Zoom User Guide - Zoom Workplace App

Overview

This guide explains how to access the Zoom Workplace app on your PC, along with best practices for logging in, using your Home and Meetings views, sharing your personal meeting link, and using the Phone tab for call history, voicemail, and text messaging.

Who This Is For: All users.

Before You Begin

Systems Required: PC with the Zoom Workplace app installed.

What This Guide Covers

• Opening Zoom Workplace on your PC
• Navigating the Home and Meetings views
• Creating and sharing your personal meeting link
• Using the Phone tab (history, voicemail, and SMS)
• Best practices for sending text messages

Step-by-Step Instructions

Step 1: Open Zoom Workplace

Locate the Zoom icon on your desktop, if available. 

If it isn’t, go to your Start menu and type Zoom into the search bar. 

Click on the app to open it. You may be asked to sign in for the day.

Step 2: Navigate the Home and Meetings Views

Once signed in, use the buttons on the left-hand panel to switch between views.

• Home — shows what’s happening for the day.
• Meetings — shows any meetings scheduled with other individuals on your calendar.

Step 3: Create and Share Your Personal Meeting Link

Click on your Personal Meeting ID at the bottom of the screen to expand the menu. This will show your generic meeting ID.

• Click Copy to copy your meeting link, then distribute it to a client or teammate to invite them to a Zoom meeting.
• 
• When you’re ready to start the meeting using this generic link, click Start.

Step 4: Use the Phone Tab

Click on the Phone option to view your call history, voicemail, and SMS.

• History — shows your past calls. Click the ellipsis next to any call to send a text message, share the call details, copy the phone number, or block the number if it’s spam.
• Voicemail — shows your voicemails. Each voicemail is also transcribed and sent to you by email.
• SMS — shows your text message conversations.

Step 5: Send a Text Message

From the SMS tab, click New to start a new message.

• In the To field at the top, type in the client’s phone number.
• In the message field at the bottom, type your message. Use emojis where appropriate.

Important: Keep your text messages under 160 characters. You can check your character count in the bottom right-hand corner. Staying under this limit helps prevent your number from being flagged as spam.

Best Practices

Follow these guidelines when using Zoom Workplace on your PC:

• Sign in each day when prompted so your status stays up to date.
• Check your Home and Meetings views regularly to stay on top of your schedule.
• Use your Personal Meeting ID link for general client meetings that don’t require a unique scheduled link.
• Use the ellipsis menu on your call history for quick actions, such as texting back or blocking spam numbers.
• Keep text messages under 160 characters to avoid being flagged as spam.
• Review your voicemail transcriptions by email for a quick summary before listening to the full recording.

For questions or technical support, please submit a ticket through Zendesk and select Business Operations.