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This document is intended only for the Wildix Partners participating in the x-bees closed beta. |
Table of Contents |
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Admin Guide
Requirements
- WMS version 5.04 or higher
Currently in BETA, use the repository rel50beta to install this version
- The PBX must be on the x-bees licensing model on WMP
Currently, there is no procedure for switching a PBX from the UC- licensing model to the xb-licensing, so it can be only done by the Wildix team.
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NOTE: access to Collaboration is also available for PBXs on the x-bees licensing plan! |
Supported browser:
- Chrome
Mobile apps
- Android 9 or higher
- iOS 13.3 or higher
Chrome extension
Coming soon
Jira Legacy server Wildix serverId 1ea7696d-9186-3c7d-b790-c8d05a360ecd key WMS-13062
Licensing
Note |
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Note: Currently the ability to create PBXs on WMP with x-bees licensing is disabled (coming soon). |
Monthly/ Yearly licenses (3-year and 5-year commitment available):
Note |
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Note: Free minutes to Call Termination Area 1 is available with the CLASSOUND service. |
Details on how to activate the service: CLASSOUND Activation Request.
Notes:
- Analytics is coming soon
Salesforce integration
Requirements:
Salesforce license with API access. API access is included in the following Salesforce editions:
- Enterprise Edition
- Unlimited Edition
- Developer Edition
- Performance Edition
API access is not included in the following versions:
- Professional Edition: API access can be purchased from Salesforce
- Essential Edition
Information: https://help.salesforce.com/s/articleView?id=000326486&type=1.
Installation:
- Go to WMS Settings -> PBX -> Integrations -> x-bees
- Your PBX should be on the x-bees licensing, otherwise, the tab is greyed out
- Wildix Integration Hub opens
- Click Create an Integration button (if no active integrations)
- Click Salesforce
- Follow the process. At this step, you need to connect your Salesforce account (Admin) with x-bees. Click Allow
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From x-bees, it is possible to create new SF leads and manually log activities to SF:
- The user who performs an action on a Salesforce record from x-bees is assigned as the author of this activity in Salesforce
- If the user who performs an action is not present in Salesforce, then the activity is automatically assigned to the account's Admin
Below you can find the instruction on how to authorize the SF admin to perform Author and Owner changes. Follow this instruction to make sure that all the lead creation and logging activities performed on x-bees have the correct Author and Owner in SF.
Warning |
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Important: this instruction does not work in case you have a developer version of SF (logging will work, but there's no way to change the Author/ Owner of those activities). |
To authorize the SF Admin to perform Author and Owner changes, follow the steps below:
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Video available.
HubSpot Integration
Requirements:
- xb-Business license or higher
- Admin access to HubSpot account
Installation:
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- Your PBX should be on the x-bees licensing, otherwise, the tab is greyed out
Wildix Integration Hub opens
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Follow instructions to complete the process. At this step, you need to connect your HubSpot account (Admin) with x-bees. Click Next.
HubSpot integration then gets activated:
Access for users and guests
Mobile apps
Notes:
- x-bees mobile apps are currently available only for users from Canada, the United Kingdom and Italy
- x-bees mobile apps can be downloaded both by PBX users and guests
- x-bees mobile apps are available for users who are assigned an xb-Essential license or higher
- Guests have to be previously invited to a channel by a PBX user in order to be able to engage with them in conversations
Follow the steps below:
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- In case of login via email, a verification code will be sent to your email address, you will need to enter it to log in
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Note |
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Note: Guests who are not Wildix PBX users need to be invited to an x-bees channel by a PBX user to be able to engage with them in conversations. |
Web access
From WMS:
- Go to WMS -> Users, select users and click Invite to x-bees
- Users receive an invitation via email with the link to join x-bees
Via the link:
Alternatively, PBX users can join x-bees following the steps below:
- Open the link: https://x-bees.biz/
- Log in via Google or Microsoft 365 SSO, or by email
- In case of login via email, a verification code will be sent to your email address, you will need to enter it to log in
- Connect to the PBX:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Settings, click Connect to Wildix PBX
- Enter your Wildix PBX domain into the input field and click Connect
Direct link to contact an x-bees user ("WebRTC Kite")
Note |
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Note: A customizable widget or contact-me button can be added to your website or embedded to your email signature, to enable customers to contact single agents or groups by clicking on a link. The ability to create widgets and buttons is coming soon. |
Currently, you can create contact-me links and add them to your website or anywhere on the web, in the following format: https://x-bees.biz/kite/name.surname@yourdomain.com, where name.surname@yourdomain.com is your email address.
Here's an example of what happens if an external (non-authorized) user clicks on a link:
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User Guide
x-bees Web
Notes:
- No way to send SMS messages and Faxes via x-bees, as well as to listen to Voicemails and Call recordings
- You receive a copy of call recordings and Voicemails via email
- Access to the web version and mobile apps of x-bees is available starting from the xb-Essential license
Login
Users of the PBX receive an invitation via email with the link to join x-bees and download mobile apps. The invitation email should be sent by the PBX admin from WMS.
Follow the steps:
- Click on the link in the email invitation to join x-bees
- Log in using Google or Microsoft SSO
PBX users who joined x-bees via email invitation sent by the system administrator are automatically connected to the correct Wildix PBX. To make sure you are connected to the Wildix PBX, follow the steps below:
- Click on your user picture from the upper left-hand part of the screen
- Under Settings, click Connect to Wildix PBX
- Make sure the Wildix PBX domain name is entered into the filed Domain
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Note: if you are not sure, what your Wildix PBX domain is, please check with your system administrator. |
Settings
User Picture
In case you were previously using Collaboration, your user picture is synced with Wildix Collaboration.
To set up/ change the picture
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Click on your user picture
- Select a new picture or use your webcam to make a new one
External profile link (WebRTC Kite link)
To view your profile link, by which external users can contact you:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Click on your user picture
- You can view and copy the link under Advanced
Language
Language is currently selected based on your Browser language.
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Note: professional translation is currently only available in Italian. Professional translations into German, Spanish and French are coming soon. |
User status
The following user presence statuses are available in x-bees:
- Green: available
- Yellow: away
- Red: do not disturb
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Notes:
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To change user status:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Status, click on your current user status (e.g. Available)
- Select the new status
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Note: status expiration and custom status message are currently not available. |
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To enable/ change notifications settings:
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Note |
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Note: audio notifications about new chats are currently not available. |
Call forwarding settings
To enable/ change call forwarding settings:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Settings, click Calls
- Set up call forwarding rules for every Call class:
Audio and video device settings
To change the active devices for audio/ video:
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Extensions
In this menu, you can install the Wildix Integration Service (required for Headset Integration):
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Settings, click Extensions
- Install the Integration service
Inbound services ("Contact center")
The contact center feature present in Wildix Collaboration is available in x-bees and allows you to view the available services (call groups) and dynamically log in/ log out from them:
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Updates
Updates of the x-bees web interface are available out of the box and do not require any steps from the PBX admin or user.
Changelogs will be shared with Partners in a dedicated channel.
Check the current version:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Support, click About
Feedback
You are invited to send us feedback, provide suggestions and report problems!
To send your feedback:
- Click on your user picture in the upper left-hand part of the screen to open Settings
- Under Support, click Send Feedback
Logout
- Click on your user picture in the upper left-hand part of the screen to open Settings, then click Log out
Conversations
Group conversations
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Important: Conversations (chats) on x-bees are not synced with Wildix Collaboration! |
Create a new conversation
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Manage a conversation
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In this frame you can:
- Mute the conversation for a period of time
- Add more participants
- Delete member or Send email invitation to a member
Click on three dots from the upper right-hand part of the Conversation Info frame to view other options:
- Edit: edit the event title
- Send email invitation: opens your email client enabling you to send a customized email invitation to all the members
Start a conference or schedule an event
- Start a call with all the participants: click on the Video icon from the upper right-hand part of the conversation screen
Schedule event via Google/ Microsoft:
- Click on the Info icon from the upper right-hand part of the conversation to open the Conversation Info frame
- Click on the three dots from the upper-right hand part of the frame
- Click Schedule event via Google or via Microsoft: calendar opens enabling you to schedule a conference in the participants' calendars
One-on-one conversations
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Important: Conversations (chats) on x-bees are not synced with Wildix Collaboration. |
On x-bees you can start a one-on-one conversation (chat) with any match found in the Search field. It can be a colleague, a phonebook contact, a Salesforce lead or Salesforce contact, or any external person present in your conversations.
