With Aesthetix CRM, you can set up sophisticated call tracking using number pools to gain deeper insights into your campaigns and customer interactions. Here’s how to set up and manage call tracking for optimal results.
Step-by-Step Calculation for How Many Phone Numbers You Need For Your Site
1. Understand Dynamic Number Insertion (DNI)
DNI works by assigning a unique tracking phone number to each user session (or to each source/medium depending on setup), so when someone visits the site, they see a unique number. This allows the software to attribute the call to a specific visitor.
2. Estimate Peak Concurrent Visitors
You don't need 10,000 phone numbers — just enough to cover peak concurrent sessions. Here's a common method to estimate:
Monthly visitors: 10,000
Daily visitors ≈ 10,000 ÷ 30 = ~333 visitors/day
Average session duration ≈ 3 minutes (typical)
Website active hours/day: 8 to 12 hours (adjust based on your audience)
Now calculate average concurrent users:
Concurrent Users=Visitors per Day×Session Duration (minutes)Active Minutes per Day\text{Concurrent Users} = \frac{\text{Visitors per Day} \times \text{Session Duration (minutes)}}{\text{Active Minutes per Day}}Concurrent Users=Active Minutes per DayVisitors per Day×Session Duration (minutes)
Assume:
333 visitors/day
3 minutes/session
10 active hours = 600 minutes
333×3600≈1.67\frac{333 \times 3}{600} \approx 1.67600333×3≈1.67
So you have about 2 concurrent visitors on average, but to plan for peaks (spikes), most recommend a buffer of 3–5x.
3. Apply a Buffer for Peak Traffic
Multiply the estimated concurrent users by a safety factor to ensure no collisions:
Safe factor: ×5
Estimated CTNs needed:
2×5=10 call tracking numbers2 \times 5 = \textbf{10 call tracking numbers}2×5=
10 call tracking numbers
**Note: You must have at least 4 phone numbers for call tracking number pools to be set up.
Step 1: To set up call tracking, create a Number Pool:
Click the dropdown and select Add Number Pool.
Choose Marketing Campaign (for a single number) or Visitor Activity (recommended for advanced tracking across reports).
Click Next to continue.
Step 2: Configure the Number Pool
Name Your Pool: Assign a descriptive name, e.g., “Google Ads Call Tracking Test.”
Choose Pool Size: The minimum pool size is four numbers (each costing approximately $1.50). More numbers may be necessary for larger campaigns (e.g., 8-10 numbers for high-spend campaigns).
Set Forwarding and Swapping Numbers:
Forward calls to a central CRM number.
The swapping number should match the forwarding number, ensuring that the pool numbers appear on your landing pages.
Optional Settings: Activate Call Recording if needed.
Step 3: Finalize and Activate Your Number Pool
Confirm the purchase of the additional numbers.
Local Area Codes: Optionally, select numbers with a local area code to match the campaign’s target location.
Click Activate to complete the setup, then review your number pool for confirmation.
Step 4: Set Up Number Swapping on Landing Pages
Copy the JavaScript Code: Access the Number Pool Info section for the JavaScript code needed for number swapping.
Copy this script to place it on your website’s landing pages.
Install on Landing Pages:
Paste the script in the closing
<body>tag of each relevant page.Save and preview your page to confirm that the number swap functions correctly. The number displayed should dynamically change based on visitor activity.
This number-swapping script captures detailed campaign data, including UTM parameters, ensuring accurate tracking and attribution to keywords searched on Google Ads.
Step 5: Create a Call Tracking Workflow
Go to Workflows and create a New Workflow for call tracking.
Add a Trigger:
Set the trigger to Call Signal Status and name it accordingly.
Add filters:
Incoming calls from the specified number pool.
Statuses for completed calls, including voicemail, no answer, and busy signals.
Add Actions:
Update Contact Source: Tag calls appropriately (e.g., “Google Ads”).
Condition: Use an if-else condition to avoid overwriting the source if it already exists.
Add Google Ads Conversion Tracking:
If you have a connected Google Ads account, add this to report conversions back to Google Ads.
Step 6: Update Inbound Call Workflows
Ensure that inbound call workflows specify the primary incoming number to prevent number pools from filtering into unrelated workflows. This is handled during onboarding for a smoother setup.
With number pool-based call tracking in Aesthetix CRM, you can measure campaign success down to individual keyword searches, improving reporting accuracy and maximizing ROI. For additional assistance, reach out to support.