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This guide explains how to access and to use Wildix Collaboration 4.0X and describes the basic operations: call, chat, video call, conference, fax, SMS.

WMS Version: 4.0X

Created: April 2019

Updated: February 2020


For Collaboration user guide WMS version 5, please refer to the following document: Collaboration User Guide


Important: WMS 4 reaches end of life on December 31, 2022. Make sure to upgrade PBXs to WMS 5: use rel50 repository.

Table of Contents



Collaboration native application 


  1. E-Mail: used for email notifications about new Voicemails, missed calls, unread chat messages, call recordings, fax reports etc

  2. Mobile: mobile number for Mobility extension which allows you to make and receive calls via Wildix PBX using your mobile phone

  3. Language: selected language is used for Collaboration user interface, system sounds (Voicemail, IVR prompts, etc), WP4X0, WorkForce, WelcomeConsole

  4. Date/time format: applied to Wildix devices except W-AIR handsets (must be set up on a device). For detailed information, refer to Personal Settings chapter

Quick menu introduction


  1. 1 - Search field with speech recognition and call button: search for colleagues and contacts and perform quick actions from drop-down list: call, chat, send a fax/ Post-It etc:

  1. 2 - Device selection: active device to place and answer calls using Collaboration

  2. 3 - More options: access to SMS / Fax / Post-It 30284160 / Group chat dialog window: 

  3. 4 - Video conference: create and manage videoconferences based on WebRTC. Read the Guide for the detailed description: /wiki/spaces/DOC/pages/30280852

  4. 5 - Other tabs of Collaboration:

    1. Colleagues: list of colleagues with presence status and geolocation  

    2. Function keys: monitoring / management of colleagues / features (same as BLF keys of phone)  


      Note: this menu becomes visible only if you have configured these keys in Settings -> Function keys.

    3. Messaging: active chat sessions

    4. Phonebook30284160: PBX shared and personal phonebooks

    5. History: history of calls (synced with other Wildix devices), faxes, notes

    6. Voicemail: access to Voicemail messages  

    7. Web CRM: allows opening of a web application inside Collaboration. Refer to the section Personal30284160 in Settings for more information.


      Note: this menu becomes visible only if you have configured it in Settings -> Personal -> Web CRM.

    8. Settings30284160: user settings, call features, feature keys settings and more

  1. 6 - Other (expanded):

    1. CDR-View access (if not restricted by license)

    2. Map viewgeographical map with location of colleagues
    3. Edit Colleagues
    4. Show / hide offline users

    5. Show / hide Post-ItPost-It 30284160

    6. 30284160 History

    7. Manage PBX: access to WMS (restricted to users of “admin” type)

    8. Screen sharing manager

    9. Open Attendant Console (if not restricted by license)

    10. Outgoing faxes: outgoing faxes queue

    11. Logout: exit Collaboration

    12. Help: link to the Wildix Collaboration guide (this guide)

    13. Version: current WMS version

  1. 7 - User name, extension, location (if available), User status, status message (if available) and a picture.

User status

User status and status message


  1. Click on available status
  2. Select DND (Do not disturb) or Away from the list
  3. Select Until date and time (“until” value is optional while setting Away/ DND status. If it is not defined, user status switches back to Available after one hour)
  4. Click OK


It is possible to disable/ enable call/ chat/ voicemail popup notifications when in DND: Collaboration Settings -> Chat/ Presence -> Show notifications in DND status.



It is possible to set up the system to manage incoming calls based on your current user status (available, DND, away) and on call type (internal, external, whitelist, blacklist). See chapter: Call features.


It is possible to add Custom statutes with predefined status message and duration period (read chapter Chat/ Presence). After you add them, they will be available for quick selection in the drop-down list in the menu of user status setting: 



Note: to be be able to see the geolocation of a user in Phonebook, you need to add the address when creating/ editing the contact (refer to Create/ edit a contact chapter).

Instant Messaging


  1. Select Other -> Chat in call dialog (See Chapter: Call Management)

Messaging tab opens and you can start typing your message and use chat input options: 


  1. Select Other -> Screen in a call dialog (See Chapter: Call Management)

Select the application to share:


Note: you can switch active device during a call by clicking on Continuity in a call dialog window (see chapter Switch active device during a call) or dialing Continuity Feature Code (*5 on the new device, like that you can pick up an active call using this device; otherwise *5 on the current device, like that other devices start ringing). 


In case you have several devices registered to your account, you can decide whether all your devices must ring, or only the active one. See chapter: Active device for calls.

A call dialog window is displayed when there is an incoming call: 


You can set up automatic call forwarding based on user status (available, DND, away) and call type (internal, external, whitelist, blacklist). See chapter: Features.

Call management

You can manage a call directly from call dialog window: 


  1. 7 - Add tags (See chapter: Setting tags)

  2. 8 - Add notes, not available for calls between colleagues (See chapter: Contact notes)

  3. 9 - Call quality (shown only in case of a single call)

  4. 10 - Hide/ display a call dialog window: 


You can make/ receive more than one call at a time if "Call waiting" is enabled in Collaboration Settings -> Featuresfor the current call type and user status.


  • To switch the device back to Web, dial Continuity Feature Code *5 (refer to Feature Codes Instruction for more information)


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Another video tutorial: Call transfer via BLF keys.

Conference call

It is possible to add users to call conference via Wildix Collaboration.


Note: if you were looking for chat conference in Collaboration, read more: Multiuser group chat.

Video tutorial:

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For more information about Intercoms integration, check documentation in the section Doorphone integrations.

For the details of how to configure intercoms for sending video stream and adding an unlock button, check the online documentationIntercoms integration with Wildix - Video before answer and Unlock button.


