Using Zoom Auto Dialer

Zoom Auto Dialer enables users to easily access contact lists created in their CRM or Sales Engagement platforms, allowing them to run their daily dial sessions more efficiently. Auto Dialer automatically dials multiple numbers simultaneously from a predefined list and automates several key tasks to improve productivity.

When a call goes unanswered, the system automatically leaves voicemails, ensuring no opportunity is missed. If a prospect answers, the call is instantly transferred to the sales representative, providing a seamless handoff. Once a call is completed, the call list is updated in real-time, ensuring accurate records. The system also logs the call, prompts the sales representative to update the call’s disposition, and helps facilitate follow-up actions such as sending calendar invites and follow-up emails. Afterward, the system places the sales representative in "ready mode," allowing them to begin the next call immediately or they may choose to take a break before returning to the automated dialing sequence.

Learn more about importing Zoom Auto Dialer prospects and call lists and managing Zoom Auto Dialer account settings.

Requirements for using Zoom Auto Dialer

• Pro, Business, Enterprise, or Zoom Phone standalone account
• Zoom Auto Dialer add-on for Zoom Phone
• Zoom desktop app for Windows, macOS, or Linux: Global minimum version or higher

How to access Zoom Auto Dialer

Managing the Upcoming tab

Upcoming prospects are prospects in the call list that are due to be called by the Dialer.

Manage prospects in the Upcoming tab

Manage a single prospect

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Upcoming tab.
3. To the right of a prospect, click the ellipsis  , then click from the following actions:
   • Snooze: Snooze the prospect.
     Note: Snoozed prospects will not be dialed until you unsnooze them.
   • Add to no-call list: Add the prospect to the no-call list and provide a note on why you are adding them to the list.
   • Delete: Delete the prospect.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Manage multiple prospects

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Upcoming tab.
3. To the left of the prospects you want to manage, select the checkboxes.
   Note: To the left of Status, select the checkbox to select all checkboxes.
4. At the top of the page, click the following actions:
   • Snooze: Snooze the prospects.
     Note: Snoozed prospects will not be dialed until you unsnooze them.
   • Delete: Delete the prospects.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Communicate with prospects in the Upcoming tab

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Upcoming tab.
3. (Optional) Under the Phone, Mobile, Home, or Other phone column, click the phone number to call it. If a confirmation window appears, click Call.
4. (Optional) Under the Email column, click the prospect's email address to email them.

Managing the Called tab

Prospects listed in the Called tab for Dialer are those who have been contacted by Dialer, regardless of whether the call was successful or not.

Filter the Called tab

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Called tab.
3. At the top of the page, to the right of Status, click the filter icon  , then select the filters that you want.
4. Click Confirm.

Manage prospects in the Called tab

Manage a single prospect

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Called tab.
3. (Optional) Beneath a prospect, click Call detail to view the prospect’s call details.
4. To the right of a prospect, click the ellipsis  , then click from the following actions:
   • Reset to upcoming: Reset the prospect to upcoming; they will be moved to the Upcoming tab.
   • Add to no-call list: Add the prospect to the no-call list and provide a note on why you're adding them to the list.
   • Delete: Delete the prospect.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Manage multiple prospects

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Called tab.
3. To the left of the prospects you want to manage, select the checkboxes.
   Note: To the left of Status, select the checkbox to select all checkboxes.
4. At the top of the page, click the following actions:
   • Reset to upcoming: Reset the prospects to upcoming; they will be moved to the Upcoming tab.
   • Delete: Delete the prospects.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Communicate with prospects in the Called tab

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Called tab.
3. Communicate with prospects in the following ways:
   • To the right of the prospect you wish to call, click a phone number to call. If a confirmation window appears, click Call.
     Note: To proceed with the call, return the prospect to Upcoming by clicking Reset in the confirmation window.
   • Under the Email column, click the prospect's email address to email them.
4. To proceed with the call, reset the prospect to Upcoming by clicking Reset in the confirmation window.
   The prospect will be moved to the Upcoming tab.

Managing the Skipped tab

When the dialer does not place a call to a prospect in the Upcoming tab due to the prospect not meeting requirements to be called (e.g., being outside the configured time zone), the prospect will be moved to the Skipped tab.

Manage prospects in the Skipped tab

Manage a single prospect

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Skipped tab.
3. (Optional) Beneath a prospect, click Call detail to view the prospect’s call details.
4. To the right of a prospect, click the ellipsis  , then click from the following actions:
   • Reset to upcoming: Reset the prospect so that they can be dialed; they will be moved to the Upcoming tab.
   • Add to no-call list: Add the prospect to the no-call list and provide a note on why you're adding them to the list.
   • Delete: Delete the prospect.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Manage multiple prospects

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Skipped tab.
3. To the left of the prospects you want to manage, select the checkboxes.
   Note: To the left of Status, select the checkbox to select all checkboxes.
4. At the top of the page, click the following actions:
   • Reset to upcoming: Reset the prospects so that they can be dialed; they will be moved to the Upcoming tab.
   • Delete: Delete the prospects.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Communicate with prospects in the Skipped tab

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Skipped tab.
3. Communicate with prospects in the following ways:
   • To the right of the prospect you wish to call, click a phone number to call. If a confirmation window appears, click Call.
     Note: To proceed with the call, return the prospect to Upcoming by clicking Reset in the confirmation window.
   • Under the Email column, click the prospect's email address to email them.
     The prospect will be moved to the Upcoming tab.

Managing the Snoozed tab

A prospect in the Snoozed tab is one who has been manually added to this tab. Until that prospect has been removed from the tab, the contact will not be dialed.

Manage prospects in the Snoozed tab

Manage a single prospect

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Snoozed tab.
3. To the right of a prospect, click the ellipsis , then click from the following actions:
   • Unsnooze: Unsnooze the prospect so that they can be dialed; they will be moved to the Upcoming tab.
   • Add to no-call list: Add the prospect to the no-call list and provide a note on why you're adding them to the list.
   • Delete: Delete the prospect.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Manage multiple prospects

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Snoozed tab.
3. To the left of the prospects you want to manage, select the checkboxes.
   Note: To the left of Status, select the checkbox to select all checkboxes.
4. At the top of the page, click the following actions:
   • Unsnooze: Unsnooze the prospects so that they can be dialed; they will be moved to the Upcoming tab.
   • Delete: Delete the prospects.
     Note: The CRM will not import this prospect again, and this action cannot be undone.

Communicate with prospects in the Snoozed tab

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Snoozed tab.
3. Communicate with prospects in the following ways:
   • To the right of the prospect you wish to call, click a phone number to call. If a confirmation window appears, click Call.
     Note: To proceed with the call, return the prospect to Upcoming by clicking Unsnooze in the confirmation window.
   • Under the Email column, click the prospect's email address to email them.
     The prospect will be moved to the Upcoming tab.

How to use Zoom Auto Dialer

The number of prospects dialed matches the number configured in the dialing options. The dialing starts in a cascade style, and real-time transcription begins if audio is detected on the other side. Users cannot edit, delete, or sync the call list (including dialing settings), or modify a contact or lead during dialing. While Zoom Auto Dialer is operating, the status of each call will be displayed next to the prospect.

1. Access Zoom Auto Dialer.
2. Above the table of prospects, click the Upcoming tab.
3. In the top-right corner of the page, click the  Start icon.
   Zoom Auto Dialer will start dialing the numbers on the page in the order they appear.
4. As the numbers are being dialed, click from the following options:
   
   • In the top-right corner of the page, click the  Stop all icon to stop Zoom Auto Dialer from dialing the numbers.
     All dialing activities will be stopped and their statuses will change to Canceled.
   • Under the prospect, click Connect to manually connect to the call and open the Call detail window.
     Note: Connecting to a call means stopping the other calls.
   • Under the prospect, click Stop to cancel the call and resume automated dialing.
     The prospect will appear in the Called tab and Zoom Auto Dialer will advance to the next call.

Use the Call detail window

1. Use Zoom Auto Dialer and open the Call detail window.
2. In the top-right corner of the window, use the following actions:
   • View in CRM: View the prospect in the associated CRM (if applicable).
   • Keypad: Open the keypad.
3. At the top of the window, use the following actions:
   Note: These actions will be available, depending on the status of the call (e.g., Ongoing call, Ended call, etc.).
   • Record: Record the ongoing call.
   • Schedule meeting: Schedule a meeting by entering the meeting details and clicking Send.
   • Send email: Send an email to the prospect.
     Note: To use the Smart Compose feature, you must integrate your email account on the Settings page.
   • Leave voicemail: Leave the prospect a voicemail.
   • Call history: Shows a list of past calls with the prospect.
4. Under Call note, enter notes regarding the call.
5. Under Log this call to, click the dropdown and select the disposition.
6. Depending on the status of the call, use the following actions:
   • Click End call to end an ongoing call.
   • Click Close to close the Call detail window without resuming Zoom Auto Dialer.
   • Click the  Resume icon to resume Zoom Auto Dialer operations.

