Quick Start Guide End User s Quick Start Guide (for Smartphones) Welcome to XO WorkTime for IP Flex, IP Flex with VPN, Enterprise SIP, and SIP Services Go mobile with your office telephone numbers and reduce costs! The XO WorkTime communication app empowers you with the mobile technology you need to conduct business anywhere. With XO WorkTime, business voice and video calling, texting, instant messaging and presence are possible from your own smartphone.
App Interoperability for Smartphones The XO WorkTime app works with the following smartphone operating systems: Apple IOS: 4.3 and up Android: 2.2, 2.3, 4.0 Motorola Droid X with Android 2.3.6 Overview Figure 1: You should have received access to two smartphone apps: one for voice and video calling, instant messaging and chat and another for texting. After you receive your username and password via email and after your company s telecom administrator has configured your account, download the apps to your smartphone. One of the emails you receive will contain your password, and the other email will have your username (which is your <<desktn>>@xoworktime. com) and additional instructions. The same username and password are used to log into both apps. Note: The username to log into the apps is different than the address for instant messaging and chatting. Your address for instant messaging is: <<desktn>>@xoworktime.bc.im. If you do not receive an email from XO with your username and password, contact your company s telecom administrator. Also contact the administrator if you have lost your password or you need to reset your password. Getting Started for Voice and Video Calling, and Instant Messaging and Presence Looking for instructions on texting? See page 5. Downloading the Apps Follow the instructions in the welcome email to download the apps. The welcome email will give you the correct links to the newest version of the apps. Follow the email instructions and be sure to download the correct apps for your operating system. You can also find the apps at the Apple itunes or Google Play stores. Search for XO WorkTime+ to bring up the information and look for XO WorkTime for IP Flex, IP Flex with VPN, or SIP Services. Do not download the app for XO Hosted PBX service Once downloaded, your app should look like this: See Figure 1. If you encounter errors while downloading, installing or using the app and you need to contact XO Care, you may need to take a screen capture of the error. To do so: iphones To take a picture of your screen, simultaneously press the home button and the power/sleep/wake button very briefly. This will take a picture and place the photo in your camera roll. You can then use the screenshot for reference or send it by email to XO Care, if needed. Android: For Android 4.0 and later: Press and hold the Volume Down and Power buttons simultaneously. You ll see an animation on the screen that tells you that your phone saved the screen photo. Android will save the image 2
to your Gallery. Launch the Gallery app, and select Screenshots to view. You can then use it for reference or email it to XO Care, if needed. Figure 2: For older Androids Please see the instructions provided by the manufacturer. Complete Your Log In: 1. Enter your username and password that you received in Welcome emails from XO. 2. Confirm your Password Settings: a. Show password this will show your password in clear text b. Remember password this should be used if you don t want to enter your password each time to log in. You will still have to select Sign In, but your password will be entered automatically c. Sign in automatically this setting allows you to skip signing in each time you use the app by storing your login credentials. 3. Once completed, select Sign In. 4. You must accept the License Agreement before you can begin using the app. Note: If you enter your password incorrectly multiple times, it can lock your account. If this happens, contact your telecom administrator to have your password reset. Configuring Settings iphone users MUST enter their telephone number in two places: 1. Go to Settings>Call Settings> Telephone #. Enter your cell phone number as ten digits and with no characters (periods, dashes etc). 2. Go to the app on your phone. Under Call Settings, enter your cell phone number as ten digits and with no characters (periods, dashes etc). (See Figure 2) Android users do NOT need to complete this step. Figure 3: Understanding Dialing Services Many Settings are pre-configured. For optimum use of the app, we recommend that you do not change pre-configured settings, These options are found under Settings>Call Settings>Dialing Service. Dialing Services are settings that tell the app what type of call you wish to make. The app can make two types of calls: VoIP Calls Use your business WiFi or data plan connection for all parts of the call. This setting will not use your personal cell minutes, and has therefore been pre-set to save you money. Note that video calls are treated the same as VoIP calls. Call Through Calls Use your personal cell minutes to make a call. Your private cell phone number will not be revealed to any callers, BUT your personal cell minutes will be used. This option is only offered because if you exit your Wi-Fi network, your call will drop. Only permanently change the setting if you know you will be leaving your Wi-Fi network and a lost call would be inconvenient. In this instance, you may wish to manually switch your Settings to Call Through. Please note that Call Settings>XO Mobility should be Enabled and Active must be set to On. Can t see all your calling choices? When VoIP is greyed out, it means you are not in WiFi or have no data connectivity. Check your phone s data network or WiFi setting.
