Welcome to Wildix Collaboration

Welcome to Bluecube’s ‘Getting Started’ Guide to Wildix Collaboration. This guide is designed to give an overview of how to perform all the common operations of making, taking and handling calls through WIldix Collaboration.

We will focus on the desktop version here, but most of the instructions below can be applied to use of the mobile app as well.

If you have any questions about using Wildix that aren’t answered in this document, please contact Bluecube support by emailing support@bluecubecloud.com or calling us on 0330 002 1220.

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Logging on to Wildix

To login to Wildix Collaboration, first open your browser. Wildix is designed to be compatible with Google Chrome, if you are using Wildix in another browser (e.g. Microsoft Edge) you may experience problems with the app’s functionality. Google Chrome can be downloaded to your computer here.
Search for your Wildix PBX address in the URL address bar. This will look something like https://www[companyname].wildixin.com

You will be presented with a screen that looks like this:

Please enter your email address or extension number as your login, and then your password as stated when received from Bluecube. You can change your password in ‘Settings > Personal’ once logged in, or you can request a password change from Bluecube support.

Important: when you have logged in, accept the website’s requests for permission to access your microphone and camera. If pop-ups are blocked on a website as standard, please deactivate this for the Wildix site. If you use Windows Focus Assist, you will need to turn this off when using Wildix Collaboration, as call notifications will not come through if Focus Assist is active.

Mobile App

Wildix Collaboration is available as an App within the iOS and Google Play stores. Once downloaded you can login using the same details as referred to above. Again, you will need to enable permissions for any functionalities Collaboration requests on the phone.

The Wildix Collaboration interface

Once logged into Wildix, there is a menu at the top of your screen on the browser, or at the bottom of your mobile application. We will introduce these options (left to right) as shown below:

Number search bar – use this search bar to find your colleagues by name or extension, and to dial any numbers you wish to call.

Add button (plus icon) – you can send an SMS, or fax to a desired number from the drop down list this button opens. You can also set up a group chat with your colleagues or send a post-it note with some text on it to your colleagues or yourself.

Video conference – start a new video conference and add colleagues/ email addresses you wish to invite to the conference. You can set a desired date & time for the conference, so conference invitations can be sent out in advance.

Colleagues – see a list of fellow Wildix users that you regularly interact with here. You can add and remove people to this list.

Fn keys – quick access to contacts and other call operations .

Chat – see all your chat histories in one place and start new conversations.

Phonebook – see your organisations collaborative phone directory and search for contacts.

History – see your historical call records.

Voicemail – listen to your voicemails. Voicemail messages can be changed by requesting a change support@bluecubecloud.com. Please attach the audio message to your request.

Settings – change your settings for Wildix Collaboration here.

Setting up your microphone and speaker devices on PC

Important: when you have logged in, accept the website’s requests for permission to access your microphone and camera. If pop-ups are blocked on a website as standard, please deactivate this for the Wildix site. If you use Windows Focus Assist, you will need to turn this off when using Wildix Collaboration, as call notifications will not come through if Focus Assist is active.

Before making and receiving any phone calls, you will need to check that your audio devices are all configured properly so that you can talk to and hear the person on the other end of the line. You can do this by going into settings, then selecting the Web Phone option which will look like this:

Ensure the sound is routing to the right devices. If you use a headset for example, the speakers and microphone will need to be selected as the headset device.

You can test your audio set-up using the ‘Echo Test’ button on this screen. This will take any sound picked up by your Microphone device and output it to the Speakers device you selected in these options. If you cannot hear yourself through the speakers and both devices have been correctly selected in the menu pictured above, then the problem is either at the microphone device or the speaker device itself. Please ensure that both devices are switched on and properly connected to your computer before contacting Bluecube’s Support team.


How to make a phone call

Once you are logged into Wildix, you will be able to make and receive phone calls through the platform. To make a phone call, dial the desired phone number as usual using the search bar in your browser, or the dialpad icon in the mobile app, as shown below. Press the green dial icon to initiate the call.

Receiving an incoming call

When you are receiving a call, you will receive a prompt on the side of your screen – as shown in the screenshot below – with an option to answer or decline a call. When you are not currently on the Collaboration webpage, you will see a notification on your desktop to tell you about an incoming call (only if you have focus assist enabled!). 

Hit the green receiver to answer the call and the red receiver to decline. You also have the option to transfer the incoming call to a colleague (see below). Call recording can be toggled on and off using the circular icon.

Hold and transfer a call

When in call, you can put a caller on hold using the pause icon. This will flash on and off to indicate the call is still on hold. Click the flashing pause icon again to take the call off hold. To transfer a call through to someone else, press the arrow icon. This will open a searchable list below the call where you can search for numbers or colleagues you wish to redirect the call through to (use the receiver icon to consult on the other line before executing the transfer, or use the arrow icon to make a blind transfer to the other line.)

