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Zoom Phone Devices & Hardware

Before completing the questionnaire, it is important to understand the University’s hardware philosophy for the transition to Zoom Phone:

• Zoom Phone is designed to function primarily through the Zoom Workplace app on desktop or mobile devices.

• Each user is provided one funded device, typically a headset compatible with the Zoom app.

• Physical desk phones are generally not recommended and are reserved for shared spaces, reception areas, or high-traffic locations.

• All physical device requests will be reviewed and discussed.

• Since physical desk phones should rarely be needed, they may come at an additional cost to the department.

Available Hardware Options:

Section 1: The Intake Questionnaire

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Step 1: Review All Departmental Lines (Column D)

Confirm that all existing phone lines are listed that are currently published, assigned, or in use within your department are listed.

Common examples:

• Main office/reception lines and fax lines.

• Lobby, courtesy, and common area phones.

• Classrooms, labs, and training room phones.

• Conference rooms, and meeting room phones.

• Emergency phones.

• Shared, or phantom lines.
• Temporary, seasonal, or backup lines.

Step 2: Perform a Directory Audit

To ensure accurate public-facing information and internal call routing:

• Review all departmental listings in the UWF Campus Directory.

• Confirm that all phone numbers are accurate and up to date.

• Document any inaccuracies so that both public contact information and internal routing remain accurate after migration.

Step 3: Confirm the Display Name for Each Department Line (Column B)

• Provide the Display Name that will appear on caller ID and within the Zoom interface.

Guidelines for Display Name:

• Clearly represents the department or function

• Follows University naming conventions

• Avoids abbreviations that may confuse callers

If no Display Name is provided, ITS will default to the Purpose or Function line name listed in Column A.

Step 4: Confirm the Location of Any Physical Phones (Column C)

• For lines that require physical phones in rooms, provide the building name and room number.

• Accurate room-level information is required for installation planning and asset tracking.

Step 5: Indicate the Migration Action for Each Line (Column E)

For each department line, please indicate the desired action for the phone number by selecting one of the following options:

• Keep: Retain the existing line and extension during migration.

• Delete: Remove the line; the line is no longer in use or will not require migration.

• Change: Indicates our records are inaccurate. Use this if a record needs updating or if a new number is required. Provide details in the Notes column.

• Move to User: Use this if a general departmental line should now be assigned to a specific person.

Step 6: International Calling Needs (Column E)

• Indicate if the line requires international direct dialing (outbound calls outside the U.S. and Canada).
• International calling may incur additional charges and should only be requested for roles with a demonstrated business need.

Step 7: Notes & Configuration Details (Column F)

Provide additional details for each line to guide ITS configuration, including but not limited to:

• Shared line details

• Call queues and hunt groups

• Auto-attendants

• After-hours routing

• Voicemail expectations

• Call restrictions

Clear and detailed notes ensure accurate configuration and set up of proper call routing.

B. User Details: Managing Your People

The User Details tab captures individual-level information for all employees who require Zoom Phone service. This includes anyone who is currently Certified Knowledge Worker and has a UWF assigned phone number, shares a line, or answers calls on behalf of the department that will require Zoom Phone services.

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Step 2: Indicate the Migration Action for Each User (Column E)

For each user, please indicate the desired action for the phone number by selecting one of the following options:

• Keep: Retain the existing line and extension during migration.

• Delete: Remove the line; the number is no longer needed.

• Change: Indicates our records are inaccurate. Use this if a record needs updating or if a new number is required. Provide details in the Notes column.

Step 3: Confirm Hardware Needs (Column F)

Please review to the Zoom Phone Devices & Hardware section above for additional information.

• Select the one funded hardware option per user:

  • Wired (USB-A)

  • Wired (USB-C)

  • Wireless (Bluetooth)

  • Physical Desk Phone (if justified)

  • No Hardware Needed

Users with a functional headset do not need to request new hardware.

Step 4: Confirm Core Features (Column G & H)

To ensure users have the appropriate level of access, please verify the following functional requirements:

• SMS Messaging: Determine if the user requires the ability to send and receive text messages via their UWF-assigned number

• International Direct Dialing: Identify users whose role requires calling outside the United States and Canada. International calling may incur additional charges and should only be requested for users with a demonstrated business need

C. Hardware Selection: The "One Device" Rule

The Devices & Hardware tab is used to capture all physical phone devices and related hardware required by your department as part of the Zoom Phone migration. This includes desk phones, common area phones, conference room devices, courtesy phones, and any other telephony-related hardware. The information provided will be used to assess device needs, validate business justifications, determine costs, and plan procurement and installation activities.

Please review to the Zoom Phone Devices & Hardware section above for additional information.

Requirements for Physical Hardware:

If a physical phone or specific hardware is required, complete the Devices & Hardware tab with the following information:

• Business Justification: Provide a clear rationale for requesting a physical device, explaining why a softphone solution is insufficient (e.g., operational requirements, accessibility, safety, or compliance considerations).

• Location Accuracy: Specify the building and room number where the device will need to be installed.

Note that physical devices may result in additional costs to the department.

All physical hardware requests will be reviewed and confirmed within your department’s Jira migration ticket prior to approval.

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Section 2: Migration Logistics

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