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CallRail report building guide

Use the CallRail data source connector to create a report to analyze your calls, forms, and keywords mentioned during calls. You can also discover the seasonal changes in calls and develop your sales calls by having a monthly updated call report at hand at all times.


For a full list of metrics and dimensions available in our CallRail data source connector, take a look at our CallRail documentation.


Once you've connected to CallRail, you're ready to create your first query in Google Sheets, Looker Studio (formerly Data Studio), or Excel.


Query types for this data source

When connecting to the CallRail data source, you need to select a query type. The query type defines what sort of metrics and dimensions are available.

  • Calls
    • Returns data on calls and leads acquired through calls. Find metrics like the number of calls, answer rate, call duration, lead amount, and lead value.
    • Gathers data about call insights by splitting the data by time, call source, number, or agent. This can help with resource planning and identifying the best-performing agents.
    • Gathers data on a specific call and fetches direct links to recordings.
  • Form submissions
    • Returns data on form submissions and leads acquired through forms. Find metrics like the number of form submissions, lead amount, and lead value.
    • Gathers lead insights by splitting the data by time or by source. You can also fetch all form submission data to dig into specific answers.


Try these queries

See the following use cases for examples on how to use the metrics and dimensions.


See answer rate, call duration, and first callers

Take a look at the total number of calls, call answer rate, average call duration, and number of first-time callers.


Use the "Call data" query type.


The "Calls" metric shows the total number of calls. The "Answer rate" metric shows the percentage of calls that were answered. The "Avg. call duration (sec)" metric shows the average duration of a call. The "First time callers" metric shows the number of calls that were answered.


For best results in Looker Studio, use the table chart type.

  1. Set the date range to This month to date.
  2. Select the Calls, Answer rate, Avg. call duration (sec), and First time callers metrics.
  3. Select the Date dimension to split the query results by date.


See form submission

Explore the first-time submissions and form submissions 


Use the "Form submissions" query type.


The "First-time submissions" metric shows the number of times where a form is submitted and is the first form submitted from a person. The "Form submissions" metric shows the number of form submissions.


For best results in Looker Studio, use the time series chart type.

  1. Set the date range to Year to date.
  2. Select the First-time submissions and Form submissions metrics.
  3. Select the Landing page URL dimension to split the results by the URL of the page the caller first landed on.


See call statistics

Take a look at how many of your calls were answered, missed, or abandoned. In this example, we view this data for the last 7 days, and fetch information about the company the call was made from and the marketing source that led to the phone call.


Use the "Calls" query type.


The "Calls" metric shows the total number of calls. The "First-time callers" metric shows the number of calls that were answered. The "Abandoned calls" metric shows the number of calls that lasted for less than 15 seconds. The "Answered calls" metric shows the number of calls that were answered. The "Missed calls" metric shows the number of missed calls.


For best results in Looker Studio, use the time series chart type.

  1. Set the date range to Last 7 days.
  2. Select the Calls, First time callers, Abandoned calls, Answered calls, and Missed calls metrics.
  3. Select the Company name, Date, and Source dimensions.


Set up scheduled refreshes for your reports

You can set up scheduled refreshes for your reports created in Google Sheets and Excel. Follow the instructions on how to create and manage scheduled reports in Google Sheets and how to set up scheduled report triggers in Excel.


In Looker Studio, you can have a copy of your report emailed to you and important stakeholders at regular intervals.


More resources

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