x-bees Mobile User Guide

x-bees Mobile app and the Web version share the same codebase and the same set of features. 

Download the x-bees app by Wildix from Apple Store or Google Play market.

Mobile apps requirements

• Android 9 or higher

• iOS 15.1 or higher

Notes:

• Access to the web version and mobile apps of x-bees is available starting from the x-bees-Basic subscription

• Log in using Google or Microsoft SSO

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Make sure you are connected to the Wildix PBX:

1. Tap your user picture in the upper left-hand part of the screen

2. Under Settings, tap Connect to Wildix PBX

3. Make sure that the PBX domain name is entered into the field

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Upon first login, you are requested to provide necessary permissions, e.g. access to microphone, camera and allow notifications:

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In case notifications are not allowed, after 2 days users are prompted to enable notification settings. If notifications remain disabled, there are subsequent reminders after 7 days and then every 14 days.

The Settings described below are available for the PBX users (for users connected to a Wildix PBX).

• Tap your user picture to access Settings

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• Tap your user picture to upload a new picture or use your camera to make a new one

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• To change the status, click Status under Availability. Then click on your current user status (e.g. Available) and select a new one

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• To set a status, click Set a status under Manage Statuses. Here you can indicate the message, select date and time to clear (optional), Save the status for future use and click Save to apply the changes

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You can update a colleague’s presence status in the following ways:

• Inbox tab: right-click or hover over the conversation with a colleague, click the More icon, and select Set presence status

• Favorites / Contacts tab: hover over a contact, click the Presence status icon, and set the presence status

Presence status behavior

• Online (green circle) - displayed when the user has an open x-bees tab and was active within the last 30 minutes
  
  

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• Last seen <time> ago (green outlined circle) - displayed when the user has an open x-bees tab and was active within the last 30 minutes
  
  

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• Last seen <time> ago - displayed when the user does not have an open x-bees or has an open x-bees tab and was active more than 30 minutes ago

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• Under Settings, tap Notifications and enable notifications for personal and group conversations. 

  • Note, that Web and Mobile notifications are managed separately and there is no sync between them; to enable notifications on Web, consult x-bees Web User Guide

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Here you can also manage notifications played when a conference starts. By default, it is enabled. Besides, in the Email notifications section you can disable emails with transcriptions and summaries of calls and meetings.

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• Under Settings, tap Calls and set up call forwarding rules for every Call class. You can set call forwarding rules for all statuses on the Default tab or customize call forwarding rules for Away or Busy statuses on the corresponding tabs:

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On the Call class tab you can also set Call timeout. In case this option is enabled, the incoming call is terminated if there is no answer within a specified timeout.

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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:

1. Under Availability, proceed to Inbound services

2. Enable the switch next to Inbound service requests: the switch allows you to dynamically join the inbound services (call groups)

3. 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)

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On the Integrations screen, you can see the list of connected integrations and their status. Some integrations many need authorization. In this case, there is the button Activate in front of the relevant integrations. Integrations that are connected and do not require authorization are displayed as Active.  

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In case there is an integration that is not active for a user and requires authorisation, a notification pops up that leads to Settings -> Integrations tab, where the user can activate the integration. The notification is displayed when opening Info frame with inactive integrations or when using the search.

If you do not want the notifications to be displayed, in Settings -> Integrations, disable the option Allow notifications:

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For more details, check out the documentation: How to manage iFrame integrations in x-bees

• Under Support, tap About 

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You are invited to send us feedback, provide suggestions and report problems!

• Under Support, tap Send Feedback

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• From the Inbox, tap on your user picture in the upper left-hand part of the screen, then tap Log out

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To change the color theme on your mobile device, go to your phone’s system settings and select the preferred theme.

Same as with the web version, you can participate in one-on-one chats and in group conversations with your colleagues and external people. 

Create a new conversation

1. From the Inbox top panel, tap +. The Create conversation screen opens

2. Enter conversation name and description (optional)

3. If you want to make the conversation available by link, enable the toggle in front of Available by link option

4. Tap Next

5. Add participants and tap Create

   • You can add PBX users, Phonebook or phone contacts, email addresses

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If you want external users in the conversation to have read-only access to it, turn the toggle on in front of the Read only conversation option. External members in read-only conversation can view messages, add reactions, add new members to the conversation, but cannot send messages.

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When conversation is created, the system message displays who created the conversation:

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Inside a conversation, tap on the picture next to its title. The Info screen opens, allowing you to:

• Schedule: calendar opens enabling you to schedule a conference in the participants' calendars

• Email: your email client opens enabling you to send a customized email invitation to all the members

• Search: search field opens letting you search through the conversation 

• Notifications: here you can mute notifications for 1 hour, 2 hours, 4 hours or forever

• More: here you get such options:

  • Pin/Unpin

  • Edit

  • Archive

  • Export conversation: the conversation will be exported in .txt format

  • Leave conversation 

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• To add more participants, tap Add and enter the necessary member in the Add member field and tap Add.
  If you don't want the member to see conversation history, enable the toggle in front of the Hide history option. By default, conversation history is visible.

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Tap on a participant to:

• View profile

• Send message 

• Delete member

When you tap View profile, you get the following options:

• Call the participant

• Start a conference

• Send a private message

• Schedule event

• Send email invitation

• Archive

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Also, there is an option to view Chats in common – conversations in which you are both present with the user.