Call recordings are sent to a user via email and can be accessed later on via CDR-View and Collaboration -> History.

Video tutorial:

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  1. fax delivery status is notified via email

  2. history of faxes can be consulted in Collaboration -> History (see Chapter Download faxes and call recordings)

From Search field:

  1. Enter the contact name / number / company name and select Fax:[number] from the drop-down menu


  1. Two-factor authentication: you can enable 2 factor authentication (2FA), which adds an extra layer of security to your account. In case you enable it, you will have to provide two pieces of information each time you login: your login and password + the code generated by an external application of your choice (Google Authenticator, Windows Authenticator, Free OTP or other). Read more in chapter Two-factor authentication (2FA)

  1. Web push: enable/ disable web push notifications (only for Chrome browser). This option is enabled by default for new users:


  1. Picture: edit picture (See chapter: User picture)

  1. Date format: select date and time format to be used in Collaboration (MessagingHistory pages, CDR-View etc) and on Wildix devices except W-AIR handsets (must be set up on device


    Note: Wildix devices support 2 date formats: "www dd mmm" and "www dd mmm". Depending on the selected format in Collaboration (European: "dd/mm/yyyy", "dd mmm yyyy", "dd-mm-yyyy", "" or US: “mmm dd yyyy”/  “mm/dd/yyyy”/ “mm-dd-yyyy”), the date can be displayed as, for example, "Tue 6 Nov" or "Tue Nov 6".

  1. Ring only active device: check the box to make only the active device ring (ringer is muted on other devices; see chapter: Active device for calls)

  1. Popup URL / APP: enable the system to open an application / a web page upon receiving / placing a call; click on the question mark to view the prompt (more info: How to set up Popup URL/ App)

  2. Dialing hot key: set up shortcut for click2call from applications / web pages (F11 by default). Note for macOS: dialing hot key is available starting from WIService v. 2.11.4. Make sure "Wildix" is added to Accessibility permissions in macOS Security & Privacy settings. 


  1. Open attendant console: shortcut to open Attendant Console

  1. Web CRM: integration with Web applications allows opening of a web application inside Collaboration (integration information for web developers: The embedded CRM can receive events (new call) and request actions (generate call).


    Note: The WebCRM must support being opened from an iframe.


  1. Call Forward No Answer: enable the option and enter the number into the field or select VOICEMAIL to enable call forwarding in case of no answer

  2. Call Forward All: enable the option and enter the number into the field or select VOICEMAIL to enable the forwarding of all the incoming calls

  3. Call waiting: if enabled, you receive more than one call at a time

  4. Call timeout: if enabled, the incoming call is terminated in case there is no answer within a specified timeout

  5. Enable mobility with timeout: if enabled, you receive incoming calls also to your Mobility extension number (mobile number) after the specified timeout; mobile number must be configured in Collaboration Settings -> Personal 30284160

  6. Mobility confirmation: if enabled, the user is notified on who the caller is when he receives the call on mobility extension number

  7. Missed calls notification via email / via SMS: enable to receive missed calls notifications

  8. Custom ring: select the ringtone for WP4X0, WorkForce, WelcomeConsole and Collaboration


  1. Speakers: select audio device for speakers (not supported in Firefox)

  2. Ringing: select audio device for ringtone playback (not supported in Firefox)

  3. Microphone: select audio device for microphone

  4. Video: select video camera for video calls
  5. DSCP QoS (off by default): enable/ disable DSCP QoS parameter which depends on the value selected in WMS Settings -> PBX -> SIP-RTP 

  6. Auto adjust mic: check the box for auto adjustment of microphone level

  7. Autostart: uncheck the box if you wish to disable Web phone from the list of active devices (in case you have other devices registered to your account)

  8. Echo test: click the button to perform an echo test

  9. Enable direct-rtp (experimental): enable/ disable the feature to allow RTP streams to be passed directly between devices. Additional information can be found in How to set DSCP QoS for Wildix devices and Web Phone (the feature is removed starting from WMS version 4.02.44497.40)


Extensions and plugins that can be downloaded and installed on PC:


  1. Screen sharing component: install the component to share your desktop and provide remote access to your desktop

See chapter: Screen Sharing and remote control

  1. Headset integration: adds support for remote call answer / hangup and volume control from headset via USB connector on Mac OS X / Windows

Also adds support for Kuando Busylight (

Important: headset integration component is not compatible with SfB (skype for business).

Important: if you are using a Wildix compatible third-party headset (Jabra, Plantronics, Sennheiser), uninstall the software provided by the third-party vendor and use Wildix Headset integration.
  • Outlook Integration (Windows only): adds support for Calendar Sync, Presence, click2call, IM, call popup from Outlook


Create/ edit a contact


Note: only users with certain permissions can modify public phonebooks; to enable the option, the PBX admin must add ACL ability "Can" - "Modify public phonebook".

Go to Collaboration -> Phonebook:


  1. Type of contact (internal / external / whitelist / blacklist): in case contact type is defined, the rules of call features selected in Collaboration Settings -> Features is applied for calls from this contact (it is also possible to define rules for call routing based on call type in WMS -> Dialplan)

  2. Custom ring: it is possible to select a custom ringtone for the contact

  3. Notes: notes entered here are visible and can be edited by other PBX users

    Important: these notes can be consulted only from Phonebook; for contact notes that can be displayed and added to contact during a call, see chapter: Contact notes.

    3. Click on the Tick icon (Save): 


  1. Notes that can be added and consulted in Phonebook contact information and can be imported during import of phonebooks (see chapter: Create/ edit a contact)

  2. Contact notes that can be added and consulted during a call (read further)