View the Live transcription tab

Note: Live transcription must first be enabled in Zoom Phone settings.

1. Use Zoom Auto Dialer and open the Call detail window.
2. Click the Live transcription tab.
3. View the transcription, and click Copy all  to copy the live transcription.
4. Under Call note, enter a note.

View the Prospect details tab

1. Use Zoom Auto Dialer and open the Call detail window.
2. Click the Prospect details tab.
3. View the prospect's details and use the following actions:
   • To the right of the detail you want to manage, click the Copy icon  to copy the prospect's Company, Title, Phone, Email, and Prospect insights.
   • To the right of the detail you want to manage, click the pencil icon  to edit the prospect's Title, Email, or Prospect Insights, then click the checkbox  to confirm.
   • If nothing is added under Prospect insights, click Add key info to add information about the prospect, then click the checkbox  to confirm.

View the Call history tab

1. Use Zoom Auto Dialer and open the Call detail window.
2. Click the Call history tab.
3. View the call history details for the following:
   • Call time
   • Status
   • Disposition
   • Conversation

How to use the no-call list

1. At the top of the page, click the No-call list icon  .
   A pop-up window will appear.
2. In the window, use the search box to search for a prospect in the no-call list.
3. Select either the Contact or Lead option.
4. (Optional) To the right of the prospect you want to manage, hover your cursor under the Reason for block column and click the pencil icon  to edit the description, then click Save.
5. (Optional) To the right of the prospect you want to manage, click the trash icon  to remove the prospect. If a confirmation window appears, click Remove.
   Note: This action cannot be undone.

How to view dialing history

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Dialing history icon  .
   A pop-up window will appear.
3. In the window, view the dialing history and use the following actions:
   • To the right of a prospect's phone number, click the Copy icon  to copy the prospect's phone number.
   • To the right of the a conversation you wish to view, click  Link to be taken to the relevant conversation in the Conversations page.
   • To the right of a call with a transcript you want to view, under the Transcript column, click View to view the live transcription.

How to configure dialing settings

1. Access Zoom Auto Dialer.
2. At the top of the page, click the Dialing settings icon  .
   A pop-up window will appear.
3. In the window, configure the dialing settings:
   • Phone fields: Click the dropdown and select from the following options:
     Note: When dialing, the system will use the first available phone field in the sequence. If the first phone field is missing, the next phone field will be used, and so on.
     • Phone
     • Mobile
     • Home phone
     • Other phone
   • Dial X prospects: Click the dropdown and select the number of prospects you wish to dial at a time, to a maximum of 4.
   • My numbers: Click the dropdown and select the phone numbers you want to dial from. You can also choose Select all to select all available numbers.
     Note: You must first allow Revenue Accelerator to access phone numbers in Zoom Phone settings.
   • Local dial: Click the toggle to enable or disable it. When enabled, the system will use multiple phone numbers for your outbound calls and will automatically select a number from the My numbers pool based on the prospect's region, which can help increase answer rates and enhance caller trust.
   • Time interval: Click the dropdown and select the option (in seconds) you want. This option represents the time interval before the next call is placed by Zoom Auto Dialer.
   • Auto hang-up: Click the dropdown and select the option (in seconds) you want. If the prospect does not answer within the set time, the call will automatically hang up.
   • Auto-voicemail drop during calls: Click the dropdown and select the option you want.
     • To the right of this setting, click Manage to manage the voicemail.
       A pop-up window will appear.
     • In the window, create a voicemail:
       Note: You can create up to 20 voicemails.
       
       1. Click + Create to create a voicemail.
       2. Enter a name for the voicemail.
       3. Click the Record audio button  to start recording the voicemail.
       4. Click the Stop button  to stop recording.
       5. (Optional) After recording the voicemail, use the following actions:
          • Click the Play button  to listen to your voicemail recording.
          • Click Record again to record the voicemail message again.
       6. After you are finished recording the voicemail, click Create.
     • (Optional) To the right of the voicemail you want to remove, click the trash icon  to delete the voicemail.
       Note: The voicemail will be permanently deleted and this action cannot be undone.
   • Only call prospects whose current time is between: Select this checkbox to only call prospects between the set times.
     • Under this setting, configure the time frame of when the prospects can be called.
   • Auto hang-up: Set the automatic hang-up logic for Zoom Auto Dialer by selecting one (or both) of the following checkboxes:
     • Voicemails set by the prospect
     • Dial trees
4. Click Apply.