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  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:

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

  1. 3 - Add option: access to SMS 40469002 / Fax / Post-It 40469002 / Group chat dialog window: 

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  1. 5 - Other tabs of Collaboration:

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

    2. Fn 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. Chat: active chat sessions

    4. Phonebook40469002: 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 Personal40469002 in Settings for more information


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

    8. Settings40469002: user settings, call features, feature keys settings and more


  1. 6 - Other (expanded):

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

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

    5. Show / hide Post-ItPost-It 40469002

    6. 40469002 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. Help: link to the Wildix Collaboration Guide (this Guide)

    12. License: shows the license assigned to a user and provides details on each user profile:
    13. Version: current WMS version


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

User status



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: 


  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:



Limitations for cloud-stored group chats:

  • Not available for LifeTime/ Per Service PBXs
  • PBX must be accessible via public IP (or custom secure port)
  • Previous group chats will be removed after PBX reboot
  • Impossible to send files bigger than 100Mb
  • Impossible to add more than 100 users at once (you can split it for several times if there is a need to add more than 100 users to one group chat)
  • Not supported on Vision/ SuperVision phones

Create a chat room:

  1. Click on Add button -> choose + Group chat from the list: 

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  2. Edit the conference title (optional)

  3. Add participants 

  4. Click the Tick icon to create a group chat

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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: 

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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.


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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:

Hide in Web View


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

Video tutorial:

Hide in Web View


    1. Fax number: enter the fax recipient name / number (it is possible to enter multiple numbers separated by comma)

    2. Fax file: choose file on your PC

    3. Faxcover: check the box to include the fax cover and edit fax cover settings (See chapter: Fax Server)

    4. Postpone delivery: tick the box and select the date to schedule fax sending (optional)




  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 a 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)


  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 40469002

  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. Integration service (WiService): this component is required by CDR-View, Popup App and adds support for additional features (separate documentation about WIService):

    1. Mac OS X: call generation by clicking on a web page link containing a phone number (support of “sip:”, “wildix:” URI)

    2. Mac OS X: call generation by right-clicking on a phone number and selecting Services -> Call with Wildix PBX:  

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    3. Windows: URI support; call via shortcut (Dialing hot key, configured in Collaboration Settings -> Personal 40469002) Note: WiService for Windows requires .NET Framework v.4.0 


  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


  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): 

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  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)