Guide: Using CallRail with Databox


How to connect CallRail to Databox


How to connect CallRail to Databox

To connect a CallRail Account in Databox, go to  Data Sources > + New connection. Type CallRail in the search bar and click on the green Connect button. 

This will open the  Authorization window, which is where you will be prompted to enter your API Key. You can find this in your CallRail Account by navigating to User Profile > View Profile > API Keys. If there is not API Key available, click Create New API Key. 

How much historical data is synced when you first connect CallRail to Databox?

When you connect a new CallRail Data Source in Databox, 15 months worth of historical data is initially synced. 

Certain Metrics may have more or less historical data available. For more information about the amount of historical data available for a specific Metric, please contact our Support Team at [email protected]

Pro Tip: Once your CallRail Data Source is connected and actively syncing data, we store the data that's collected in our own database. This allows us to accumulate more data over time as more data syncs are made so that you can report on more historical CallRail data in your Databox reports. Learn more here

What time zone does CallRail data sync in? 

CallRail data is synced in UTC.

How many API calls does Databox make to CallRail's API

For every Basic Metric that is used on a Databoard, Databox makes 1 API call to CallRail's API. If all Basic CallRail Metrics are used on Databoards in a paid Databox Account, there will be ~24 API calls to CallRail's API every hour. 

For example, if 4 Basic CallRail Metrics are used on a Databoard, then Databox will make 4 API calls to CallRail's API/ hour to sync this data. 

For every Custom Metric that is created, Databox makes 1 API call for each Date Range selected, plus 1 API call for each Comparison Period (i.e., Previous Period or Same Period Last Year). 

For example, if 4 Custom CallRail Metrics were built, each with 6 Date Ranges selected and the Comparison Value set to "Previous Period," Databox will make (6 Date Ranges + 6 Previous Periods) * 4 Custom Metrics = 48 API calls to CallRail's API/ hour to sync this data. 

Once a day and once a month there are regularly scheduled syncs to update  all CallRail Metrics, whether they're used on Databoards or not. The daily data sync makes 28 API calls to CallRail's API each day, while the monthly data sync makes 14 API calls to CallRail's API each month. These API calls are done in addition to the hourly fetching cycle.

How to increase the API request limit for a CallRail Account

Many Agencies use 1 central CallRail Account for all of their Clients. This means the same CallRail Account is connected in multiple Databox Accounts (Agency Account + Client Accounts). Often, this results in Agencies hitting CallRail's 1000/ day (100/ hour) API request limit. 

In order to increase your CallRail API limit, you must contact CallRail's Support Team. Rate limits can be increased by their team on a case-by-case basis. In most cases, there is no charge to increase limits, but CallRail will ask a few questions about the use case before proceeding. Those questions are outlined below. 
1. What does your integration accomplish? 
Databox is a centralized reporting tool that allows users to access all of their analytics in one place. 
2. What causes your application to request data from our API? How often does this occur? 
For paid Databox plans, data is requested hourly. For free Databox plans, data is requested daily. 
3. Are you storing data fetched from the API? 
Yes, but Databox continues to make API calls for historical data to account for any changes in the data. 

How to access pre-built CallRail Templates

 Navigate to the Databoards > Template Library  
 In the Data Source drop-down list, select CallRail
 To view a preview of the Template populated with dummy data, click Preview
 To pull the Template into your Account and re-populate it with your own CallRail data, click Use Template
 Select the appropriate CallRail Data Source from the drop-down list to complete the process. The Databoard will be re-populated with data from the selected CallRail Account and can be found on the  Databoards page
Pro Tip: Once the Databoard is available on the Databoards page, it is completely disconnected from the public Template. Therefore, you can further customize this Databoard to meet your specific needs using the Designer.

Popular CallRail Templates

CallRail Overview CallRail Source and Keyword Performance
This dashboard shows the responsiveness of your sales team to incoming calls. It also shows where new calls originate.
This dashboard measures source & keyword performance by comparing calls by first time callers, total calls and the average duration of all calls.

How to build a Databoard using CallRail data


Popular Use Cases

Learn more about popular CallRail use cases here.

Popular CallRail Metrics

Total Calls Form Submissions Total Calls by Source

First Tim Callers Missed Calls Total Calls by Company

View a full list of CallRail Metrics available in Databox here.

How to build a Databoard

 Navigate to  Databoards > + New Databoard > Start Blank
 Click on the Datablock Library icon on the lefthand side of the Designer
 Select the appropriate CallRail Account from the Data Source drop-down list in the Datablock Library
 View the list of pre-built CallRail Datablocks in the Datablock Library. Drag and drop your selected Datablock onto your Databoard    

 If a pre-built Datablock isn't available for your use case, click on the  Visualization Types icon under the Datablock Library icon

 View the list of Visualizations available in Databox. Drag and drop your selected Visualization onto your Databoard
 Click on the Datablock on the Databoard to open the corresponding Datablock Settings on the righthand side of the Designer
 Select the appropriate CallRail Data Source and Metric in the righthand Datablock Settings. This will update the Datablock and it will populate the Datablock with the corresponding data
 Complete steps 4-8 until your Databoard is complete

How to use the Query Builder for CallRail

The Query Builder for CallRail allows you to create Custom Metrics based on Company, Keyword, Campaign, and more. 

Learn more about the Query Builder for CallRail  here

Additional Information

Granularity Restrictions

Granularity refers to the level of detail present in a set of data. If granularity restrictions are present, the visualization options for Charts like Line Charts, Bar Charts, etc. may be affected. Learn more about Granularity here

  • Total Calls, Missed Calls, Answered Calls, First Time Callers, Leads, Form Submissions, and Average Duration: Daily granularity/ daily data is not available for these Metrics. 
  • Attributed Metrics: Daily granularity/ daily data is not available for Attributed Metrics. Attributed Metrics typically have "by" in the Metrics name, like "Total Calls by Source," "Missed Calls by Company," "Answered Calls by Keyword," etc. 
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