The ServiceMinder integration connects CallRail to your ServiceMinder account, so leads from your calls, form submissions, and texts are automatically added or updated as contacts in ServiceMinder. This means your team does not have to manually copy lead information between systems, and you can see exactly which marketing source, campaign, and landing page brought each customer in.
If you also use CallRail's AI Voice Agent, the integration lets it recognize returning customers during a call. The Voice Agent looks up the caller in ServiceMinder and can see their recent and upcoming appointments, so returning customers are greeted like the repeat customers they are, instead of being treated as brand new callers.
Before You Begin
- You need an active ServiceMinder account.
- You need access to your ServiceMinder Control Panel to generate an API key.
- If you have multiple ServiceMinder locations or brands and want leads distributed by zip code across them, you will need a brand-scoped API key rather than the default organization-scoped key. [Confirm: exact terminology ServiceMinder uses for "brand-scoped" vs. "organization-scoped" keys in their own product, so this matches what the customer sees.]
Connect ServiceMinder
- Log in to your ServiceMinder account and go to Control Panel, then API Keys.
- Generate an API key. Use an organization-scoped key for a single location, or a brand-scoped key if you have multiple locations or brands and want leads distributed by zip code.
- Copy the API key.
- In CallRail, go to Settings, then Integrations, and find ServiceMinder. [Confirm: exact settings page path and navigation labels against the live product.]
- Paste your API key into the API Key field.
- Click Save to connect the integration. CallRail will confirm the connection and show whether it detected an organization-scoped or brand-scoped key.
- Use the ingestion toggle to turn the integration on so it starts sending and fetching data.
If the API key is entered incorrectly or has been revoked in ServiceMinder, you will see the message "Could not connect to ServiceMinder: check your API key." Generate a new key in ServiceMinder and repeat these steps.
Data
Once connected, CallRail sends lead information to ServiceMinder every time a call, form submission, or text comes in. This happens in real time, there is no waiting for a scheduled sync.
CallRail looks for an existing contact in ServiceMinder first by phone number, then by email address. If a matching contact is found, CallRail only fills in fields that are missing. It never overwrites a name, phone number, or email address you already have on file. If no matching contact exists, CallRail creates a new one.
The following information is sent to ServiceMinder:
| CallRail Data | Where It Appears in ServiceMinder |
|---|---|
| Caller or lead name | Contact name |
| Phone number | Contact phone |
| Email address | Contact email |
| Zip code (if available) | Contact zip code |
| Marketing source, medium, campaign, and landing page | Custom fields on the contact, or the contact's notes if custom fields are not set up |
| Call summary | Custom field on the contact, or the contact's notes if custom fields are not set up |
If you use CallRail's AI Voice Agent, it fetches (but does not change) information from ServiceMinder during a call: it looks up the caller by phone number, then by email, and pulls their five most recent or upcoming appointments, including service type, time, status, and assigned technician.
Frequently Asked Questions
Will connecting ServiceMinder overwrite my existing contact information?
No. CallRail only fills in missing information on an existing contact. It will never replace a name, phone number, or email address that is already saved in ServiceMinder.
Does the AI Voice Agent update my ServiceMinder data?
No. The Voice Assist feature only looks up and displays existing contact and appointment information during a call. It does not write anything back to ServiceMinder.
Why isn't lead information reaching all of my ServiceMinder locations?
An organization-scoped API key does not support distributing leads across multiple locations or brands by zip code. If you manage more than one location, generate a brand-scoped API key in ServiceMinder instead and reconnect the integration with that key.
How does CallRail avoid creating duplicate contacts?
CallRail checks for an existing contact by phone number first, then by email address, before creating a new one. This relies on ServiceMinder's own matching and merging behavior.