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x-bees Web User Guide

x-bees Web User Guide

This User Guide explains how to access and use x-bees and describes the basic operations: how to manage calls, create conversations, schedule conferences etc.

Other x-bees documentation: x-bees documentation.

Created: February 2022

Updated: January 2026

Permalink: https://wildix.atlassian.,/wiki/x/ngrOAQ

Introduction

x-bees is the customer management communication solution you need for managing leads, improving customer service and increasing sales. 

x–bees focuses on:

  • Real–time customer communications

  • Sales enablement

  • Customer retention and satisfaction

Prerequisites

Supported browser

  • Chrome

Mobile apps

  • Android 9 or higher

  • iOS 13.3 or higher

Chrome extension

Notes:

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

x-bees native application:

Note: Please, update the native app to the latest version for proper functionality.

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:

  1. Click on the link in the email invitation to join x-bees

x-bees-invite.png

  1. Log in using Google or Microsoft SSO or with email
     

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:

  1. Click on your user picture from the upper left-hand part of the screen

  2. Under Settings, click Connect to Wildix PBX

  1. Make sure the Wildix PBX domain name is entered into the field Domain 

x-bees-web-domain.png

Note: if you are not sure, what your Wildix PBX domain is, please check with your system administrator.

Settings

User picture

To set up/ change the picture:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Click on your user picture to open profile information



  1. Click Upload image and select a new picture 
     

  1. Crop and scale and click Apply

x-bees-web-change user image-apply-updated.png

Language

Language is currently selected based on your Browser language. 

Note: professional translation is currently available in Italian, German, Spanish and French.

User status and status message

The following user presence statuses are available in x-bees:

  • Green: available

  • Yellow: away

  • Red: busy 

Notes:

  • When busy in a conference, user status automatically changes to the default one (e.g. “in conference | until 14:00”)

  • The status message should be no longer than 100 characters

  • In case of a Google calendar integration, user status is synced with the Calendar events

  • If there is a confirmed Google calendar event that is inside another longer event: after participating in an event that is inside another longer event, user status changes to this corresponding longer event

    • The logic applies to standard and Out of office events. Task and Appointment slots don’t support the updates

    • Custom user presence and status are not restored after the end of the event

    • Custom user presence and status are not restored after the end of the conference started manually

    • In case of changing response to the event invitation or deleting an event that is already in progress, the status is not updated

Presence status behavior

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

x-bees-status-online.png

  • 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

x-bees-last-seen-green-circle.png

  • 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

x-bees-status-last-seen.png

 

To change user status:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Availability, click on your current user status (e.g. Available)

x-bees-user status-updated.png

  1. Select one of the default statuses

manage-statuses.png

 

  1. There is also a possibility to create your own status by clicking the Set status button. After that, a new window will open where you can:

  2. Set status message and select emoji

  3. Choose how long the status should remain active using the Clear after option

  4. Save the status for future use (optional)

  1. To check the status message, click on your user picture in the upper left-hand part of the screen to open Settings. Under Availability, check the message

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

Note: To be able to change colleagues' presence statuses, user should have the ACL permission Can Modify presence

Environment

There is possibility to switch between different environments, allowing you to test upcoming features before they are released to production. In the Environment section you can choose between Production, Open Beta, and (for internal users) Closed Beta.

To select environment:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, select Environment

3. After that, a new window will open, where you can choose one of the options:

  • Open Beta

  • Production

4. Click Save

Color theme

To change color theme:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, click Color theme

x-bees-color-theme.png

  1. Choose the preferred color theme:

  2. Auto

  3. Light

  4. Dark

Notifications

Notes:

  • Audio notifications about new chats are currently not available

  • Sound notifications are enabled by default

To enable/ change notifications settings:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, click Notifications

 

