x-bees Mobile User Guide

Introduction

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 13.3 or higher

Notes:

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

Login

• Log in using Google or Microsoft SSO

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

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

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.

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 camera to make a new one

User Status and Status message

• Under Status, tap on your current user status (e.g. Available) and select a new one

• To set a status message, tap Set a status, indicate the message, select date and time to clear (optional) and tap Save
  
  

Notifications 

• 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

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.

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:

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)
   
   

Integrations 

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.  

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:

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

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

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

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.

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

Manage a conversation

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 
• More: here you get such options:
  • Mute
  • Edit
  • Archive
  • Leave conversation 

• 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.
  
  

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

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

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)

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

Conversations with external users

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

Pin conversations

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

Start a conference or schedule an event 

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

To join an active conference: press Join

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

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

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

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:

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

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

Conversations features: reactions, quote, forward, pin, 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 (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)
  

  Note: 

  • The pinned messages feature is not available for conversations started via Chat/ Calendar link or website widget.
  • To jump to a pinned message, click the Arrow button in the Pinned messages section. To unpin a message, hover the mouse over it and click Unpin.
• 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

Archive or leave a conversation

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

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

Conversation tabs

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

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.

Filter conversations by unread messages

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. 

Recent Searches   

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

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

SMS Conversations

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

Requirements:

• Activated CLASSOUND 

• CLASSOUND DID configured as SMS number for at least one Service (Call group) in WMS (Dialplan -> Call Groups -> edit Call Group -> SMS/ Messengers number field). 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 SMS conversation, enter SMS Recipient number, choose Service and tap Create conversation: 

Calls

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
  

  Note: The option Any device is availalbe starting from WMS v. 7.01.20250228.

  
  

Selecting Caller ID for outbound calls 

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

   

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

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

Call from Favorites tab

1. Click on the Favorites tab

2. Tap the function key you want to call

3. Select the Call option from the drop-down list:

Manage calls 

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
• Mute/ unmute
• Hold/ resume
• Transfer a call
• End a call

Clicking on the three dots icon in the bottom right corner of the screen, you also get the following options:

• Start/ stop video
• Start/ stop recording
• Add participants to the call

The option Add participants to the call allows to convert the call into a conference, inviting other members:

1. Press the button Add participants to the call
2. Enter the participants on the Add Members screen and press Add
3. A separate conversation with all the participants is created and a conference call is started automatically (active call is transferred to the conference call)

History

You can filter history by All, Incoming/ Outgoing calls, Incoming/ Outgoing fax, Missed calls, Voicemails.

Tap on a call to:

• see the details (duration)
• call
• send message
• copy number

Notes:

• 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)

Colleagues

The tab displays the list of your colleagues split by departments and lets you monitor colleagues presence and status, see who's in a call or a conference, start a call, conversation, send email, etc. 

When you open the Colleagues tab, you can see colleagues of All departments by default. Tap All departments if you want to choose another department. Also, you can use the Search field to look for the necessary colleague:

When a colleague is having a call, you can see the following options besides chat, email and call options:

• Listen: implies silent intrusion
• Barge: call intrusion
• Whisper: partial intrusion

Create contact

You can create a new contact from Dialpad, Search and History tab. When entering a phone number in Dialpad or Search field, for which a match is not found, click Create contact button, select which integration to save contact, fill out contact details and press Add.

On the History tab, the create contact icon is displayed in front of phone numbers with no contact name.

Share items to x-bees

Starting from iOS app v. 1.17.1.120512 and Android app v. 1.17.1.120512, it is possible to share items (e.g. images, files) to x-bees:

Schedule meeting with external users

x-bees Meeting Scheduler allows external users to schedule meetings with agents as well as for agents to schedule meetings with guests (documentation: x-bees Meeting Scheduler).

Agents can schedule meetings in their own Meeting Scheduler, which can speed up the meeting booking process in some cases. For this, follow the steps below:

1. Open x-bees Scheduler page: open Profile details -> click on the Calendar button -> choose the option Schedule event:
   
2. Type the Subject
3. Enter the external user email in the Additional members field
4. Choose a slot and press Schedule

Appendix 1: Monitoring of colleagues and features with Function keys

Starting from from x-bees Web 1.25.1.486488 and iOS 1.25.1.136813 / Android 1.25.1.136813, there is Favorites tab with Function keys (configured via x-bees web version), that allow to monitor colleagues and other features. See the list of function keys below: