Zoom Phone

What is Zoom Phone?

Zoom Phone is part of the Zoom Workplace platform and allows you to make and receive calls on your computer, smartphone and supported physical phones.

With Zoom Phone, you can call anyone from anywhere using your computer or mobile device, and your calls will display your GW phone number.

What's Changing?

Phone Services

Phone services are migrating from Cisco to Zoom. Once the transition is complete, physical phones, virtual phones, and web conferencing will be on the Zoom platform, and Webex (conferencing and phone), will be retired.

Zoom Phone is designed for use as a flexible virtual phone with Zoom Workplace, to simplify communication, reduce the need to continuously replace physical phones, and support a more modern, sustainable approach to staying connected.

Physical Phones

The default phone service will transition from physical desk phones to virtual phones. Virtual phones allow you to make and receive calls through software on your computer or mobile device, providing more flexibility and accessibility. If your role requires a physical phone, you can request to keep it before the migration. We want to ensure everyone has the tools they need to be successful.

MyE911

As we transition to Zoom Phone, emergency location services will be integrated directly into the Zoom platform, eliminating the need to set your location using MyE911. This ensures compliance with the Ray Baum’s Act. Your location will be automatically updated in many cases, but you will need to update your emergency address any time your off-campus location changes. This information ensures your location is accurately communicated for emergency calls, providing a seamless experience without the need for a separate application.

Getting Ready for Zoom Phone

As we prepare to transition to Zoom Phone, we have outlined a process to ensure a smooth migration. We will be coordinating with departments to establish the timeline and migration dates.

Phone Discovery

Phone Discovery

4-5 weeks before migration

Prior to migrations, we will email you a survey to understand how you use your current phone. Survey responses will be used to ensure everything is set up correctly before migrating to Zoom Phone.

If your role requires a physical phone, you can submit the request as part of the discovery survey

Note: If you do not complete the survey, we will proceed to migrate your phone to Zoom with the data that we have. Some features may not be migrated or available if you do not respond.

Phone Configuration

Phone Configuration

4 weeks before migration

During the configuration phase, GW IT will review your discovery survey responses to prepare your phone number for migration and set up any special features like shared lines and custom call handling.

While there aren't any action items for you during this phase, we encourage you to Download the Zoom Workplace Client and log in using GW SSO to prepare for training and phone setup.

Phone Training

Phone Training

3 weeks before migration

GW IT will coordinate with departments to schedule Zoom Phone training prior to your migration.

To prepare for training and phone setup, Download the Zoom Workplace Client and log in using GW SSO

A recorded session will be provided if you are unable to attend the virtual live session.

Phone Setup

Phone Setup

2 weeks before migration

You will receive an email notifying you that you have access to Zoom Phone. To get started with Zoom Phone, set your extension and enter your emergency location, and then use your temporary number to test it and familiarize yourself with the features and settings.

Phone Go Live

Phone Go Live

The day before your GW phone number becomes available in Zoom Phone, you will receive an email with the migration timeline and support options.

Once your phone number has been migrated, log in to Zoom to use your GW phone number from your Zoom phone.

Phone Support

Phone Support

1-2 days after migration

GW IT will hold virtual office to provide support and answer questions after your GW phone number has been migrated to Zoom Phone. As virtual office hours are scheduled, you will receive the dates and meeting invitations by email.

Zoom Phone Migration Status

Overall Migration Progress

Phones to be Migrated

Migrations Completed

Project Completion

Migration Status by Flight

To streamline the process, Zoom Phone migrations are being coordinated in "flights," which include a group of departments, schools, or units. This approach helps minimize disruptions while maintaining essential communication and collaboration across your team.

Flights in Progress

Flight 5: Student & Faculty Affairs
Flight 9: Alexandria Classrooms

Completed Flights

Flights 1 & 2: GW IT
Flight 3: DSO, Libraries, Finance
Flight 4: Biostats
Flight 6: Philips Classroom Pilot