📞 Zoom Workplace, Chat, and SMS

(you can expand this page by clicking the expand icon at the top of the screen, you can also print this page by right clicking)

At Virtual Gal Friday, we use Zoom Workplace (formerly Zoom Phone) for virtual phone services and team meetings. You’ll use the desktop version of Zoom for most calls and meetings, and we recommend having the web version available as a backup.

🔑 Setup Instructions

📬 1. Accept Your Zoom Invitation

• Check your @virtualgalfriday.com email for a Zoom invitation. Look for an email from Zoom with the subject line prompting you to “Activate Your Zoom Account.”
• Accept the invite and create your Zoom Workplace account. Click the “Activate Your Zoom Account” button, or use the alternate link in the email if the button doesn’t work.
• Install the Zoom Desktop App.
• Access the Zoom Web App as a backup.You will receive an email invitation sent to your @virtualgalfriday.com Outlook address.

📌 If you haven’t received this email, check your spam folder, then email team@virtualgalfriday.com for help.

🖥️ 2. Download and Install the Zoom Desktop App

After accepting your invite:

• Fill out your Zoom account information (name, password, etc.)
• Click “Continue”
• On the next screen, click “Download Zoom”
• Locate the downloaded file named ZoomInstallerFull and double-click it to install
• Once installed, Zoom should appear as a shortcut on your desktop

📌 This is the version we recommend using for all virtual meetings and phone calls.

🌐 3. Web Version as Backup

You should also be familiar with the Zoom web portal in case you ever need to use it as a backup.

✅ You’ll need both the desktop and web versions accessible before your live review session.

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

📞 Zoom Workplace, Chat, and SMS

(you can expand this page by clicking the expand icon at the top of the screen, you can also print this page by

🎥 Watch These Training Videos * Required * 5 Videos

Please watch the following videos to understand how to use Zoom Workplace for calls, meetings, and voicemail:

🔹1 Navigating Zoom Desktop – Profile & Settings

 

*You will have a direct zoom number assigned to you. This is the number you will receive calls and texts on. 

* Every client office is set up as a call queue, and the number assigned to their office will be available in your drop down list when making outbound calls. Make sure to change your outbound caller id for each call queue as needed. *

* Each call queue and number has access to group SMS. Each queue can receive texts and everyone on the team can see the texts. Only one person from our team can respond. *

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

📞 Zoom Workplace, Chat, and SMS

🎥 4. Watch These Training Videos * Required * 5 Videos

2 Using Zoom Phone

*You will have a direct zoom number assigned to you. This is the number you will receive calls and texts on. 

* Every client office is set up as a call queue, and the number assigned to their office will be available in your drop down list when making outbound calls. Make sure to change your outbound caller id for each call queue as needed. *

* Each call queue and number has access to group SMS. Each queue can receive texts and everyone on the team can see the texts. Only one person from our team can respond. *

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

📞 Zoom Workplace, Chat, and SMS

🎥 4. Watch These Training Videos * Required * 5 Videos

3 In-Call Features on Zoom Phone

*You will have a direct zoom number assigned to you. This is the number you will receive calls and texts on. 

* Every client office is set up as a call queue, and the number assigned to their office will be available in your drop down list when making outbound calls. Make sure to change your outbound caller id for each call queue as needed. *

* Each call queue and number has access to group SMS. Each queue can receive texts and everyone on the team can see the texts. Only one person from our team can respond. *

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

📞 Zoom Workplace, Chat, and SMS

🎥 4. Watch These Training Videos * Required * 5 Videos

4 Checking Voicemail in Zoom

*You will have a direct zoom number assigned to you. This is the number you will receive calls and texts on. 

* Every client office is set up as a call queue, and the number assigned to their office will be available in your drop down list when making outbound calls. Make sure to change your outbound caller id for each call queue as needed. *

* Each call queue and number has access to group SMS. Each queue can receive texts and everyone on the team can see the texts. Only one person from our team can respond. *

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

📞 Zoom Workplace, Chat, and SMS

🎥 4. Watch These Training Videos * Required * 5 Videos

5 Navigating the Zoom Web Portal

*You will have a direct zoom number assigned to you. This is the number you will receive calls and texts on. 

* Every client office is set up as a call queue, and the number assigned to their office will be available in your drop down list when making outbound calls. Make sure to change your outbound caller id for each call queue as needed. *

* Each call queue and number has access to group SMS. Each queue can receive texts and everyone on the team can see the texts. Only one person from our team can respond. *

Use a noise-canceling headset for best call quality.

📧 Need recommendations? Email team@virtualgalfriday.com

 

 

☎️ Phone Etiquette at VGF

(you can expand this page by clicking the expand icon at the top of the screen, you can also print this page by right clicking)

When answering or placing calls on behalf of clients, it’s essential to maintain a professional, courteous, and calm tone at all times — you are often the first impression a caller has of the client.

Key phone etiquette guidelines:

✅ Answer promptly and with a warm, clear greeting
✅ Use the client’s company name, not Virtual Gal Friday
✅ Speak slowly and clearly — avoid filler words like "um" or "you know"
✅ Always verify caller information and document details via a JotForm
✅ If you need to place someone on hold, always ask for permission and thank them for holding
✅ Never eat, chew gum, or multitask during calls
✅ Smile when you speak — it truly comes through in your tone

🗣️ Example greeting:

“Good morning, thank you for calling [Client Name], this is [Your First Name] speaking. How may I help you?”
Professional and consistent phone etiquette builds trust, supports the client’s reputation, and reflects our team values.

 

💬 6. Zoom Chat – Our Daily Communication Hub

At Virtual Gal Friday, Zoom Chat is our primary communication platform. We do not use Microsoft Teams — all day-to-day messaging happens in Zoom Chat.

Please watch this required video:

https://www.youtube.com/watch?v=e7x2TGHESFw&t=3s

Here’s how it’s structured:

Zoom Chat is built directly into the Zoom Workplace app (the same application you’ll use for meetings and phone calls). There’s no need to download anything extra — once you're logged into Zoom, you'll have full access to chat on both the desktop and mobile apps, as well as in the web version.

At Virtual Gal Friday, Zoom Chat is our primary communication platform. We do not use Microsoft Teams, and all internal and client-related messaging should go through Zoom Chat.

🏠 Main VGF Team Chat – You will be added to a central chat where company-wide announcements and team-wide updates are shared.

📁 Client Project Channels – Each client account has its own dedicated Zoom chat channel, where you’ll collaborate with other assistants assigned to that client.

📢 Real-Time Collaboration – You’re expected to check and use Zoom Chat regularly during working hours to stay informed, ask questions, and share updates.

💡 Zoom Chat functions similarly to Microsoft Teams or Slack, with threaded messages, @mentions, and file sharing.