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Click on the match to open a conversation
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Note: The ability to mute the chat/ Other actions appears only after you have exchanged the first chat. |
If it is not a PBX user, then you need to invite this person to x-bees. They will receive the invitation via email and then they will be able to join your conversation on x-bees:
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Note: From one-on-one conversations, same as from group conversations, you can start a conference or schedule it via Google or Microsoft 365. |
Conversations features: reactions, quote, forward, edit, delete, tagging, file sharing
The features described below are available both in one-on-one and in group conversations.
Hover the mouse over a message to view the available options (options are described from the left to the right):
- Leave a reaction
- Quote: respond to a particular message
- Forward: forward a message to another conversation
- Copy: copy a message
- Edit: edit your message (available only for your messages)
- Delete: delete your message (available only for your messages)
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Screen sharing
Warning |
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Important: Screen sharing on x-bees is available only inside a conference! |
To start screen sharing, you need to start a conference in a conversation:
- Click on the Video icon from the upper right-hand part of the screen to start a conference
Hide or leave a conversation
- Right-click on a conversation from the list of active conversations
Calls
Active calls are synced between x-bees and Collaboration.
Important: in case you are using both x-bees and Collaboration at the same time, the logic is the following:
- The app (x-bees or Collaboration) that was last open, is the active one to receive incoming calls
- If you manually use another app to make or accept a call, then this app becomes the active one
- If you close the active app, then another tab becomes the active one
This means, if you want to change the active app (x-bees or Collaboration), then refresh the web page with that app
Start a call from Dialpad
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Note: currently there's no option to select an active device, calls are started via the x-bees interface. |
You can start an internal or an external call from the Dialpad:
- Click the Dialpad icon from the top menu
- Type a name of a user, a phonebook contact, a Salesforce lead or contact, or just enter a phone number into the field
- In case a contact has more than one number, click on the arrow next to the match, to view the available options
- Click on the green Call icon from the Dialpad to start a call
Call from Conversation
The Call option is only available in one-on-one conversations with other PBX users:
- Click on the Handset icon from the upper right-hand part of the conversation
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Note: currently there's no option to select an active device, calls are started via the x-bees interface. |
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Important: To have a full set of features (video, screen sharing), it is recommended to start a call using the Video icon! |
Choosing between the call option and video conference
If you need telephony features, such as:
- Transfer a call
- Put a call on hold
- Send DTMF
Then opt for the SIP call option. You can start a call from the Dialpad or from one-on-one conversations with colleagues.
If you need screen sharing, opt for the Video conference option from one-on-one or group conversations.
Manage calls
Note |
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Note: Call recording is currently available only via the Feature code (*1 by default). |
In case you have more than one active call, you can see them all from Active conversations and switch between them.
