July 29, 2019

Adding a New User to CallRail Reporting

Do you use CallRail for your small business? In this week’s blog, we will discuss how to add a new user to CallRail reporting.

Are you a busy small business owner? Do you wish that there was an easier way to track and record your business’ phone calls? If so, keep reading to learn about our favorite platform for call tracking and setting up CallRail Reporting!

When you are a busy small business owner who is always on the go, it can be hard to keep things organized. With so many different calls and phone numbers to keep track of, it can all seem very overwhelming.

Although social media and email are on the rise as a form of communication for business owners and customers alike, phone calls are still extremely important in running any business.

As many of us now have mobile devices, people are more likely to click to call your business directly on their cell phones from the local listing results.

In fact, a recent study found that 57% of consumers prefer to talk to a real person directly when they have a question. As well as 47% of those searching for a business on their mobile device have admitted that they will look for a different business if the business does not have an easily accessible phone number online.

With numbers that high, having an easy and reliable way to answer phone calls is a must.

 There are many solutions to this issue, but our favorite is a platform called CallRail!

Read more to learn more about CallRail, how to create a CallRail account, and how to add a new user to CallRail reporting.

callrail logo

What is CallRail?

Before we dive into creating a CallRail account, let’s first review what CallRail is.

CallRail is a call tracking, recording, and analytics platform. CallRail’s main priority is to help your business increase ROI or return on investment.

CallRail can assist your business in converting more customers in a multitude of ways! Some of the top things CallRail can do includes:

Call Tracking and Analytics. With this feature, CallRail will track where each phone call came from. This allows the platform to pinpoint which campaign the call originated from, in turn letting you view the success of each tactic.

Dynamic Number Insertion. This feature works like magic! CallRail will automatically update the phone number on your website depending on how the user landed on your page. For example, a user that found your website through Google Ads will receive a different number to call than those who found your website through Facebook Ads. This makes campaign conversion tracking easy.

Tracking User Journeys. Once a user lands on your website, CallRail can track their entire journey from start to finish. Now, you can know exactly which actions are being taken on which ads, landing pages, or even website pages.

CallRail User Journey Tracking

Source: CallRail

Multi-Touch CPL Report. These reports will tell you how much you are spending to generate phone calls based on ad spend on platforms such as Bing, Google, etc.

Setup New Numbers. This allows you to create new call tracking numbers for your various campaigns easily.

Record Phone Calls. This allows you to easily record phone calls to improve customer service and sales tactics.

And these are only the main features – there is much more you can do with a CallRail account.

Does it sound like something your business could benefit from? Read on to learn how to create a CallRail account.

Creating a CallRail Account

To create a CallRail account, go to www.callrail.com

Once on the site, locate the blue “Get Started” button.

CallRail is not a free platform. Signing up comes with a free 14-day trial, no credit card is needed.

The first step to creating your new account is to insert a work email and create a password for your account.

Next, CallRail will ask you for your name, your company’s name, and your phone number. It will also ask if you provide marketing services to clients.

Click “Start Trial” to create your CallRail account.

Once your account is created, you will be redirected to the CallRail dashboard. Here is a quick overview of the dashboard:

CallRail activity tab

The Activity Tab

“Activity” shows the latest activity on your account. This activity includes:

  • Call logs – logs of all recent calls
  • Unique callers – this tab will list all unique callers and give you a total for the number of times each has called
  • Voicemail – records and stores all voicemails
  • Export Calls CSV – allows you to export data to a CSV file for reporting
  • Text Conversions – there is also the option for contacting customers via text. This tab keeps track of all text data

The Reports Tab

The Reports tab breaks information down by Acquisition and by Behavior.

In terms of Acquisition:

  • Lead Attribution shows which sources are driving the most leads
  • Multi-Touch CPL gives the cost per lead per platform based on your attribution model
  • Call Attribution tells which sources are producing the most calls
  • Text Attribution tells which sources are producing the most texts
  • Usage By Number breaks down calls used by specific tracking numbers
  • Usage By Company shows numbers, minutes, calls, users, and text messages received by a company

In terms of Behavior:

  • Calls By Agent breaks down the number of calls made by an Agent
  • Calls By Day & Time shows the number of calls received on each day as well as the time breakdown of each call
  • Missed Calls generates the number of missed calls

The Tracking Tab

The Tracking tab shows…

Calls & Texts:

  • All Numbers shows a report of all numbers that have contacted your CallRail numbers
  • Blocked Numbers shows all numbers that have been blocked
  • Call Flows shows the flow of the call from the moment it begins
  • Keypad Scoring lets the Agent score the lead after the call ends

Forms are a premium feature that will require a higher-end package to access.

The Settings Tab

The Settings tab is where you will find, you guessed it, all of your account’s settings.

This tab features Integrations, Workflow Tags, and Notifications.

Integrations allow you to connect other platforms you may be using – like Google Analytics and Slack – with CallRail for notifications and reporting.

Workflow Tags help you organize your contacts with different labels such as conversion, customer, lead, etc. These can be customized to fit your specific business type.

Notifications let you enable notifications for you as well as your team.

Before we move on, there is one more thing to review – pricing.

CallRail pricing packages

Pricing is obviously a huge factor for a small business owner. There are 3 different pricing tiers to choose from that include different features.
See below for the options and click here to compare the packages side-by-side.

Let’s move on to adding your team, or your clients, to CallRail.

Adding a New User to CallRail Reporting

Once logged into CallRail, make sure you have selected the correct company to add a new user to.

Next, navigate to Settings > Manage Account > Users

Select “All Users” then “Create New User.” From here, you can select which type of user you would like to create. For our case, we want to add this user to our CallRail reporting, so we will be selecting “Reporting.”


Creating a new callrail user

From here, insert the person’s name and email address. Then select “Next.”


Callrail user information

Then, it will ask if you would like to email the user a link to create their own password or if you would like to create a password for them.

Once the user is created, it will give you the opportunity to set up notifications for the user via email for things like first-time callers, voicemails, text messages, and more.

Select the desired notifications settings. You can also have a company summary sent to this user daily, weekly, or monthly that provides them with an overview of the account.

Hit “Create” to complete your selections.

And just like that you have successfully created a CallRail account and added a new user to your reporting!

Have you ever used CallRail before? Did you find this helpful? Do you prefer a different tracking platform?

Leave your questions and comments below! Also check out how to duplicate a call flow using CallRail in our other blog.

See you next Monday for another Momentum Monday blog!

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