Switch active device during a call

In case you have more than one device registered to your account, you can switch them during a call using Continuity option in a call dialog window:

  • Click Other -> Continuity  and select the device you want to continue the call on.
  • The call is automatically picked up on the selected device.

Adding contacts to your roster

You will notice in the browser version of Wildix Collaboration, you can see a list of contacts below the search bar. All contacts can be searched for in the search bar above, this list is for those contacts you wish to add to your personal ‘roster’ for quick access. Adding a contact to your roster is simple: search for a contact you wish to add to your roster in the search bar, then click the ‘+’ button on the right-hand side of their contact (see below). 
(On the mobile app there is no colleagues list. See the ‘Setting FN keys for your extension’ section below for an alternative way to quickly access a limited amount of contacts.)

Setting your status: ‘away’ and ‘do not disturb’ features

Your status on Wildix can be seen by your colleagues and can be configured to display on webpages and other channels. There are 3 Status’: available, away, and do not disturb. To change your status, click on your profile icon in the top right corner of the window, and select ‘change status’ from the drop down menu that appears:

Available: – This is the standard status when you log into Wildix. When you are available you will show as available (represented by the green light by your user icon) and all calls into your extension will ring.

Away: – Away mode is represented as a yellow light by your icon, and disables call waiting on your extension; so that if you are currently on a call you will not be notified of other calls incoming on the same line.

Do Not Disturb: – When you change to DND mode, calls will be automatically rejected and sent straight to voicemail. You show a red light by your icon to represent this mode.

Logged out: When you are logged out of Collaboration, your icon will show a grey light next to it. No notifications of incoming calls or chats will be sent to any user with a logged out status until they next log back in. 
The rules of all 3 status’ can be modified by going to Settings > Features. If changing the configuration of your availability status be careful of what features you change – and contact Bluecube Support if you have any problems.

Adding a voice message / call forwarding to your extension

Adding a greeting message to your voicemail must be done via the Wildix PBX, it cannot be done within the collaboration programme. 

If you need to update your voicemail greeting, please attach the file to an email and send this to support@bluecubecloud.com, stating your extension number.

Call forwarding can be configured under Settings > Features. Different call forwarding options can be set for your different status’.

Setting FN Keys for your extension

Fn keys are a way for you to quickly access colleagues, other phone numbers which you regularly interact with, or other functions such as group pickup options. You can find your Fn-key options on collaboration from the menu at the top of your screen. If you use a Wildix handset, these options will be readily available from your device screen also. 
Changing your Fn keys can be done under Settings > Fn Keys. You will then see a list like the one pictured below:

You can add, remove, and edit Fn keys from this screen. You are also able to customise what the Fn key reads as on your interface here by writing in the ‘Label’ column for any given key. When making changes to these settings, ensure to save by clicking the ‘Save’ button below, or the tick icon shown in the top right of the screenshot above. For more information about Fn keys contact Bluecube Support.

Adding the Wildix browser extension and outlook integration service

The Wildix Collaboration browser extension (for Google Chrome) can be downloaded here. Once downloaded, collaboration will run in the background on your browser even when you don’t have it open in a tab (provided you remain logged in after closing). 
The Wildix Outlook integration service takes your Outlook calendar and uses it to automatically set your availability status, so that when you have meetings scheduled through Outlook you will set your status automatically to ‘do not disturb’ when calendar events start, and then revert it to available when calendar events finish.
 In the Collaboration programme, go to Settings > Extensions and install the ‘Integration service’ extension to set up the integration service.

Adding business and personal phone books to Wildix contacts

Your Wildix contacts are accessed through the ‘Phonebook’ icon at the top of your screen. Once in there, you will see all the contacts listed in your phone books, of which you can have multiple. Please note that adding an entire phonebook at once should be done by sending to support@bluecubecloud.com, where it can be uploaded in bulk by our support team. Some phone books will be editable in the way shown below, others will have to be modified at the administrator level, depending on your phone system configuration.

You can filter your contacts by name or by phonebook; by name you should search for the contact in question via the search bar at the top of the contact list, and by phonebook you should select the phonebook in question via the dropdown list (see below, left).

Adding and removing individual contacts can be done by the ‘+’ and ‘-‘ signs respectively. When you choose to add a contact, you will be presented with the contact template (see below, right) allowing you to fill in several different fields as necessary for your purposes. When finished filling in a new contact’s details, be sure to click ‘Save’ to complete the addition. 

When removing contacts, please ensure you have already selected the contact you wish to remove in the phonebook list before you press the ‘-‘ key, otherwise you may accidentally delete the wrong contact.

We hope you enjoy using Wildix Collaboration! If you have any questions about how to use Wildix that were not covered in this introduction, get in contact with Bluecube’s Support team for help. You can email us at support@bluecubecloud.com or call us on 0330 002 1220.

Still need help?

Get in touch with our award-winning customer support team if you have any questions. Call us now on 0330 002 1220 and dial option 1 or email: support@bluecubecloud.com