Zoom Phones - Setup

Login to Setup your Zoom Phone

THIS SETUP IS REQUIRED IN ORDER TO USE YOUR ZOOM PHONE ACCOUNT

There are certain setup tasks that you will need to do to set up your Zoom Phone account. These steps should be done by logging into your Zoom account through the web by going to https://waynflete-org.zoom.us and clicking on Sign In. Click on the Google button and use your Waynflete credentials.

Your phone extension can be answered on your desk phone (if you have one), your computer (download the app), or a cell phone (add the app).

Initial Setup

Login at https://waynflete-org.zoom.us and click on Sign In. Click on the Google button and use your Waynflete credentials.
In the left navigation menu, select Phone.
Click the Settings tab. You should see the following Settings:

A Numbers - This is the phone number assigned to you (if you have one). This is your direct dial number that you can give out for people to use (if you want). (Cannot be edited)

B Company Number - This is the school main number plus your extension number. (Cannot be edited).

C Emergency Address - You must update this setting if you have a DESK PHONE. If you do not have a desk phone, you can leave the default address of 360 Spring Street. This is the address that will show up when you use your desk phone to call 911. Follow these instructions for updating the emergency address on your computer and phone.

In the Emergency Address section, click Edit (after the default address).
Select "Choose a Company Address" and then in the search bar select the address that matches the building that your DESK PHONE is in. After you make your selection, click SAVE.

Emery - 64 Emery St.

Art Center - 16 Storer St.

Hurd - 24 Storer St.

CHM - 342 Spring St

Thomas House - 360 Spring St

Lower School - 360 Spring St Lower School Building

Fore River Campus - 183 Osgood St

****If you use Zoom on your laptop and/or cell phone, follow these directions to set them up to use your location****

D Outbound Caller ID - This is the number that will show up on Caller ID when you make an outbound call. The default is the school's main number. If you have a direct dial line, you have the option to change it to that:

Click the drop-down arrow.
Select the number you'd like to display when making an outgoing call.
Click Save.

E Country and Area Code - If you dial a number without entering the area code, Zoom Phone will use this area code to make the call. Make sure these are correct.

Call Handling

There are three main sections: Business Hours, Closed Hours (not pictured) and Holiday Hours (not pictured). Each section has similar sub-sections. The descriptions for each sub-section are detailed under Business Hours unless there is a difference that needs to be noted.

A Business Hours - The default for business hours is the school day, 8 am to 4:30 pm Mon - Fri. You can customize these to your workday or just leave the default.

B Call Handling - Here's where the fun begins. You can choose where you want to receive your calls. Click Edit and toggle ON/OFF your options. Zoom Mobile is your cell phone -- if you have the app installed. Zoom Desktop is your computer -- if you have the app installed. Your Desk Phone will be listed as a Yealink or Grandstream. **Toggle OFF the Zoom Phone Appliance, if it appears for you.

C Call Handling Ring Mode -

Select Simultaneous to ring the Zoom app and specified devices at the same time (from above).
Select Sequential to ring the Zoom app and devices one at a time. After selecting this option, edit the Call Handling Zoom Applications setting to specify the sequence the calls should ring in. Click and drag the selections to move to the preferred order.

D Max Wait Time - This is the maximum wait time before the call is handled as specified in the settings below (When a call is not answered).

E When I am busy on another call - If you’re currently on a call you can select:

Call Waiting: If you receive a call when you are busy on another call, you can answer by holding/declining the first call or sending the waiting call to voicemail.
Forward to voicemail/videomail: Route calls to your voicemail or videomail.
Play a message, then disconnect: Plays a custom message for the caller then hangs up the call. Click Audio Library to customize audio.
Play a busy signal: Plays a busy signal to let the caller know you are busy.
Forward to another extension: Route calls to another extension that uses Zoom Phone.
Forward to external number: Route calls to another number external to the Waynflete system

F When a call is not answered - If you’re away and cannot take a call you can make the following selections:

Forward to voicemail/videomail: Route calls to your voicemail or videomail.
Play a message, then disconnect: Plays a custom message for the caller then hangs up the call. Click Audio Library to customize audio.
Disconnect: Disables voicemail during the specified hours. The call will be disconnected without playing the voicemail greeting or routing to voicemail.
Forward to another extension: Route calls to another extension that uses Zoom Phone.
Forward to external number: Route calls to a number external to the Waynflete System.

Additional information on these settings (Allow callers to reach an operator & Allow callers to check voicemail) can be found in Zoom documentation: How to customize call handling settings.

You can also go through similar Settings for Closed Hours and Holiday Hours. These will allow you to change your Voicemail for these times.

G Greeting & Leave Voicemail instruction - Select a greeting from the drop-down menu or click Audio Library to customize audio. See the Zoom Phone Voicemail document for more information.

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