Get started: Voice setup guide for admins

Assign Voice numbers to users

After you assign licenses to users, you can assign them each a Google Voice number, or let users choose their Voice number. Each Voice number can only be assigned once and each user can only be assigned one number at a time.

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Choose how to assign numbers

Let users choose their own number

This feature is supported in only the U.S. and Canada.

You can let users in your organization choose their phone number and provide their service address when they sign up for Voice.

Before you begin

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGoogle Voice.
  3. Click General Settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.
  5. Check the Let anyone sign up for Google Voice box.
  6. Click Save. If you configured an organizational unit or group, you might be able to Inherit or Override a parent organizational unit, or Unset a group.

Invite users to sign up

After you turn on user sign-up, you can let users know how to sign up for Voice, choose their own number, and enter their service address.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGoogle Voiceand thenService management.
  3. Click Users.
    The Users page shows each user and their Voice number. This page is blank if you haven't yet assigned licenses to your users.
  4. In the top right, click More "" and then Send Invites.
  5. In the confirmation window, click Send Invites.

Voice sends emails to users with:

  • Self sign-up turned on for their organizational unit
  • A Voice license and no Voice number

Note: If a user is outside the U.S. or Canada, the email tells them to contact their administrator because self sign-up isn't available.

Assign numbers to users individually
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGoogle Voiceand thenService management.
  3. Click Users.
    The Users page shows each user and their Voice number. This page is blank if you haven't yet assigned licenses to your users.
  4. Point to a user you want to assign a number and click Edit "".
    The number assignment window appears.
  5. In the Country/region field, click the Down arrow "" and select a country/region from the list. If you select a location that isn't one of your Voice locations, you get an error message. Learn how to add your locations.
  6. In the Service address field, select the user's location to use for emergency services.
  7. In the Google Voice number field, Voice shows an available number:
    • To keep the number, click Assign.
    • To find a different number:
      1. Click Change.
      2. Next to a number in the list, click Select.
      3. Click Assign.
Assign numbers to a large batch of users

If you have many users, you can assign their numbers all at once from a Google Sheets file. Users that don't have a Voice license are assigned a license during the batch process.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGoogle Voiceand thenService management.
  3. Click Users.
    The Users page shows each user and their Voice number. This page is blank if you haven't yet assigned licenses to your users.
  4. In the top right, click More "" and then Batch Assign.
    A window opens with options to make a new list or use an existing one.
  5. Click Start New List or Use Existing:
    • Start New List—Voice creates a spreadsheet with the filename, "Batch Assignment on date."
    • Use Existing—A window opens showing your existing spreadsheets.
      1. Click the name of the spreadsheet you want to use. To use a spreadsheet that isn't listed, at the top, click Upload.
      2. Click Select.
  6. Click the name of the spreadsheet.
    The file opens in Google Sheets in a new tab of your browser.
  7. For each user you want to assign a number, fill in the 3 columns with their email address, country/region, and service address.
    Enter the complete address of each user's location. This address needs to be correct for emergency services.
  8. After you complete the spreadsheet, return to the Admin console and click Continue.
    Voice verifies each service address and email address:
    • If there are errors, a window opens and you can fix the errors. Learn about verification errors below.
    • After Voice verifies all addresses, a window opens showing the user information.
  9. Review the information for each user, and click Assign Numbers.
    • If a user doesn't already have a license, they're assigned one. If you don't have enough Voice licenses for all users that need one, you get an error message and can't assign numbers.
    • If you get the message, "Error processing the request, please try again," one of the users might have a suspended account. Remove the suspended user from the list and submit the list again.
  10. In the top right, click Tasks "". You get the status of assigning numbers.
    Depending on the number of users you upload and the service provider, it can take up to 24 hours to assign all numbers.

Guidelines and tips

You can enter information only in the columns available in the downloaded file. You can't add new columns.

  • Email address—Use the format username@example.com
  • Service address—Add the complete address of the user's location. Include street number, city, state, and zip code. This address needs to be correct for emergency services.

Verification errors

If you have trouble uploading a list, find the error message below for details. After you correct all errors, submit the list again.

  • Address couldn't be verified—This address can't be verified. Change to a valid address.
  • Already has an assigned number—This user has a Google Voice number. Remove this user from the list.
  • Doesn't qualify for Google Voice—This user isn't eligible for a Google Voice number. Remove this user from the list.
  • Email format is incorrect—This email address isn't in the correct format. Change to the correct format.
  • Google Voice isn't available in this country—The service address is in a country/region where Google Voice isn’t available. Remove this user from the list.
  • No email address—This row has no email address. Add the email address.
  • No service address—This row has no service address. Add the service address.
  • No user has this email address—This email address doesn't belong to a user in your organization. Change to a valid email address.
  • Service address is incomplete—This address can't be verified because it's missing information. Add the complete address. If you make a minor spelling mistake or leave out a zip code, Google Voice corrects the address.
  • User needs to be migrated to managed accounts—This user has an unmanaged Google Voice account. Migrate it to a managed account. To learn more read, Migrate users to managed accounts.

 

Unassign voice numbers

If a user leaves your company or no longer needs a Voice number, you can remove the number associated with their account.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenGoogle Voiceand thenService management.
  3. Click Users.
  4. Next to the user whose number you want to remove, click Edit "".
  5. Click Unassign "".
  6. To confirm, click Unassign.

For information about billing, learn how numbers are charged.

Video: Assign Voice licenses and numbers

Get started: Google Voice number and user provisioning

Service address for emergency calls

If a user calls an emergency number, Voice sends their service location to emergency services. You add the service address when you assign a user their Voice number. If you let users choose their own phone number, they add their service address when they sign up for Voice.

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