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From the Active call screen, the following options are available:
- Send DMTF
- Start/ stop video
- Mute/ unmute
- Hold/ resume
- End a call
- Transfer a call: click on three dots from the right-hand part of the call screen
- Add more participants to a SIP call
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History
Notes:
- Call history on x-bees is synced with Collaboration
- Call recordings are currently not available in Call history. You receive a copy of call recordings via email
- Currently there's no ability to filter events in Call history
Live dashboard
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Note: Live dashboard is available for users with Premium license. |
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Salesforce leads management
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Note: Salesforce lead management described in this chapter is currently available only on the x-bees web interface. |
Find Salesforce leads and look up activities
Use the search field in the upper left part of the screen to find Salesforce leads and contacts. All the results matching your criteria from your Salesforce instance appear in the drop-down list with relevant icons:
- Salesforce logo next to a contact indicates that there's a match in your Salesforce instance
- Orange icon indicates this match is a Salesforce lead
- Violet icon indicates this match is a Salesforce contact
To look up the activities, click on the match:
If you are already in a conversation with a Salesforce lead or contact, click on the contact from the Info tab to view the information on this Salesforce match:
Logging activities
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Note: Currently, you can log activities manually from x-bees to Salesforce. Auto-logging is coming soon. |
Open a Salesforce lead on x-bees. You have two options:
- Create Task
- Log Activity
Multiple matches found in Salesforce
In some cases, when looking for a Salesforce lead on x-bees, multiple matches are found. In this case, you need first confirm the match, and then log the activity:
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Note: Keep in mind that the same Salesforce match can appear as a lead (orange icon) and a contact (violet icon). In this case, you need to select whether to log the activity to the Salesforce lead or to the Salesforce contact. |
Create a Salesforce lead
You can create a Salesforce lead in x-bees from a conversation or from a contact card.
From a conversation:
In case you are in a conversation with an external person who is not present in Salesforce, you can add this contact:
- From a contact card
In case you opened a Salesforce lead and you consider it a wrong match, you have an option to create a new Salesforce lead:
One match found in Salesforce:
- Click Wrong match?
- Click Create Salesforce Lead
Multiple matches found in Salesforce:
- Click Create Salesforce Lead
- At the next step, fill out the fields and click Save
x-bees Mobile
x-bees Mobile app and the Web version share the same codebase and the same set of features.
Login
- Download the x-bees app by Wildix from Apple Store or Google Play market
- Log in using Google or Microsoft SSO
Make sure you are connected to the Wildix PBX:
- Tap your user picture in the upper left-hand part of the screen
- Under Settings, tap Connect to Wildix PBX
- Make sure that the PBX domain name is entered into the field
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Note: if you are not sure, what your Wildix PBX domain is, please check with your system administrator. |
Settings
The Settings described below are available for the PBX users (for users connected to a Wildix PBX).
- Tap your user picture to access Settings
User Picture
- Tap your user picture to upload a new picture or use your webcam to make a new one
User Status
- Under Status, tap on your current user status (e.g. Available) and select a new one
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- Under Settings, tap Notifications and enable notifications
- Note, that Web and Mobile notifications are managed separately and there is no sync between them; to enable notifications on Web, consult this chapter
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Note: Make sure you have enabled Notifications for x-bees in your phone settings. |
Call forwarding settings
- Under Settings, tap Calls and set up call forwarding rules for every Call class
Inbound services ("Contact center")
The contact center feature present in Wildix Collaboration is available in x-bees and allows you to view the available services (call groups) and dynamically log in/ log out from them:
- Under Status, enable Inbound services
- Enable the switch next to Inbound service requests: the switch allows you to dynamically join the inbound services (call groups)
- Under Inbound Services: enable those services (call groups from your PBX) that you would like to join as a call agent (in this menu you cannot change the status in services, to which you were added statically via WMS)
Check the current version
- Under Support, tap About
Feedback
You are invited to send us feedback, provide suggestions and report problems!
- Under Support, tap Send Feedback
Logout
- From the Inbox, tap on your user picture in the upper left-hand part of the screen, then tap Log out
Conversations
Same as with the web version, you can participate in one-on-one chats and in group conversations with your colleagues and external people.
Group conversations
Create a new conversation
- From the Inbox top panel, tap +. The New Conversation screen opens
- Add participants and tap Next
- You can add PBX users, Phonebook contacts, email addresses
- Give your conversation a title and tap Create
Manage a conversation
Inside a conversation, tap on the picture next to its title. The Info screen opens, allowing you to:
- Mute the conversation for a period of time
- Add more participants
- Leave the conversation
Tap on a participant to:
- Send a private message
- Send email invitation
- Delete member
Tap More (three dots) to:
- Edit the title of the conversation
- Send email invitations to all the participants
- Schedule an event in their calendars
Start a conference or schedule an event
Warning |
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Important: participation in a video conference on the x-bees iOS mobile app requires the Wizyconf mobile app. Download the Wizyconf mobile app from Apple store. |
Start a call with all the participants: inside a conversation, click on the Video icon from the upper right-hand part of the screen
Schedule event in the calendar:
- Inside a conversation tap on the picture next to its title
- Tap More (three dots) and tap Schedule event
- Make sure you select the correct calendar when scheduling an event from the mobile app
One-on-one conversations
You can start a one-on-one conversation (chat) with any match found in the Search field. It can be a colleague, a phonebook contact, or any external person present in your conversations.
