How to Get CallRail Data to Google Sheets

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 (not forms) to Google Sheets in real time. The trick will be to use an automation platform called Integromat.

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:
1 - CallRail Data Sample

The 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:

New Integromat Scenario

Then you need to search for webhooks:
Integromat - 2 - New Scenario

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”:

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:
Clock Drag n Drop

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”.

Google Leads to Google Sheets - 7 - Webhook Config

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.
Google Leads to Google Sheets - 8 - Webhook Created

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

Scroll down and find “Webhooks”. Click “Configure”:
2 - CallRail Integrations - Webhooks

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:3 - CallRail Integrations - Webhook Entered

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”.
4 - CallRail Integrations - Webhook Determined

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.
5 - CallRail Integrations - Sample Google Sheet

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

Select “Add a Row” action:
7 - Integromat and CallRail Integrations - Add a Row

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.

8 - Integromat and CallRail Integrations - Sheet Specs

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.
9 - Integromat and CallRail Integrations - Field Mapping

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:
10 - Integromat and CallRail Integrations - Save and Schedule

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:
11 - Integromat and CallRail Integrations - Sheet with Data

Conclusion

Having CallRail data sitting just in CallRail UI is an OK solution but having CallRail data sitting in a Google Sheet is a much better solution and every digital marketer should take an advantage of that. 🙂

GO TO INTEGROMAT

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

 

2 thoughts on “How to Get CallRail Data to Google Sheets

    1. Hi Leandra,
      sorry, don’t understand the question. The link you’ve provided seems quite self explanatory.

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