation code for smartphone provision has been generated and when it will expire.
  6. To the right of the mobile CAP device that you want to manage, click the ellipsis , then click View Activation Code.
  7. View and manage the generated activation code.

How to view mobile Common Area Phone devices

Web

Account owners and admins can identify mobile Common Area Phone (CAP) devices needing attention, understand errors, and make changes efficiently. They can also filter the Common Areas device list to show only mobile CAP devices. Additionally, account owners and admins can send activation codes to CAP devices. The Device(s) status column allows admins to see the CAP device's activation status.

Filter only mobile CAP devices

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Common Areas tab.
  4. At the top of the page, click the Devices (All) dropdown menu, view the following options:
    • Devices (All): Lists all device types.
    • Smartphone: Lists all mobile CAP devices.
    • Desk Phone: Lists all common areas with one or more assigned desk phones.
    • Zoom Phone Appliance: Lists all common areas with assigned Zoom Phone Appliances (ZPA).
  5. From the Devices (All) dropdown menu, select the Smartphone option.
    The device list will be filtered accordingly.
  6. Under the Device(s) column, view each CAP device's activation status:
    • Activated : Activated means the device is online, the activation code was successfully applied, and the mobile CAP device is logged in.
      Note: The mobile CAP device can be on or off.
    • Blank (--): The blank symbol (--) means the device is not yet assigned.
  7. (Optional) Under the Device(s) column, hover your mouse over an Activated device status.
    The device name will appear.
  8. Under the Display Name column, locate the display names with the time icon and manage the activation codes.

View smartphone settings

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Common Areas tab.
  4. Filter only mobile CAP devices.
  5. Click the mobile CAP device display name.
  6. Click the Settings tab.
  7. Under Smartphone, locate and view the mobile CAP device information.
    The device name, model name, and activation status will be displayed.

How to provision your Android or iOS smart device with an activation code

Android | iOS

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

  1. Open your Zoom app on your 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

Android | iOS

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

Android | iOS

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.