Setting up PhoneWagon users in CallRail

This help article is intended for PhoneWagon customers migrating to CallRail as part of CallRail's acquisition of PhoneWagon. If you’re not currently a PhoneWagon customer, use this help article instead to create and manage users in your account.

If you’re transferring from PhoneWagon to CallRail, you can invite your team to help you take calls and manage your new CallRail account. When you add a new user to your CallRail account, you’ll choose a specific user type for your teammate to ensure they have proper permission and access to your reports, data, and call history, just like you did with PhoneWagon.

To help you pick the right user role for your colleagues, use this article to compare and contrast permissions and roles between PhoneWagon and CallRail. 

For full instructions on creating and managing users in CallRail, check out this help article.


Administrators in CallRail have unrestricted access to your entire account, just like they did in PhoneWagon. These users can see and update billing information, as well as create other users, tracking numbers, and set up integrations.

We recommend setting up your PhoneWagon Administrators in CallRail as Administrators to retain their same level of permissions within your account.


Managers in CallRail have unrestricted access to the companies you’ve assigned them to. While they can set up tracking numbers and integrations for their companies, they can’t see any account billing information, nor can they create other users within your account. 

We recommend setting up your Company Managers from PhoneWagon as Managers in CallRail.


Reporting users in CallRail can review call recordings and reports for each company they’ve been assigned to by an Administrator or a Manager. They can also take calls and classify their conversations by adding a tag, note, or lead status to a caller’s timeline. They won’t be able to update any settings, users, tracking numbers, or integrations. They also cannot see or change any billing information. 

We recommend setting up your Call Managers, Global Call Managers, and Campaign Monitors from PhoneWagon as Reporting users in CallRail.

Creating a user in CallRail

Use these instructions to add your PhoneWagon users to your CallRail account.

  1. Once you’ve signed into CallRail, click the Account icon in the top left corner of the page, then click Users.

  2. Click Create User at the top of the page.

  3. Choose your preferred permission level for the person you’re adding to CallRail. Then, click User Info to move to the next step.


  4. Enter their first name, last name, and the email address they plan to use to sign into CallRail. They’ll also receive an email at this address to confirm their account and set their password. Click Review to move to the next step.


  5. Type in any additional message you’d like for us to include in the email inviting them to join your account. For privacy and security purposes, you won’t be able to set a password for users you add to CallRail. Each user will set their own password once they receive the email asking them to join your account. Click Send to complete the setup process.

  6. Use the suggested next steps on the final screen to create another user or view all users within your CallRail account.



My Campaign Monitors in PhoneWagon only had access to specific tracking numbers within their company. Can I create a user that only has access to specific tracking numbers within a company?

In CallRail, users are assigned at the company level, and not at the tracking number level. If you’d like for someone in your account to only have access to specific tracking numbers, we recommend creating a new company and adding their tracking numbers to that company to keep their view separate. Here’s how to create a new company in CallRail:

Create a company

Can I set the password for a user I’m adding to CallRail?

For the privacy and security of all users, you won’t be able to set someone else’s password for them. When you create a new user in CallRail, we’ll email them at the email address you’ve provided, and prompt them to confirm their account and set their password. Here’s an example of how this email looks: