If you’re using phone systems to track team performance, you know raw call data is gold—if you can actually get your hands on it. This guide is for sales managers, support leads, ops folks, or anyone who needs to pull real call stats out of Aircall and turn them into something useful. We’ll cut through the fluff and get straight to what works, what to watch out for, and how to avoid wasting time.
Why Export Call Data from Aircall?
Aircall’s dashboards are fine for a quick look, but they’re not built for real analysis. If you want to:
- Slice performance by hour, agent, or queue
- Spot trends over time
- Build custom reports
- Merge call stats with CRM or helpdesk data
…you’ll need to get your data out.
A lot of folks get stuck here—not because it’s hard, but because Aircall doesn’t make exports obvious or super flexible. Let’s walk through the practical steps.
Step 1: Figure Out What Data You Actually Need
Before you click anything, get clear on your goals. Exporting everything “just in case” gives you a mess.
Ask: - Are you tracking call volume? Duration? Missed calls? - Need per-agent stats, or just team totals? - Want to see call tags, notes, or CRM links?
Pro tip: Make a quick list of the questions you want to answer. This will save you from staring at a spreadsheet full of columns you don’t care about.
Step 2: Exporting Call Data from Aircall
There are two main ways to grab your call data: the built-in export tool and the API. Here’s how they actually work.
Option 1: The Aircall Dashboard Export
This is the easiest route for most folks.
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Log in to Aircall Dashboard
You’ll need admin or supervisor rights. -
Go to the Analytics Section
Click on “Analytics” or “Statistics” (the exact label depends on your plan). -
Set Your Filters
- Pick your date range (usually up to 1 month at a time).
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Filter by number, team, or user if needed.
-
Export
- Look for the “Export” or “Download” button, usually top right.
- Choose CSV or Excel format.
- The file should arrive in your inbox or download directly.
What works:
- Quick, no setup.
- Good for basic stats, recent data.
What doesn’t:
- Data is sometimes limited (date ranges, columns).
- No automation—manual every time.
- Can be slow for big exports.
Option 2: Use the Aircall API
If you need regular exports, more detail, or want to automate things, the API is the way to go. But it’s a bit more work.
- Get API Access
- You’ll need an Aircall account with API permissions.
-
Generate API credentials from the dashboard (under “Integrations”).
-
Read the API Docs
- Aircall’s docs are decent, but not always crystal clear.
-
The main endpoint you’ll want:
/calls -
Pull Your Data
- Use a tool like Postman, or write a script (Python is popular).
- Set parameters for time range, filters, etc.
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Paginate if you have a lot of calls—Aircall limits the number you can pull per request.
-
Export to CSV
- Save the returned data as CSV or feed it straight into your BI tool.
What works:
- Full data, including metadata like tags, notes, recordings.
- Can automate daily/weekly pulls.
- No limit on time range (other than API rate limits).
What doesn’t:
- Requires some technical skill.
- API rate limits can slow you down for big accounts.
- Docs can be vague—expect some trial-and-error.
Ignore:
- Any “magic” third-party tools promising instant analytics unless you can test them with your data. Many just repackage the same exports.
Step 3: Cleaning Your Data
Raw call logs are messy. Here’s how to avoid spreadsheet hell.
- Check time zones: Aircall exports often default to UTC.
- Remove junk columns: Keep only what matters (call time, duration, agent, outcome, notes).
- Standardize outcomes: Aircall uses terms like “answered,” “missed,” “voicemail”—make sure you know what each means.
- Handle duplicates: Sometimes exports include both legs of a call, or internal transfers show up as separate entries.
Pro tip: If you’re doing this regularly, set up a template in Excel or Google Sheets with all your cleanup steps saved as macros or scripts.
Step 4: Analyzing Call Performance
Now you’ve got clean data—what should you actually measure? Don’t fall into the trap of tracking everything just because you can.
Core Metrics That Matter
- Total Calls: Inbound and outbound. Simple, but tells you volume.
- Answered vs. Missed: Shows availability and possible staffing issues.
- Call Duration: Watch out for averages hiding outliers. Median is often more useful.
- First Response Time: How long until someone answers.
- Wrap-up Time: Time between calls—are people slammed or dragging?
- Per-Agent Stats: Stack agents side-by-side. Look for outliers, not just top performers.
- Call Outcomes: What percentage resolved on first call? How many escalated?
Ways to Analyze
- Trend Over Time: Compare week-to-week or month-to-month.
- Busiest Hours: Spot peak times for staffing.
- Team vs. Individual: Is a team overloaded, or is it just a few reps?
- Tag Analysis: If you use tags for call reasons, see what’s eating up time.
Ignore:
- Vanity metrics like “total talk time” unless you know why you’re looking at them.
- Overly complex formulas. If you can’t explain it to your team in a sentence, skip it.
Step 5: Visualizing and Reporting
Numbers in a spreadsheet are fine, but charts make trends pop.
- Excel/Google Sheets: Good enough for most teams. Use pivot tables for slicing by agent or outcome.
- BI Tools (Tableau, Power BI, Looker): Helpful if you’re merging with other data, but don’t get sucked into building dashboards no one checks.
- Share Regularly: Send a weekly or monthly snapshot. Keep it simple—people won’t read a 20-page report.
Pro tip: Focus on “What’s changed?” and “What needs action?” Don’t just dump data and call it a day.
Step 6: Automate (If You Need To)
If you’re doing this once a quarter, manual exports are fine. If you’re pulling data every week (or more), automate it.
- Set Up Scheduled Exports: Some plans let you schedule exports—worth checking.
- Scripts: Use Python or Zapier to automate API pulls and push data to Google Sheets or your BI tool.
- Document Your Process: So you’re not the only one who knows how it works.
Ignore:
- Over-engineering. If your automated setup takes longer to build than just exporting by hand, it’s not worth it.
Honest Takes: Aircall’s Strengths & Weaknesses
What Aircall does well: - Makes it easy to get basic call stats out. - API is flexible (if a bit under-documented). - Data is reliable and exports are accurate.
Where it falls short: - Manual exports are clunky for power users. - No real-time streaming or webhook for full call logs (as of this writing). - Some plans restrict access to deeper analytics or longer export windows.
Workarounds: - Use the API when you need more than a month’s data. - For big teams, budget time for data cleanup—exports aren’t always “plug and play.”
Keep It Simple, Iterate, and Don’t Chase Perfection
Exporting and analyzing call data from Aircall isn’t rocket science, but it’s easy to overcomplicate. Start with the basics, get a feel for your data, and build from there. Your goal isn’t a perfect dashboard—it’s spotting real issues and making better decisions, one step at a time.
Any process you can explain on a whiteboard is probably good enough. If you find yourself buried in tabs and macros, step back and ask: What’s actually helping us work smarter?
Happy exporting.