How to setup CallRail Integration with Webhooks

Please review the video below to learn how to set up Call Rail to track calls into Aesthetix CRM and even pass CallRail recordings back into the CRM.

This guide provides a step-by-step walkthrough for integrating CallRail with Aesthetix CRM using inbound webhooks. The integration captures post-call data, including call recordings, and logs it into the CRM for better tracking and management.

Step 1: Set Up Webhooks in CallRail

1. Access CallRail Settings:

   • Log in to your CallRail account and navigate to Settings.

   • Under Phone Numbers, go to Integrations and click Manage.

2. Add a Webhook Integration:

   • Select Add Integrations and look for Webhooks.

   • Click Enable to activate the webhook integration.

3. Configure Webhook Settings:

   • Choose Post-call Webhooks to capture call data only after the call has been completed.

   • If using CallRail for outbound calls, configure a webhook for outbound calls as well.

Step 2: Set Up Webhook in Aesthetix CRM

1. Create an Inbound Webhook Trigger:

   • In Aesthetix CRM, create a Trigger for Inbound Webhook.

   • Copy the unique webhook URL generated.

2. Paste the URL in CallRail:

   • Return to CallRail and paste the webhook URL into the integration setup.

   • Save the settings.

Step 3: Test the Webhook

1. Perform a Test Call:

   • Make a call to one of the CallRail numbers. Stay on the line for 20–30 seconds, then hang up.

2. Verify the Webhook:

   • In Aesthetix CRM, click Check for New Requests under the webhook trigger.

   • Ensure test data populates correctly, showing call details like recording URL, source name, and source URL.

3. Save the Webhook:

   • Once test data is verified, save the webhook. This step is mandatory to avoid regenerating the URL repeatedly.

Step 4: Create Custom Fields in CRM

1. Add Custom Fields:

   • Create a folder specifically for CallRail in Custom Fields.

   • Add the following fields:

     • CallRail Number Name (Single Line Text)

     • CallRail Source URL (Single Line Text)

2. Use these fields to store and filter call data as needed.

Step 5: Build the Workflow

1. Map Data in Workflow:

   • Create a workflow triggered by the inbound webhook.

   • Map fields from the webhook:

     • Customer Phone Number: Used to create or match contacts.

     • Source Name: Maps to the CallRail Number Name custom field.

     • Source URL: Maps to the CallRail Source URL custom field.

2. Add External Call Logging Action:

   • Add a Log External Call action to record call details, including:

     • Call direction (inbound or outbound).

     • Call date (automatically recorded).

     • Business phone number for inbound calls or the “From” number for outbound calls.

3. Branch Inbound and Outbound Calls (Optional):

   • Use an If/Else condition to separate workflows for inbound and outbound calls.

   • Map appropriate fields for each direction.

Step 6: Handle Post-Call Data

1. Log Completed Calls Only:

   • Ensure the webhook is set to capture and log only completed calls.

   • Use the recording URL from the webhook to log call recordings.

2. Assign Contact Source:

   • Check if the Source field is empty:

     • If empty: Update the source field with CallRail Number Name.

     • If not empty: Retain the existing source.

Step 7: Review and Test

1. Test Workflow Execution:

   • Simulate calls to verify all fields, recordings, and actions are logged correctly in Aesthetix CRM.

2. Confirm Native Logging:

   • Ensure the data appears seamless in the CRM, including call recordings and source details.

By following these steps, you can successfully integrate CallRail with Aesthetix CRM using inbound webhooks. For further questions or assistance, feel free to reach out to the support team.