  1. Enable Notifications:

  • Here you can enable notifications in personal and group conversations. It is recommended to enable all of them, in case you decide to mute a particular conversation, you can do it from the settings of this particular conversation. Note, that Web and Mobile notifications are managed separately and there is no sync between them, to enable notifications on Mobile, consult x-bees Mobile User Guide
    You can also manage notifications played when a conference starts. Sound notification on the conference start is not played if user is in a conference, a call, or has Busy/ Away status

  • In the Email notifications section, you can disable emails with transcriptions and summaries of calls and meetings:

x-bees-message notifications.png

 

Call settings

Call forwarding 

To enable/ change call forwarding settings:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, click Calls

  1. Set up call forwarding rules for every Call class:

x-bees-settings-calls.png


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:

Call timeout

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.

Custom ring

The option allows to select the ringtone for WorkForce, WelcomeConsole, WP 5 phones and x-bees. 

 

Dialing hot key

The feature allows you to set up a shortcut for click2call. By default, Dialing hot key is F11. 

Note: Dialing hot key is available from WIService v. 3.14.9.

To set a custom hot key, enter the necessary value in the Dialing hot key field: 

x-bees-dialing-hot-key-set-custom.png

To make a call: select a phone number and press the key combination. The call is placed via the active advice chosen in x-bees.

Microphone disabled notification

In case microphone access for x-bees is disabled in your browser, there is a relevant notification on the Calls tab in Settings:

To enable microphone access, open browser settings and make sure the toggle in front of the Microphone toggle is enabled:

Audio and video device settings

To change the active devices for audio/ video:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, click Audio and Video

  1. In this menu, you can select and test the active device for Speakers, Ringing, Microphone and Video:

x-bees-video and audio.png

 

Kite settings

Kite settings let you create a professional email signature with contact-me button, which allows recipients to reach out to you via x-bees, Kite website widgets and set up calendars for Meeting Scheduler.

  1. Click on your user picture in the upper left-hand part of the screen to open Settings.

  2. Under Settings, click Kite settings

  1. You get redirected to this portal: https://app.x-bees.com/kite/console

Email signature

  1. Fill out the form which includes the following fields: 

  • Full Name

  • Company

  • Job title

Additional information:

  • Phone

  • Address

  • LinkedIn

  • Custom link

  • Title for custom link

  • Custom text field

x-bees-email-signature-settings (1).png

  1. On the email preview, you can see how your email signature looks like. Two buttons, Chat with me and Schedule a call (which leads to the Meeting Scheduler), are automatically added.

Note: The link to the meeting scheduler is added to the email signature for all users with x-bees Standard and x-bees SuperBee subscription, regardless of whether the calendar integration is enabled or not. In calendar integration is missing, the link should be removed manually.

  1. Under Email signature preview, click Copy to clipboard or Download file to further apply the signature in your email client

Documentation: How to apply your email signature.

Note: If you change avatar/ name/ or other data, a new signature with the updated info should be created.

Kite Website widgets

Using x-bees widget, website visitors can communicate with agents via chat, video conference, share data, all in just a few clicks. And the chat requests from website visitors are easily managed by PBX users via x-bees interface.

Documentation: Kite Website widget configuration.

Calendar settings - Google Calendar/ Microsoft 365 integration

Thanks to Google Calendar and Microsoft 365 integrations, it is possible for external users to schedule meetings with Agents using Meeting Scheduler. 

Documentation: x-bees Meeting Scheduler.

External profile link (WebRTC link)

To get your profile link, by which external users can contact you, click on the Chat link button under Profile details section in Settings:

Manage PBX (admin only)

Admin users can access PBX via x-bees Settings -> Manage PBX button:

For other users, this option is not displayed.

Applications

In this menu, you can install the Wildix Integration Service (required for Headset Integration), x-bees Chrome extension, and x-bees Desktop app:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Settings, click Applications

x-bees-extensions-updated.png

  1. Install x-bees Chrome extension / Integration service / Desktop app:



Integrations

In this menu, you can see the list of connected integrations and their status:

Some integrations may need authorization. To activate integration, click the Activate button in front of the relevant integration:

For more details, check out the document How to manage Client integrations.

