***Please note that Integromat evolved into Make in February 2022. All content for Integromat is also valid for Make.***

Everyone running lead generating campaigns will sooner or later come to the point where calls need to be tracked and reported on. One of the widely used call tracking solutions is CallRail. The problem with CallRail is that it does not directly allow you to export its call data to Google Sheets so users need to go to the UI and see the stats there (or pull the data via API). How does a non-programming marketer deal with this situation when he or she wants to have the call data in Google Sheets?

In today’s article, I will describe how to actually extract call data to Google Sheets in real time.

There are two routes which we can take to solve the problem:

1. Use Supermetrics for Google Sheets for ex-post reporting. Ideal for pulling historical data. Applies both to CallRail calls and CallRail forms.
2. Use automation platform called Integromat for real time reporting. Calls only.

Supermetrics for Google Sheets

Supermetrics team added Callrail connector to their suite in March 2021. The connector allows you to extract CallRail data ex-post – so e. g.  you can extract year-to-date period during a query run. How to set this up?

First of all, you’ll need to install Supermetrics for Google Sheets add-on to your Google account. Get the add-on here:

GO TO SUPERMETRICS

Supermetrics for Google Sheets is a paid product BUT they offer trial so you can play with it for free.

Once, the add-on is installed, launch it:

In Data Sources, find CallRail:

You will be asked to enter your CallRail API key but you have don’t have it yet. You have to first create the key in the CallRail interface.  In your CallRail account, click the profile icon in the top left corner => My Profile => Security => API Keys => Create API V3 Key.

GO TO SUPERMETRICS

Once you have the key, enter it into the prompt screen and click the “START” button:The browser tab will close after a while and you will be able to configure your CallRail report in the Supermetrics add-on:

You are asked to define:

1. Accounts where to pull the data from
2. Report configuration – CALLS or FORMS
3. Period
4. Metrics – all metrics which are available in the CallRail UI are also available here
5. Dimensions – all dimensions which are available in the CallRail UI are also available here
6. Filters – optional
7. Options – a few config options for advanced users

My sample report configuration looks like this:

I am pulling calls, missed calls, abandoned calls, voicemails by date during this year along with customer phone numbers and device. After pressing the big blue “Get Data to Table” button, the CallRail data will appear in the Google Sheet:

You’ll probably want to refresh the data regularly, so locate the “Schedule” button:

Then add a trigger:

And set up your schedule:

And that’s pretty much it for the Supermetrics route. Let’s now look at the other option.

GO TO SUPERMETRICS

Integromat

As mentioned in the beginning of the article, Integromat is perfect for pulling real time data.

GO TO MAKE

Within Integromat, we will be using its Webhooks and Google Sheets modules. The idea is to:

1. Generate a webhook Integromat which will be receiving the data from CallRail.
2. Enter this webhook into CallRail.
3. Process the received data into a Google Sheet.

Overall, this setup should not take you more than an hour even if you are Integromat newbie. The output will be this CallRail data passed to Google Sheet automatically:

The Integromat Process

As you expect, the first step is to open an Integromat account. For testing purposes, they have a free tier so you don’t have to pay a dime before you make a call whether it’s worth it or not. Personally, I am on the $10/month plan and I am just fine.

Once your new account is ready, you need to create a new scenario by clicking this button in the top right corner of the screen:

Then you need to search for webhooks:

Once you find the “Webhooks” module, select it and click “Continue” in the top right corner:

You will be then taken to the “scenario diagram” canvas. Click the webhook icon at the bottom and then select “Custom webhook”:

GO TO MAKE

New module will appear in your canvas.

Then we need to solve the “default module” problem. I am not sure why the scenario does not start with the Webhooks module itself when you clearly want to start with it but Integromat always keeps the default module with the scheduling clock in the canvas. So we need to get rid of all that junk like this:

You will notice the scheduling clock changes to “thunder”. Why? There is nothing to schedule in case of the Webhooks module since it works in real-time.

As the next step, doubleclick the big Webhooks module icon, a small window will open, click the “Add” button, then type the “Webhook name” and fill out IP restrictions if they are any (likely not, you can leave it blank). The click “Save”.

Once you new webhook is saved, a webhook URL is generated. Copy that URL and go to the CallRail UI. Don’t close this Integromat window. If you read carefully, you will see that “Integromat is now listening for the data and…” – we’ll make use of this shortly.

In CallRail UI, go to your account “Settings” and find “Integrations”:

Scroll down and find “Webhooks”. Click “Configure”:

You will be taken to a page where you will see several “events” about which you can be notified:

• Pre-call
• Post-call
• Call Modified
• Outbound Post-Call
• Outbound Call Modified
• and a few more…

Personally, I usually use only “Post-Call” notifications because I simply need to count the number of finished calls and nothing else.

So once you make your choice of the event, paste the Integromat webhook URL into the empty fields (or click “Add Another URL” if you see no empty fields), scroll down the page and click “Update” (or “Save”) button. This is how it looks in my case:

GO TO MAKE

Now it’s time to go back to Integromat. You should get back to the point where you previously left – when “Integromat was listening for the data”. Now take your phone and dial one of your CallRail numbers from the account with the new webhook.

Shortly after, you’ll see the “Successfully determined” message which means that Integromat learned the structure of the CallRail data and is now able to work with it in the subsequent steps. Now, you can click “OK”.

The next step is to create a new Google Spreadsheet. Just simply go to your Google Drive and create it there. My spreadsheet will be called “CallRail Data to Google Sheets”. Since I know what comes next, I also add headers for a selected set of columns which I will be importing from CallRail. I’ve selected 8 columns but there are many more available to import.

Now go back to Integromat and add Google Sheet module into your scenario (you might be asked for your Google credentials at this step):

Select “Add a Row” action:

The tricky part starts right here. In this step we will be telling Integromat to take the data from the webhook and paste it to the Google Sheet. You need to select the spreadsheet which you just created, then select the right sheet within the spreadsheet.

And then there is the “Values” section. You need to map the received data from CallRail to the columns in the Google Sheet.

You can leave the Spreadsheet ID and Sheet fields blank.

Let’s start mapping the fields. Click the “id” column and a new suggestion window will open on the right hand side. Drag’n’drop the id field from the right to the left. Repeat the process with all the fields you need to fill in. You can see that there are many fields which can be extracted from CallRail but of course you can use only some of them.

Note that the following screen is from a different Integromat scenario and not all the fields match with the previous images.

Once you are done with field matching, click the blue “OK”. You will see your finalized scenario. Save it and then “turn it” on at the bottom left corner:

The scenario will now start listening and recording the CallRail data into Google Sheet. In my case, this is how the data looks after a few days:

GO TO MAKE

Conclusion

As you can see, it’s not that difficult to get CallRail data into Google Sheets. The basic question is which option to choose?

1. If you need to download historical data just once a day and you don’t really need real time data, go for Supermetrics for Google Sheets. Another reason to go for Supermetrics is the fact that it allows you to pull even form data. Integromat cannot do that.
2. If you need to get real time data without forms, go for Integromat.

Disclaimer: If you end up buying a Supermetrics or Integromat license, I may get a commission.