Getting to configure and use a Zoom Phone

[ShifaUSA3]

For a new user, it is difficult for me to find an intuitive way to configure our only phone number. When a help document says go to Settings, I can't figure out how to get to a screen for phone settings.
We are a small nonprofit with a single phone number where our callers will be prompted to leave a message that we hope will be transcribed and sent to a designated email address. So here is what I am looking for:

1- An easy way to get to phone management interface as this is the primary Zoom service we will start out with.

2- Upload a greeting recording audio file,

3- Configure incoming voice messages to be transcribed automatically

4- Enter an email address where the transcriptions are emailed by default.

Once the above is done, I need to find out a way to give our receptionist access to the phone interface so they can login and make & receive phone calls.

Please guide me like you would guide a 5th grader to documentation where I can learn to do all of the above.

Thank you.

[Vinnie]

Hello @ShifaUSA3 . It sounds like you need somebody to configure the whole system for you 😀

If you will only have a single phone number, and no live person will be getting calls directly, and you won't present any menu with options but just a Voicemails to handle the requests "offline", I would recommend to just configure a Zoom Auto Receptionist sending calls directly to the Zoom Auto Receptionist's own Voicemail.

🦉  Zoom has a very good learning center with Videos showing you what to do step by step, and it is divided into small chapters/subjects to make the learning fairly fast, amene and painless.

Go to https://learning.zoom.us

This other link is an example of one of the free trainings that explains how to configure Auto Receptionist and Call Queues, including managing the Number, Greeting, IVR (Menu with options), Schedule (Open/Close/Holidays), etc.

https://learning.zoom.us/learn/courses/92/auto-receptionists-and-call-queues/lessons 

ℹ️If what I described above sounds right about what you want to do, this is what I would recommend:

1.  I think there might be an initial configuration guide (in the Zoom Portal)  that might ask you to setup your "Default  Telephone Number" and "Default Auto Receptionist". Just follow the instructions and worry later about properly configuring the ZAR (Zoom Auto Receptionist).
2. Do the above indicated training related to the ZAR:
   • Learn how to allocate the telephone number to the ZAR.
   • Learn how to setup the ZAR's "Call Handling > Business Hours (most likely 24x7".
   • Learn how to update the ZAR Greetings if you need one:  You can either record directly using your voice, or even better, you can use its built-in TTS (Text-To-Speech) where you type, and the system generates the audio from the text.
   • Learn how to overflow the call: in this case, just send the call directly to the ZAR's Voicemail. Update or Disabled the Voicemail's Greeting as needed.
   • Learn how to edit the ZAR Policy to allow other users in your Zoom account to access the Voicemail.
   • Learn how to enable Voicemail Transcription.
3. Sending the voicemail notification and transcription to an external Email is not as straightforward, but depending how you have your Zoom Account setup, you might be able to create an User with Basic License for Phone and use that user's email to send the notifications. I am not sure about this but you can test it.

I think you have enough basic information to get everything operational...except maybe the Voicemail Notification to an external email

Let me know if this helps. If it works good enough to your expectations, please mark this as "Accept as Solution"

Vinnie.