Start a chat with a colleague or a phonebook contact:
- From the Inbox, tap on the Search icon from the upper right-hand part of the screen to open the Search field
- Type a name or a phone number to view matches, tap on the match to start a chat
Start a chat with an external person present in your conversations:
- From the conversation, tap on the picture next to its title to open the Info screen
- Tap on the person and tap Send message
Conversations features: reactions, quote, forward, edit, delete, tagging, file sharing
The features described below are available both in one-on-one and in group conversations.
Inside a conversation, tap and hold on a message to view the available options:
- Leave a reaction
- Quote: respond to a particular message
- Forward: forward a message to another conversation
- Copy: copy a message
- Edit: edit your message (available only for your messages)
- Delete: delete your message (available only for your messages)
Tag a particular participant in a conversation: type "@" and then select the participant to tag
Send one more multiple files: tap on the paper clip icon from the input field to add your files
Hide or leave a conversation
- From the Inbox: tap and hold a particular conversation, then tap Hide or tap Leave conversation
Calls
You can dial any internal or external number. You can search your Colleagues directory and your shared Phonebooks contacts.
Start a call from Dialpad
- From the Inbox, tap on the Dialpad icon from the upper right-hand part of the screen
- Type a name or a phone number to see the matches from the Colleagues directory or Phonebook contacts; otherwise, type an external number into the field
Make sure you use the preferred mode to generate a call:
- VoIP: generates a call via the Wildix PBX
- Callback: you instantly receive a callback to your mobile number from the Wildix PBX and then the outbound call to the destination is generated
- Mobile: generates a call via your mobile phone using your SIM card operator
Call from Conversation
The Call option is only available in one-on-one conversations with other PBX users:
- Tap the Handset icon from the upper right-hand part of the conversation
Manage calls
Note |
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Note: Call recording is currently available only via the Feature code (*1 by default). |
You can see all your active calls from the Inbox and manage them. The handset icon means that currently call is being managed on the web version of x-bees.
Switch active device: tap the handset icon from the Inbox or from the Active call screen to continue it on the mobile app:
From the Active call screen, the following options are available:
- Send DTMF
- Start/ stop video
- Mute/ unmute
- Hold/ resume
- End a call
- Transfer a call
History
Notes:
- Currently there's no ability to filter events in call history by All and Missed
- Currently there's no ability to listen to your Voicemails. You receive a copy of your Voicemails to email and you can use the feature code to listen to them (81 by default)
Sales documentation
User Stories
In this chapter, we will see how exactly x-bees helps businesses in managing their leads and improving their customer care.
UCC Summit x-bees presentation
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<iframe src="https://fast.wistia.net/embed/iframe/moncor3vhz?seo=false" title="x-bees by Wildix - UCC Summit Video" allow="autoplay; fullscreen" allowtransparency="true" frameborder="0" scrolling="no" class="wistia_embed" name="wistia_embed" msallowfullscreen width="500" height="281"></iframe>
<script src="https://fast.wistia.net/assets/external/E-v1.js" async></script> |
Salesperson story: Prospect reaching out through the website
As a sales representative, I want to be able to reach out to a prospect who contacted me via the website, even after they close the chat window. I have my quarterly and yearly goals, being able to always follow up with a prospect, helps me achieve better results in terms of sales.
