Calls by Number

Prove the performance of your marketing efforts by seeing call volume and call handling for any tracking number in your account. See which campaigns have the best response rate by using metrics that correlate with specific tracking numbers.

Use this article to learn how to:

  • Create custom reports on call volume for tracking numbers in your account
  • Export and print your report
  • Duplicate a report
  • Delete a report

Getting Started

You'll have two different ways to display your call data when creating a custom "Calls by Number" report:

  • Creating a report that shows the total number of calls received by specific tracking numbers, with a breakdown of the types of calls being received by each number you select.
  • Creating a report that shows call volume for tracking numbers within a specific time period. These intervals are determined by the date range you select.

Create a Report by Call Type

Use these instructions to create a custom report that identifies the types of calls received by any tracking number in your account.

For example: You can use this setup to create a report that shows the total number of calls received by any tracking number in any company. The table that's created for this kind of report includes the total number of calls to that number, as well as a breakdown of how many of those calls were answered, missed, first-time, etc.

  1. Select Reports at the top of the page.

    Screen_Shot_2019-02-22_at_9.24.24_AM.png
  2. Click on All from the Custom list of reports in the left menu.

    screenshot_1522.png

  3. Find the Calls by Number option and click Create Report.

    screenshot_1366.png

  4. Name your report by clicking the pencil icon at the top of the page or select Rename Report within the Report Options drop-down. You can update the name of your report at any time.

    Screen_Shot_2019-03-01_at_2.02.27_PM.png

    Screen_Shot_2019-03-01_at_2.03.49_PM.png

  5. Ensure Total is selected in the drop-down at the top of your page.

    screenshot_1523.png

  6. The report initially loads with a list of total calls received by all numbers. Each column displays an aggregated total of the different types of calls received by each number. Use the Customize Insights drop-down to choose which columns you'd like to see on this table.

  7. Note: To see numbers that didn't receive calls in a specified date range listed on the table, click on Customize Insights and choose Numbers with No Calls under the "Additional Information" header.

    Screen_Shot_2019-05-16_at_12.01.10_PM.png

  8. Note: For a closer study of minute usage, metrics such as minutes, toll-free minutes, local minutes, and average duration are available under the "Duration" header of the Customize Insights drop-down. You can also add call tags to your report by clicking on the Add Tag link under the "Call Tags" header of the Customize Insights drop-down.Screen_Shot_2019-02-01_at_10.19.33_AM.png

  9. Use the filter panel at the top of the report to determine which companies and types of calls you'd like to see.

    screenshot_1375.png


  10. If you choose to drill-down further, select Add Filter and pick additional filters you'd like for your report. This drop-down only shows if you're adding filters. If you choose the Tags filter, you can also see calls that don't have tags applied to them by selecting the "Uncategorized" option in the filter's drop-down. 

    Screen_Shot_2018-12-04_at_1.38.28_PM.png

  11. Optional: You can see a separate chart and table featuring details about various types of calls involving your tracking numbers by selecting the desired number within the report. Use the Customize Insights drop-down to choose which columns you'd like to see on this table.

    Screen_Shot_2019-03-28_at_4.57.39_PM.png

  12. Click the Save button at the top of the page if you'd like to save this report for later.

    Screen_Shot_2019-03-28_at_4.00.21_PM.png

Create a Report by Time Interval 

Use these instructions to create a custom report using one or multiple tracking numbers in your CallRail account. Use this option if you'd like to see the total number of calls received by your numbers broken down by specific intervals of time.

For example: You can use this setup to create a report that shows the total number of calls received by four different tracking numbers. The table that's created for this kind of report includes the total number of calls broken out over days, weeks, or months (depending on what you choose).

  1. Select Reports at the top of the page.

    Screen_Shot_2019-02-22_at_9.24.24_AM.png

  2. Click on All from the Custom list of reports in the left menu.

    screenshot_1522.png

  3. Find the Calls by Number option and click Create Report.

    screenshot_1366.png
  4. Name your report by clicking the pencil icon at the top of the page or select Rename Report within the Report Options drop-down. You can update the name of your report at any time.

    Screen_Shot_2019-03-01_at_2.02.27_PM.png

    Screen_Shot_2019-03-01_at_2.03.49_PM.png

  5. Click on the Total drop-down and choose an interval for how your data will be presented. The interval options available here vary based on your date range. Your filter options are dependent upon what you choose in this drop-down.

    screenshot_1528.png

  6. The report initially loads with a list of total calls received by all numbers. Each column displays an aggregated total of calls received by each tracking number over the time interval you've selected. Use the Customize Insights drop-down to choose which columns you'd like to see on this table.

  7. Note: To see numbers that didn't receive calls in a specified date range listed on the table, click on Customize Insights and choose Numbers with No Calls under the "Additional Information" header.

    Screen_Shot_2019-05-16_at_12.01.10_PM.png

  8. Note: For a closer study of minute usage, metrics such as minutes, toll-free minutes, local minutes, and average duration are available under the "Duration" header of the Customize Insights drop-down. You can also add call tags to your report by clicking on the Add Tag link under the "Call Tags" header of the Customize Insights drop-down.

    Screen_Shot_2019-02-01_at_10.25.08_AM.png

  9. Use the filter panel at the top of the report to determine the companies, call types, and date range you'd like to see.

    screenshot_1381.png

  10. If you choose to drill-down further, select Add Filter and pick the additional filters you'd like for your report. This drop-down only shows if you're adding filters. If you choose the Tags filter, you can also see calls that don't have tags applied to them by selecting the "Uncategorized" option in the filter's drop-down. 
    Screen_Shot_2018-12-04_at_1.38.28_PM.png

  11. Optional: You can see a separate chart and table featuring details about various types of calls involving your tracking numbers by selecting the desired number within the report. Use the Customize Insights drop-down to choose which columns you'd like to see on this table.

    Screen_Shot_2019-03-28_at_4.58.34_PM.png

  12. Click the Save button at the top of the page if you'd like to save this report for later.

    Screen_Shot_2019-03-28_at_4.00.21_PM.png

Export and Print Report

You can print or export your report to an Excel file. 

  1. Select Export at the top of the table.

    screenshot_1529.png
    • Choose Excel to download an Excel file of your report. If you choose to export to Excel, your report will include a cover sheet that details the filters you used to create your report.

    • Click Print to print your report with the current filters and grouping applied.

Duplicating a Custom Report

If you'd like to duplicate a custom report you've created, you can do so at any time.

  1. Select Reports at the top of the page.

    Screen_Shot_2019-02-22_at_9.24.24_AM.png

  2. Find and click on the report you'd like to duplicate.

    screenshot_1534.png

  3. Click Duplicate Report within the Report Options drop-down.

    Screen_Shot_2019-03-01_at_1.54.27_PM.png

  4. Confirm that you'd like to duplicate this report by clicking Duplicate.

    Screen_Shot_2019-03-01_at_1.55.55_PM.png

Deleting a Custom Report

If you'd like to delete a custom report you've created, you can remove it from your list at any time.

  1. Select Reports at the top of the page.

    Screen_Shot_2019-02-22_at_9.24.24_AM.png

  2. Find and click on the report you'd like to delete.

    screenshot_1534.png

  3. Click Delete Report within the Report Options drop-down.

    Screen_Shot_2019-03-01_at_1.49.01_PM.png

  4. Confirm that you'd like to delete this report by clicking Delete.

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