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Create a New CallRail Campaign
Create a New CallRail Campaign
Updated over a week ago

This document provides step-by-step instructions on how to successfully set up a new CallRail campaign within the Inbound application. Keep this document open for reference as you begin to set up your campaign.

To begin, click on the Campaigns tab at the top of the screen. This is located in between My Leads and Reporting. On this screen, navigate to the top right corner and click on the button that says “+ New Campaign.”

1. Select the Integration Type

Each time you create a new campaign within the Inbound app, you will view a list of the available integrations. Below is a list of the compatible integrations:

Click on the CallRail icon. Then, at the top of the page, click Continue.

2. Select Property

After advancing to the next step, you will see this menu on your screen:


In the Campaign Name field, enter a descriptive name for your CallRail campaign. This may include the name of the business or a description of the offer.

Under Select Account, you will need to select the CallRail account you wish to use for this campaign setup. Most clients will likely only have one account. However, the platform allows for multiple accounts with multiple companies underneath them. This menu essentially accounts for those additional features.

Once you select the account and the company, the final dropdown under Select Tracking Numbers should display those tracking numbers associated with the company.

The flow of your CallRail assignments looks like this:

CallRail account -> Company within that account -> Tracking numbers for that company

The Add to CRM feature is optional. Turning this ON will automatically add any leads from this CallRail campaign to your Contacts application. You can then choose whether you would like to add these leads to your CRM as a People or Business contact. If you do not wish to automatically add the lead information to your Contacts app, make sure that you highlight OFF.

3. Automatically Create New Deals

You have the option to automatically create new deals within the Deals app each time you integrate a new lead. This app allows you to easily track and manage your deals and sales pipelines’ status while also measuring how many deals are won or lost.

If you wish to automatically create new deals, select “Yes, Create New Deals.” This will take you to the following step located below.

If you are not interested in this function select “No, Don’t Create New Deals.” Then, jump ahead to step number 5.

4. Select Deal Pipeline & Stage

By selecting yes, you will now load a new menu that asks you to select a Pipeline for use as well as the Deal stage where you would like to place your new lead.

In our example above, we place our new CallRail lead into our Sales Pipeline. Then, we may choose to enter our new leads into the Qualified deal stage, indicating that they’ve completed the form and qualified for the campaign offer.

You may place your leads at any deal stage that makes sense for your company’s workflow.

Note - You must create a Pipeline and Deal Stages within the Deals application. You cannot create a new Pipeline from here. After you create the Pipeline you wish to use, return here to complete your funnel integration.

5. Sales Rep Distribution

Next, you will need to select the Sales Representatives from your team that you wish to assign to new leads. Selecting one user will automatically assign all leads from this campaign to that individual.

If you select more than one individual, the system will automatically alternate which lead is assigned to whom. There is no limit to the number of sales representatives you can assign to a campaign.

After selecting a user, you will then need to select a phone number to push SMS notifications regarding your new leads. The dropdown will automatically reveal all phone numbers you have associated with this user. These users are those who have access to this particular account, and should not be confused with users in your Contacts application.

If the user does not have a phone number on file, you will find an entry that says “Add New Number” allowing you to do so.

You can utilize the button on the left to select the country of origin for the phone number. Then, you can enter the phone number in the field provided. Once this step is complete, click the blue checkmark.

Note - You do not have to send out notifications. In the next step, we will show you how to disable SMS notifications if you wish to do so.

Finally, click the Continue button at the top of the page.

6. Select Notification

In this step, we will select the type of notification we wish to send to our sales representatives whenever our campaign receives a new lead. Our platform provides the following options:

  • Only Send Email

  • Only Send SMS

  • Send Email + SMS

  • No Notifications

If you select No Notifications, you may proceed to step 9.

7. Setting Up Your Email Notification

The following steps will correspond to the option of your choosing. If you select an option with an email notification, you will now see a menu that looks identical to the email form we use in our Templates application.

The From field is the user whose name will display when the recipient receives the notification. You can select it from the dropdown menu.

The Subject field is the topic of your email. You may call this “New Lead from X Campaign,” for example.

The open text field is where you will enter the body of your message. There is no limit on the number of characters you can use for your email notifications.

Attachments have a cumulative maximum file size of 20MB. There is no limit on the number of files you can attach as long as they remain below the size limit.

Personalize gives you the ability to automatically inject information you have on file associated with the lead or the team member you are contacting. You can learn more about how to utilize personalization options using our help article found here.

Finally, you can utilize the Use Template option to quickly set up a notification message rather than creating one from scratch. Our Templates app allows you to create any number of SMS or email templates to optimize your workflow in situations like these. You can learn more about how to create templates using our help article found here.

Once your email notification is complete, you can test the message by entering an email in the bottom field and selecting Send Test. If you are ready, click Continue at the top of the page.

8. Setting Up Your SMS Notification

The process of setting up an SMS notification is nearly identical to the process explained above. SMS notifications do not include a Subject field and do not support attachments. Otherwise, you may personalize or use a pre-made SMS template as you can with emails.

Warning - SMS notifications are charged differently than emails. Our platform utilizes a credit system at the cost of 1 Credit for every 160 characters in your SMS notification. You will also expend 1 Credit whenever you test your SMS notification. Click here to learn more about our Credit system for templates and notifications.

After you complete these steps, click Continue at the top of the page.

After completing this process, your webhook is complete. Click back to the Inbound application page, and click Continue at the top of the page. You should now receive this notification indicating that you completed the necessary steps:

Verifying Your Campaign Setup

Finally, you can verify that the process is complete by clicking back to the Campaigns tab within the Inbound application. You should now see your new campaign at the top of the list. Individual leads will now appear under the My Leads tab.

If you wish to do so, you can complete a test call with your tracking number. Your Inbound app should update shortly with your new lead information. The left will also update the filtering categories in real-time, indicating to your sales team that you have a brand-new, hot lead. You can then verify that the right campaign is displaying and that the lead is assigned to the appropriate representative.

Note - If for some reason the CallRail integration fails to connect, our system will automatically provide you with a webhook URL that connects directly to our dashboard. If you receive this error message and the URL, follow these steps:

  1. Copy the webhook URL. You will need this later.

  2. Log in to your CallRail account from their website.

  3. Click on Settings at the top of the page.

  4. Within the Integrations Library, use the search bar to look for Webhooks.

  5. Select the company from your CallRail account that you wish to associate with your Inbound application. This should be the same company you selected at the start of this setup process.

  6. On the next page, scroll down through the fields and locate Post-Call. Paste the webhook URL here.

  7. Go to the bottom of the page and click Update.

With that - you’re all set! Congratulations on setting up your brand new CallRail campaign within your dashboard!

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