Flow example:
- Prospect reaches out to a salesperson through a contact-me button/ widget on the website
- They need to authorize via Google/ Microsoft SSO or via email
- They are added to a conversation with the salesperson
- At this point, the salesperson can communicate with the prospect in real-time, using chat, voice and video
- The salesperson can add more people to the conversation from both sides to have all the decision-makers in one place
- The salesperson can schedule a conference with all the participants in their calendars to discuss the deal
- The prospect can download the free x-bees mobile app
- The salesperson can contact the prospect again at any time and be sure that the message will reach them via the app or via email notification
- The salesperson can add the prospect to the CRM and everyone in the company can keep track of all the interactions with this lead
Customer story: Contacting a company via their website
As a customer, I want to be put in touch with the right person from the team. If I got interested in a product or service, I want to be able to receive a follow-up regarding my request without having to explain my request over and over again every time to a new person.
Flow example:
- Online customer contacts the company via the website to ask about a product or service
- They need to authorize via Google/ Microsoft SSO or via email
- They are added to a conversation with an agent/ group of agents
- The customer has an option to download the free x-bees mobile app
- The agent can follow up with the customer regarding a particular request later on via chat and the message will reach the customer via the mobile app or email notification
- The customer can contact the company again in the future and they can choose to continue the same conversation with the same agent
Salesperson story: Contacting a prospect and setting up a call
As a sales representative, I would prefer to communicate in real-time via chat, voice and video with my prospects, instead of email. I also want to be able to involve all the decision-makers from that company. Being able to discuss a deal in real-time with all the decision-makers and being able to easily schedule a call with all the participants, helps me in reaching my quarterly and yearly goals.
Flow example:
- The salesperson creates a new conversation and adds the email/ emails of the prospect
- The salesperson sends them all an invite to join x-bees and adds them to the CRM to keep track of all the interactions
- The prospect receives an invite via email and clicks on the link to join the conversation on x-bees
- The prospect can download the free x-bees mobile app
- At this point, the salesperson can communicate with the prospect in real-time, using chat, voice and video
- The salesperson can add more people to the conversation from both sides to have all the decision-makers in one place
- The salesperson can schedule a conference with all the participants in their calendars to discuss the deal
- The salesperson can log all the activities to the CRM to keep everyone updated regarding the status of this lead
Salesperson story: Logging activities to the CRM
As a sales representative, I spend almost 40% of my time logging activities and updating the CRM. My goal is to close deals and this is achieved because I talk to customers and run demos, not because I log the activities to the CRM. I don't want to study how CRM works, because this is not what I am paid for. I want logging to be done automatically, I want to be able to create CRM leads and add notes to the CRM without having to open the CRM.
Flow example:
- The salesperson is in a conversation on x-bees with a prospect and this prospect qualifies as a lead
- The salesperson adds this prospect as a CRM lead directly on x-bees, without having to open the CRM
- Activities that happen on x-bees, such as calls, are logged to the CRM automatically
- The salesperson can add notes and create tasks in the CRM directly from x-bees, for example, during a call
Manager story: Up-to-date information on leads in the CRM
As a manager, I want to be able to see up-to-date information on leads. Unfortunately, our salespeople often forget to add leads to the CRM and to log activities. In this case, I need to call them or write them emails and I don't want to waste time on that. For example, last month the sales team ran a webinar that generated new leads, I want to know exactly which actions were taken on those leads. This will help me to keep track of my team's performance and make sure we achieve our quarterly and yearly goals.
Flow example:
- The manager finds the CRM lead on x-bees and opens the record
- The manager can view all the activities and all the actions taken by the sales team: e.g. how many calls were made, by whom and when, the outcome of every call
- The manager has the option to open this lead in the CRM for further actions
Manager story: Performance of the sales team
As a manager of a sales team, I want to know what exactly makes my best performers stand out and how to coach the rest of my team. Currently, I have to spend too much time listening to live calls of my team with customers or listening to call recordings. I want to have actionable and reliable data without spending all my time on that. This will help me to improve the performance of my team.
Flow example:
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Admin Documentation
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User Documentation
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Sales Documentation
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Other Related Documentation
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x-bees Changelog
x-bees News on our blog
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