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In case of a Salesforce/ HubSpot contact, you also have the following options:

• Open the contact in Salesforce/ HubSpot

• Create Task

• Log Activity 

• Create a new lead (via Wrong match? button)

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Tap More (three dots) to:

• Turn off notifications: lets you mute conversation for a period of time 

• Edit the title and description of the conversation

• Leave conversation

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For managing conversations with external users, see the documentation: How to manage conversations and meetings with external users.

Tap the necessary conversation and click Pin. To unpin a conversation, tap on it and press Unpin.

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Start a conference with all the participants: inside a conversation, click on the Video icon from the upper right-hand part of the screen

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To join an active conference: press Join

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If you wish to enable video preview when joining the conference, go to conference Settings -> tap Enable video preview: 

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Next time, when joining a conference, you first get to the screen where you can configure microphone and video settings: 

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Schedule event in the calendar:

1. Inside a conversation tap on the picture next to its title

2. Tap Schedule 

   • Make sure you select the correct calendar when scheduling an event from the mobile app

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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:

1. From the Inbox, tap on the Search icon from the upper right-hand part of the screen to open the Search field

2. Type a name or a phone number to view matches, tap on the match to start a chat

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Start a chat with an external person present in your conversations:

1. From the conversation, tap on the picture next to its title to open the Info screen

2. Tap on the person and tap Send message

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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 (when forwarding a message, 10 most recent conversations are displayed as initial search results)

• Edit: edit your message (available only for your messages)

• Copy: copy a message

• Copy link: copy link to the message (available only for PBX users, guests cannot copy message links)

• Pin: pin the message (available only for PBX users, guests cannot pin messages)

• Delete: delete your message (available only for your messages)

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Tag a particular participant in a conversation: type "@" and then select the participant to tag

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Send one more multiple files: tap on the paper clip icon from the input field to add your files

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• From the Inbox: tap and hold a particular conversation, then tap Archive or tap Leave conversation

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To access archived conversations, tap the filter button and choose the option Show archived. To unarchive a conversation, press it and tap Unarchive:

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From the Inbox: tap and hold a particular conversation, then tap Export conversation. The conversation will be exported in .txt format.

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You can edit conversation only from the Info frame:

1. Inside a conversation, tap on the picture next to its title, the Info frame will open.

2. Click the More icon and select Edit.

The Edit conversation settings window will open, where you can change the name of the conversation, add a description and enable/disable options such as:

• Read only conversation

• Available by link

• Auto record & transcribe conference: when enabled, you can select the transcription language.

Conversations on the Inbox page in x-bees are split by the following tabs:

• All: displays all available conversations

• 1-1: displays one-on-one conversations with internal users 

• Group: displays group conversations with internal users

• External: includes both one-on-one and group conversations with external users

• Calls: includes calls conversations

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The number next to the tab name (for the tabs 1-1, Group, External) corresponds to the number of unread messages in conversations of the relevant tab.

On the All tab, there is no unread message counter - the total number of unread messages is displayed on the Inbox as before. When the new message is received, the counter gets active (blue). In case the tab was opened, but all new messages were not read, the counter becomes grey.

To have a quick access to conversations with unread messages, click on the Filter button next to Search -> choose the option Filter by unread.

To disable the filter, click on the Filter button again. 

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Before performing a search, you can see the last 3 searches of each category (conversations, messages, colleagues, contacts):

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On other search tabs (Conversations, Messages, etc.) up to 10 recent search results are displayed. To clear recent searches, click Clear:

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In some countries, it is possible to send two-way SMS/ MMS via x-bees. 

Requirements:

• Activated CLASSOUND 

• CLASSOUND DID configured by admin as SMS number in WMS. Otherwise, the option “Create SMS conversation“ in x-bees is not available.

• WMS 6.04.20231020 or higher

• iOS mobile app 1.59.1.203678 or higher

• Android mobile app 1.59.1.203678 or higher 

To create an SMS conversation, from the Inbox top panel, tap +, then choose the option Create SMS conversation, search for a contact or enter SMS Recipient number, choose Service and tap Create conversation: 

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To create a WhatsApp conversation:

• From the Inbox top panel, tap +, then choose the option Create WhatsApp conversation, search for a contact or enter WhatsApp Recipient number, choose Service and tap Next 

• Select a template and tap Create conversation

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Check the documentation  WhatsApp Integration with x-bees for the detailed instructions.

You can dial any internal or external number. You can search your Colleagues directory, your shared Phonebooks contacts and your phone Contacts. 

Start a call from Dialpad

1. From the Inbox, tap on the Dialpad icon from the upper right-hand part of the screen

2. 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:

• This device: generates a call via the Wildix PBX on the current device. 

  • Note: You can also choose another device registered to your account, including Web x-bees, hardware phones (WP, W-AIR), W-AIR Headsets. Outgoing and incoming calls are received on the selected device, until another device is chosen. 

• Any device: gives possibility to select an active device upon placing a call

• 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

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If you need to make an external call, but don’t want to show your office phone number, you can select the phone number of the relevant service (e.g. tech support, sales, accounting, etc.) before placing a call:

1. Open the Dialpad and click on the drop-down list at the top 

2. Select the service (Call group) and make a call

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The call is performed using CID for outbound calls of the selected Call group.
By default, the option “Personal” is displayed.

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