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. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. Under Availability, proceed to Inbound services

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

inbound-service-requests-toggle (1).png

 

  1. 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)

x-bees-inbound servies requests (1).png

 

Updates 

When there is a new version available, user can see the following notification and the only step that needs to be done to get the update is to refresh the page:

You can check all the latest changes in x-bees Changelog.

Check the current version:

  1. Click on your user picture in the upper left-hand part of the screen to open Settings

  2. At the bottom of the screen, click About

Logout

  1. Click on your user picture in the upper left-hand part of the screen to open Settings, then click Log out

Feedback

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

To send your feedback, click on the Feedback button at the left of the screen:

Search 

To start a search for a Contact/ Colleague etc., start typing in the Search field:

Search results are split in the following sections:

  • Conversations

  • Colleagues

  • Messages

  • Contacts

Each section on the All tab displays 3 results for each section, with the possibility to press the Show more button, in case there are more results found:

search-results-show-more.png

You can also switch between tabs (Conversations, Messages, Colleagues, Contacts) via the top panel:

On the tabs you can view more results of the selected category. On the Messages tab, up to 30 items are displayed, to view more results click Show more at the end of the search results list. On other tabs, all search results are displayed. In the Contacts section, CRM integration contacts are listed first, then Phonebook results and other contacts from other integrations set up in the system.

When you expand the details of a colleague/ contact, you can see such information as name, department, extension, all phone numbers, and can open conversation if required:

Recent searches 

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

Note: 

  • Only items which a user interacted with (e.g. clicked on the search result) are saved to recent searches.

On other search tabs (Conversations, Messages, etc.) up to 10 recent search results are displayed: 


To clear recent searches, click Clear:

Create Contact

In case you enter a phone number in the Search field and there is no match found, you have an option to create a contact:

  1. Click Create contact button

create-contact-from-search.png

  1. Select which integration to save the contact to

select-integration-to-save-contact.png

  1. Fill out contact details and click Create

create-new-contact-enter-details-click-create.png

 

Conversations

Group conversations 

Create a new conversation 

  1. Click on + from the top panel

x-bees-create a new conversation-upd.png

  1. Enter conversation name and description (optional) and click Next:

x-bees-create-conversaion-screen.png

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, but cannot send messages, view the list of members or who sent message reactions. 

x-bees-read-only-conversation.png

If you want the conversation to be available by link, turn the toggle on in front of Available by link option: 

conversation-available-by-link.png

 

Note: Conversations created by external users (e.g via Meeting Scheduler) are available by link by default.

When conversation is available by link, the relevant link icon is displayed next to conversation name on the Info frame. Clicking on the icon and sending the URL to other users, you can invite them to the conversation:

x-bees-conversation-url.png

  1. Add participants and click Invite and create:

You can add PBX users, Salesforce or HubSpot leads and contacts, Phonebook contacts, email addresses

x-bees-invite-participants-to-conversation.png



Note:

  • The maximum number of users that can be added to a conversation is 1000. 

  • Participant should have an email address to be added to a conversation. 

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

creator-of-the-conversation.png

Hide conversation history

When adding new members to already existing conversation, it is possible to hide conversation history from the member you are adding. For this, enable the toggle Hide history on the Add Members screen:


The option is disabled by default and new users joining the conversation can see its history, unless the toggle was manually enabled. 

Note:

  • If you added a user and hid the previous messages, but want to make them available, you need to delete the user and add again, with disabling the Hide history feature.


  • Hide history option doesn’t work if a user joins the conversation via link. In this case, message history is displayed by default.

Set conversation picture 

In x-bees, you can set custom pictures for conversations.

  1. Open Conversation Info and hover mouse over the conversation avatar

  1. Drag and drop a picture or click Select image button and upload the picture

  1. Crop and scale the uploaded image and click Apply