If you’re swimming in call data from your sales or support teams but can’t make sense of it, you’re not alone. Spreadsheets and dashboards are supposed to make things clearer, but all too often, you end up with a mess of CSVs and some half-baked charts. If you use Callroot to track calls, you’ve got the raw data—but exporting it and actually getting insights is another story.
This guide is for anyone who wants to get their call data out of Callroot and into something they can actually use—whether that’s Excel, Google Sheets, or a proper data viz tool. We’ll go step-by-step through exporting your data, cleaning it up, and making useful charts. I’ll call out what works, what’s likely to break, and what you can safely ignore.
Step 1: Know What You Can (and Can’t) Export from Callroot
Before you even log in, it’s worth understanding what Callroot gives you and what it doesn’t. You’ll save yourself a lot of headaches.
What you can export: - Call logs (date, time, duration, caller/callee numbers) - Call source/campaign - Call recordings (links, not audio files themselves) - Call statuses (answered, missed, voicemail, etc.) - Tags and notes (if you use them)
What you can’t export (without workarounds): - Audio files directly in bulk (just links) - Fancy pre-made dashboards (you have to build your own) - Some real-time or “live” metrics (exports are usually historical)
Pro tip: Callroot’s exports are pretty basic—think CSV or Excel. Don’t expect a polished, ready-to-present report straight out of the box.
Step 2: Exporting Your Call Data
Here’s how to pull your data out of Callroot without getting lost in their menus.
- Log in and find the export option:
- Go to your Callroot dashboard.
- Navigate to “Call Logs” or whatever they call the raw call records section.
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Look for an “Export” button—usually top right or in a dropdown.
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Choose your date range and filters:
- Most exports let you pick a time frame (last week, month, custom).
- Filter by campaign, number, or tag if you want to focus your report.
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Don’t go too broad—massive exports are slow and can time out.
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Pick your format:
- CSV is your safest bet. Excel works too, but CSV is easier to clean if things get weird.
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If you need call recordings, double-check if links are included.
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Download and save:
- Exports might take a minute if you’ve got a lot of calls.
- Save the file somewhere obvious—don’t let it disappear in “Downloads.”
Watch out for:
- Callroot sometimes splits exports into multiple files if you have a lot of data. Keep them together and merge if needed.
- Headers can change over time if Callroot updates their features. Double-check columns if you use old templates.
Step 3: Clean Up Your Data Before Visualizing
This is the unglamorous part, but it’s where most people trip up. Bad data means bad charts.
Checklist before you import: - Open your CSV in Excel or Google Sheets. - Check for weird formatting: Dates as text, numbers with commas, missing values. - Delete or fix empty rows or columns. - Standardize column names if you’ll be merging with other datasets. - If you want to anonymize data (for sharing reports), scrub phone numbers or use “find and replace.”
Pro tip: If you see columns you know you won’t use—like “internal call ID” or “user agent string”—just hide or delete them. Less clutter = fewer mistakes.
Step 4: Choose Your Visualization Tool
Don’t overthink this. Use whatever you (and your team) are comfortable with. Here’s a quick rundown:
- Excel or Google Sheets: Fine for basic charts, quick pivots, and small-ish datasets.
- Google Data Studio / Looker Studio: Free, makes nicer reports, connects to Google Sheets.
- Power BI or Tableau: Overkill for small teams, useful if you already have them.
- Custom tools (Python, R, etc.): Only makes sense if you already know how to code.
What doesn’t work well: - Trying to build fancy dashboards directly in Callroot. Their built-in reporting is limited. - Using visualization tools that don’t play well with CSV/Excel (unless you enjoy fighting with import errors).
Step 5: Import and Set Up Your Data
The first import is usually the ugliest. Here’s how to get it working:
- Open your tool and import the CSV.
- In Google Sheets: File > Import > Upload.
- In Excel: Data > Get Data > From Text/CSV.
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In Data Studio: Connect Google Sheets or upload CSV.
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Double-check your columns.
- Make sure call times are recognized as dates/times (not text).
- Durations should be numbers (not “00:03:45” as text).
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Campaigns, tags, and statuses should be clear.
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Set up your first pivot or summary table.
- Total calls by day/week
- Calls by campaign/source
- Missed vs. answered calls
Pro tip: Don’t try to build every chart at once. Start with the one metric you actually care about—like “How many calls came from [campaign] last month?”
Step 6: Build Simple, Useful Visualizations
Don’t get seduced by fancy chart types. Stick to basics that answer real questions.
Charts that usually work: - Line chart: Calls over time (daily/weekly trends) - Bar chart: Calls by campaign or source - Pie chart: Call statuses (answered/missed/voicemail—if you must) - Heatmap: Calls by hour of day and day of week (if your tool supports it)
What to ignore: - 3D charts. They look cool, but they’re hard to read. - Overly granular breakdowns (like every single phone number). Trends matter more than outliers.
Pro tip: Color-code statuses (missed = red, answered = green) so it’s obvious what’s working.
Step 7: Share or Automate Your Reports
Once you’ve got something useful, don’t keep it to yourself.
Ways to share: - Export as PDF or image for email - Share Google Sheet or Data Studio link (set permissions carefully) - Schedule regular exports from Callroot if you want weekly/monthly updates
Automation tips: - Google Sheets + Google Data Studio can auto-refresh if you set it up right. - For advanced users: Zapier or Make (formerly Integromat) can pull new data and update your sheets automatically. - Most people don’t need full automation—manual monthly exports are fine for small teams.
What Works, What Doesn’t, and What You Can Skip
What works: - Exporting raw data and doing your own analysis in spreadsheets or free tools. - Keeping things simple: basic charts, clear filters, one or two KPIs.
What doesn’t: - Relying on Callroot’s built-in dashboards for anything but quick checks. - Trying to analyze huge exports in Google Sheets (it’ll crawl to a stop). - Ignoring data cleanup—garbage in, garbage out.
What to skip: - Overcomplicating with too many filters or calculated fields. - Buying expensive BI tools unless you already have the skills and time.
Final Thoughts: Keep It Simple and Iterate
Exporting and visualizing data from Callroot isn’t rocket science, but it’s also not “one click to magic insights.” Get your data out, clean it up, and build a couple of charts that actually help you make decisions. Don’t worry about making it perfect on the first try. Iterate. The goal is clarity, not complexity. If a chart makes you say “So what?”—ditch it and try something else.
Above all, don’t let “data-driven” become another buzzword. Use what you learn to make one small, real-world change, and you’re already ahead of most.