Connecting CallRail to Aesthetix CRM with inbound webhooks lets you track calls into the CRM and pass CallRail call recordings and source details back onto each contact. The integration captures post-call data after a call completes and logs it natively in the CRM, so your team can see call recordings, the number that was called, and where the call came from, all on the patient's record. This guide walks through the setup end to end.
CallRail sends a post-call webhook to a unique Aesthetix CRM webhook URL every time a tracked call completes. A workflow catches that data, matches or creates the contact by phone number, maps the call source into custom fields, and logs the call, including its recording, against the contact. Once configured, the data appears seamless in the CRM alongside your other call activity. For how logged calls appear and how to work with call recordings in the CRM, see the Phone collection.
Access CallRail settings. Log in to your CallRail account and go to Settings. Under Phone Numbers, open Integrations and click Manage.
Add a webhook integration. Select Add Integrations, find Webhooks, and click Enable to activate it.
Configure the webhook. Choose Post-call Webhooks so data is captured only after a call has completed. If you also use CallRail for outbound calls, configure a webhook for outbound calls as well.
In Aesthetix CRM, create a workflow with an Inbound Webhook trigger.
Copy the unique webhook URL that is generated.
Return to CallRail and paste the webhook URL into the integration setup, then save.
Make a test call. Call one of your CallRail numbers, stay on the line for 20 to 30 seconds, then hang up.
Verify the data. In Aesthetix CRM, click Check for New Requests under the webhook trigger. Confirm the test data populates correctly and includes details such as the recording URL, source name, and source URL.
Save the webhook. Once the test data is verified, save the webhook. This step is required so the URL is not regenerated repeatedly.
Create a dedicated folder for CallRail under Custom Fields, then add fields to store the call source details:
CallRail Number Name (Single Line Text)
CallRail Source URL (Single Line Text)
Use these fields to store and filter call data as needed.
Map the incoming data. In the workflow triggered by the inbound webhook, map the payload fields:
Customer Phone Number: used to create or match the contact.
Source Name: maps to the CallRail Number Name custom field.
Source URL: maps to the CallRail Source URL custom field.
Add a Log External Call action. Record the call details, including call direction (inbound or outbound), the call date (recorded automatically), and the business phone number for inbound calls or the "From" number for outbound calls. Use the recording URL from the webhook to attach the call recording.
Branch inbound and outbound calls (optional). Use an If/Else condition to separate handling for inbound and outbound calls, and map the appropriate fields for each direction.
Log completed calls only. Confirm the webhook is set to capture and log only completed calls, and use the recording URL from the webhook to log the recording.
Assign the contact source. Check whether the contact's Source field is empty. If it is empty, set it to the CallRail Number Name. If it already has a value, keep the existing source.
Test the workflow. Simulate calls to verify that all fields, recordings, and actions are logged correctly.
Confirm native logging. Make sure the data appears seamless in the CRM, including call recordings and source details on the contact.
Why use a post-call webhook instead of a real-time one? A post-call webhook fires after the call completes, so the payload includes the full call data, including the recording URL, which is what you want to log on the contact.
How does the CRM know which patient the call belongs to? The workflow uses the customer phone number from the payload to match an existing contact or create a new one.
Do I need to save the webhook after testing? Yes. Saving the webhook after you verify the test data is mandatory, otherwise the URL can be regenerated and you will have to reconnect CallRail.
Can I track both inbound and outbound calls? Yes. Enable a post-call webhook for inbound calls and, if you use CallRail for outbound, configure an outbound webhook too, then branch the workflow with an If/Else condition.
What custom fields should I create? At minimum, create CallRail Number Name and CallRail Source URL as single-line text fields in a dedicated CallRail folder, so you can store and filter call source data.
Will call recordings show up in the CRM? Yes. The webhook payload includes a recording URL, and the Log External Call action uses it to attach the recording to the logged call.
Where do I see the calls once they are logged? Logged calls appear natively in the CRM on the contact record. See the Phone collection for how call logging and recordings are handled across the CRM.
What should I do if test data does not appear? Confirm the webhook is enabled and set to post-call in CallRail, that the correct webhook URL is pasted into CallRail, and that you stayed on the test call long enough, then click Check for New Requests again.
