Zoom Phone

Speed Dials, BLF, Call Park Keys, and More
This guide walks you through how to customize your desk phone line keys using the Zoom web portal. You do not need IT admin permissions to manage your own personal device button layout.

1. Access Your Zoom Phone Settings

1. Go to https://zoom.us and sign in with your campus account.
2. On the left menu, select:
   Phone → Settings
3. Scroll down to Keys & Positions (or Desk Phone Keys, depending on your model).
   This section shows the button layout for your desk phone (Poly, Yealink, etc.).
4. Manage Key

2. Add or Edit Speed Dials

Speed dials allow one‑touch calling to frequent contacts.

To Add a Speed Dial

1. In Keys & Positions, click the Set Key.
2. Choose Speed Dial.
3. Enter:
   • Name (what appears on your phone screen)
   • Number (10‑digit number or internal extension)
   • Alias (Optional)
4. Click Save.

You will see the new key appear instantly on your desk phone screen.

To Edit or Remove

• Hover over the key
• Select Edit or Delete

Troubleshooting

Do not input the area code and prefix (661-362-xxx) if the number being set is an on campus extension. Only use the 4-5 digit extension.

1. What Is Guest Log In (Hot Desking)?

Hot Desking allows any employee to sign into or sign out of a desk phone using their Zoom credentials.

This lets multiple staff share a physical phone without transferring hardware or extensions.
Poly phones that support Zoom Hot Desking include:
Poly VVX series, Poly Trio, Poly CCX series.

2. How to Sign IN (Hot Desk) on a Poly Phone

Step-by-Step

1. Wake up the phone (if screen is dark) by tapping the display or pressing any key.
2. On the login screen, tap “Guest” (name varies by model).
3. You will hear the following prompts:
   • To log into this phone, please enter your extension number, followed by #.
   • Please enter your PIN number followed by # sign.
     You can find this code in the Zoom web portal under Phone → Desk Phone.
4. The phone will automatically:
   • Download your Zoom profile
   • Load your extension, voicemail, and call history
   • Display your name and phone number

Login takes about 15–30 seconds. Computer connectivity may be disrupted.

3. How to Sign OUT (Hot Desk Logout)

If you are leaving the workspace, always sign out so others can use the phone.

Steps

1. Tap the Menu or Settings icon.
   On most Poly models, this is the Home button → Settings.
2. Select Features or User (model dependent).
3. Look for Sign Out, Log Out, or End Hot Desk Session.
4. Confirm when prompted.

After sign-out, the phone will return to the previous configuration.

4. Troubleshooting Tips

Phone says: “Sign‑in failed”

• Double‑check extension/PIN.
• Ensure the user has a Zoom Phone license enabled.

Hot Desk button/option missing

• Device may not be provisioned for requested feature.
• Contact IT Telecom to reassign the device.

Phone does not load your extension

• Make sure the phone is assigned to the correct site or location.
• Reboot the phone if necessary.

User changed password and now can’t sign in

Must use updated Zoom password immediately.

1. Access the voicemail system

From your Zoom Phone desk phone:

1. Press the Voicemail key (or dial *86 - Must press send)
2. Enter your extension if prompted
3. Enter your Voicemail PIN

2. First-Time Setup Behavior

If it’s the first-time logging in:

Zoom will automatically walk you through:

• Recording your voicemail greeting
• Recording your name
• Setting or confirming your PIN

Common Voicemail Menu Actions

Once you're in:

Action	Key
Listen to messages	1
Save	2
Delete	3
Repeat	4
Change greeting	5
Change PIN	6
Exit	#

(Behavior varies slightly by desk phone model but follows this pattern.)

Change Your Zoom Voicemail Using Your Desk Phone

1. Access Voicemail

Pick up the handset or press Speaker, then dial *86 (Press the Dial button)

2. Enter Your Voicemail PIN

• Enter your PIN when prompted, then press #.

3. Open the Greeting Menu

• To record a personal voicemail greeting, press 2

4. Record or Change Your Greeting

Listen to the prompt for instructions for recording the message

Call Park lets you place an active call on hold in a shared “park slot” so another user or a different device can retrieve the call.

Great for:

• Front desk → transfers to staff offices
• IT/Facilities → passing calls between workstations
• Teams using shared spaces or hot desks

How to Park a Call

You can park a call from Zoom desktop, mobile, or most Zoom-supported desk phones.

On Zoom Desktop or Mobile

1. While on an active call, click More (…).
2. Select Park.
3. Zoom will assign a park number (e.g., *801, *802).
4. The parked call is now waiting in that park slot.

Parked calls will ring back to the parker after a timeout (default is 60 seconds unless your admin—likely you—adjusts it).

How Someone Retrieves a Parked Call

From any Zoom Phone (desktop, mobile, or desk phone):

1. Pick up the handset and enter the park number (e.g., *801).
2. The call is instantly pulled to that device.

 

The IT department at College of the Canyons (COC) has taken a significant step to modernize our communication infrastructure by transitioning from our existing phone system to the Zoom Phone platform. COC’s previous telephone system was almost two decades old, which impacted its reliability and ability to provide important features that the campus needs to operate effectively and efficiently. Zoom Phone was chosen as a replacement for our end-of-life phone system after careful consideration and analysis of various communication solutions on the market. Aside from being a reliable and flexible phone system, Zoom Phone is also accessible through the Zoom client with which everyone at COC is already familiar. This upgrade enhanced connectivity, accessibility, collaboration, and efficiency across all of our campuses.

The zoom mobile app is available from the Android and iOS app stores. You can check out how to download the Zoom Phone mobile app for iOS and Android.

The Zoom Desktop app is installed on all District issued staff Devices. 

Your voicemail greeting, voicemail messages, and speed dials will not be transferred from your current phone to your new Zoom Phone account. During training, instructions on how to set up your new voicemail will be provided. Since voicemail messages will not transfer to your new Zoom Phone, please make sure to listen to all unread voicemail and manually document any information needed as soon as possible.

Existing desk phone handsets in individual offices will no longer work after the migration to Zoom Phone, and all existing voicemail will be automatically deleted. Zoom Phone will be available on your District provided computer. 

Yes, all classrooms will remain outfitted with a phone moved to the Instructor Desk. Wherever a phone currently exists, a new phone will be outfitted for that space. If there is no phone in that space, IT will assess the needs of the area and put in new phones if necessary. 

All employees assigned an extension will keep their existing number. 

Yes! All current phones will be replaced with new Zoom-capable phones. Physical devices will begin deployment by being assigned to a designated location, then configured to align with each user. 

IMPORTANT: Existing desk phone handsets in individual offices will no longer work after the migration to Zoom Phone, and all existing voicemail will be automatically deleted. Zoom Phone will be available on your District provided computer. 

There is an introductory video about Zoom Phone’s features as well as a web page which serves as a user manual.