Step 5: Placing and Receiving Voice and Video Calls To place a call, select the Call option from the bottom bar of the app (not shown). Then: Figure 4: Select Voice call to make a voice call or select Video call to make a video call (See Figure 4). For video calls, the recipient must have video capability to receive your call as a video chat. If the recipient doesn t have this capability, it will go through as a voice only call. Your smartphone will ring when a voice or video call is incoming. Missed calls are noted in Call History. If you need to search for a contact, go to Directory. (See Figure 5) The app will search your local address book and your corporate directory, if available. Switching Calls on the Go Here is another great feature! While still in the call, access the device you wish to transfer to and enter *11. If transferring to the app, choose Call Through as your calling type. The call is now present on the second device. Note: When using Call Through, the call will now be using your cellular minutes. Some phone systems will not permit the following sequence of numbers to be dialed: 9*11. If your PBX does not permit this sequence of numbers, the transfer of call will not work. Figure 5: Step 6: Instant Messaging and Presence with Buddies Instant Messaging and Presence allows you to set status for yourself, and see your Buddies status. You can also send an Instant Message (chat) to others with a simple click of a button. To get started: 1. Go to Contacts and then to the arrow in a square icon on the upper right. (See Figure 6) 2. Enter your Contact s information. You must enter in the IM address (i.e. XMPP account) of the person you are contacting. XMPP is the protocol which allows instant messaging. Your XMPP account is always <<your desk tn..@xoworktime.bc.im Before you can chat with coworkers, they must accept your request to be Buddies. Their status will say pending until the request is accepted. If your Buddies ignore your request, their Presence will show up as greyed out on your screen. Note: Contact s entered for IM do not get automatically added to the Directory, however, they will be added across devices if you use the app on both the computer and personal smartphone. Integration with Microsoft Lync Many organizations have Microsoft Lync set up in the office. You may wish to see a co-worker s Lync presence and chat with co-workers on Lync without leaving the XO WorkTime+ app. Fortunately, it only takes a few steps to enable Lync and WorkTime to work together. Have your telecom administrator work with XO Customer Care to get this easily set up. Once set up, add the Lync address as a Contact and start chatting. Figure 6: Integration with Google Talk XO WorkTime is already set up to work with Google Talk. To send an Instant Message with a Google Talk account: Send a message to the account holder using the Google Talk IM address. The message will be seen in Google s Hang Out, just like 4
any other Google IM. Your Buddy must accept your IM request. Once accepted you can start chatting immediately! Once a contact has been entered the first time?, you can have more chats with that person. From the Contact list, select the user under Buddies. Go to the Chat tab. viewers). Presence will always display the last presence status update, regardless of device. For Presence Message, if you exit one device and move to another device, you will need to set the Presence Message again. Figure 7: Apple iphone users who want to edit or delete the contact can: Find the contact under Buddies and press down on the arrow for several seconds. Bring up the edit button. Android users who want to edit or delete the contact can: Find the contact under Buddies Hold down on the name for several seconds to bring up the edit button. Open the chat window after selecting the contact with whom you wish to chat. Start typing the first message. The Instant Message view shows you the name of the recipient on the top bar and there is a presence icon before the name. The bubble from the left shows the recipient; the bubble from the right shows the person who initiated the chat. Once answered, the chat messages show up on the device from which the recipient has sent a response. You can only chat when you and your contacts are online. If your contact initiates a chat with you: You see a pop-up notification in the bottom right corner of your screen. If you close the chat window and open it again, sent chat messages are shown in the window as chat history. Note: The presence subscription is always bidirectional. After your contacts accept your invitations, their contact information automatically gets added to the contact list and they are allowed to see your status just as you can see their status. Step 7: Setting up Your Presence Status and Presence Message Your presence is automatically set by the device. To initiate: Go to Contacts Select the person icon in the upper left hand corner. (See Figure 7) Add a personalized message that will be seen by others (Note: If you are logged into multiple devices, your Presence Message may not display consistently to Presence icons are automatically set by the app and are as follows: Green presence icon-- the user is online and ready for communication. Orange presence icon-- presence status is Extended away. Red presence icon-- the user is busy and does not wish to be disturbed. Grey presence icon -- the user is offline. Question mark icon -- the contact has not yet approved your pending invitation for shared presence. Whenever you are in an audio or video call, your presence status is automatically set to Busy for the duration of the call. After the call ends, presence returns to your previous status. Step 8: Accessing Voicemail If you have voicemail as part of your service from XO, you will see a message waiting indicator when voicemails are deposited. A notification icon will indicate that you have a new voicemail. Select the voicemail notification, and the application dials the voicemail so you can listen to your new message. (See Figure 8) Figure 8: Voicemail on an Android Phone 5
Step 9: Searching in the Directory You can search your local contacts (contacts you have created on your phone) and your corporate directory or Microsoft Outlook, if available. Select the person icon on the top right of the Directory screen to see all your contacts as a list, or to search by name. If you select one of your contacts, the call will then be made using the app. Step 10: Troubleshooting In the rare event of a trouble issue, XO Customer Care may ask you to send XO log files to help determine the root cause of the issue. To send in log files go to Settings>Troubleshooting. Step 3 To get started texting simply select the upper right pencil and paper icon and enter in the number of person you would like to contact in the To line. If you want to access your local contacts (i.e.: contacts on your phone) select the + button on the right of the To bar. The message goes in the open message bar (next to the Send button) and you can add your location by selecting the paperclip icon. Hit Send when your message is ready to go! Step 4 To edit or create a contact within a message thread, do the following: Scroll to the top of the message thread and select Contact. You can then add info for a new contact or edit an existing contact. Step 5 To Facetime a contact, scroll to the top and select Facetime. Step 6 To delete a contact, hover over the phone number or name you wish to delete. A red Delete button will appear to the right. Select Delete. Congratulations! You are done setting up your device. XO Care teams may ask you to turn on logging and recreate an issue, and then email the logs to XO. If this happens, your XO Care representative will tell you where to send the log files. Getting Started for Texting Step 1 Downloading the App. Follow the instructions in the welcome email to download the texting-specific app. The welcome email will give you the link to download the latest version of the app. Please be sure to download the correct app for your mobile operating system. You can find the texting app in the Apple itunes store (for IOS) or Google Play by searching for XO Text. Step 2 Complete your Log In by entering the username and password provided in the welcome emails. Copyright 2014. XO Communications, LLC. All rights reserved. WorkTime-Plus-QSG-Smartphone O140527 09:56:39 6