If you’re spending too much time wrangling call data and not enough actually acting on it, you’re in the right place. This guide is for anyone using Callroot who needs to pull clear, detailed call reports and actually get them into the hands of their team—without the usual fuss or confusion. Maybe you’re in marketing, sales, or ops. Maybe you’re just the person who gets stuck doing this every week. Either way, you want straightforward steps, not a sales pitch.
Let’s get into it.
Step 1: Know What You Actually Need to Report
Before you even open Callroot, get clear on what “detailed call report” means for your team. Don’t just dump every stat because you can—figure out what will actually help someone make a decision or spot a problem.
Ask yourself: - Who’s the audience? (Sales manager, client, marketing, execs) - What do they care about? (Total calls? Missed calls? Source tracking? Call durations?) - How often do they need the report? (Daily, weekly, monthly?)
Pro tip:
If you’re not sure, ask your team what data they’ve actually used in the past. You’ll be surprised how much you can leave out.
Step 2: Log In and Find the Reporting Section
Okay, now jump into Callroot. The reporting tools are fairly straightforward, but menus do move around after updates, so here’s the current way (as of early 2024):
- Log in to Callroot.
- On the main dashboard, look for a sidebar or top menu labeled something like Reports, Analytics, or sometimes just Calls.
- Click into the Reports section.
Heads up: If you don’t see Reports, check your user permissions. Some roles in Callroot can’t access reporting by default. You may need admin access or to ask someone to bump up your permissions.
Step 3: Set Your Filters (Don’t Skip This)
Here’s where most people mess up: they just export everything. Don’t do that unless you like sifting through 2,000 rows in Excel. Use the filters.
Common filters you’ll see in Callroot: - Date range (pick the exact window you need) - Tracking numbers (filter by specific numbers or campaigns) - Call type (missed, answered, voicemail, spam) - Source/Channel (Google Ads, website, direct, etc.) - Tags (if you label calls, e.g., “lead,” “support,” etc.)
Tips: - Start broad. If you’re not sure, pull a slightly wider range—just don’t go overboard. - Save your filter presets if you’ll need the same report again. Most folks miss this feature.
Step 4: Generate the Report
Once your filters are set, it’s time to actually pull your report.
- Click “Generate” or “View Report.” (Wording can change, but it’s usually obvious.)
- Wait for the data to load. If you’ve got a big date range, it might take a minute.
- Look for options like Export or Download. Callroot usually gives you CSV, XLS, and sometimes PDF.
Real talk:
CSV is your friend unless your team insists on PDFs. Spreadsheets are easier to tweak, sort, and filter later. PDFs look pretty but aren’t flexible.
Step 5: Check the Data—Don’t Just Forward It
Don’t trust auto-generated reports blindly. Glance through the data before sending it on.
- Double-check the date range (easy to screw up)
- Make sure the columns you need are there (caller number, time, duration, source, etc.)
- Spot-check for weirdness (e.g., all calls showing as “missed”—maybe a filter’s off)
Why bother?
If you send dud data, you’ll spend twice as much time fixing it later. It’s always faster to check now.
Step 6: Share the Report
Now, actually get the report out to your team. You’ve got a few ways, depending on how your people like to work.
1. Manual Sharing
- Email the file (classic, works everywhere)
- Upload to shared drive (Google Drive, Dropbox, etc.)
- Paste into Slack or Teams (if it’s small or a summary)
Pro tip:
If your report needs context, add a short note: “Here’s last week’s call stats. Missed calls are down 12%. Most new leads came from Facebook.”
2. Automated Scheduling (If You Want to Get Fancy)
Callroot lets you set up scheduled reports. This saves a ton of time if you send the same thing every week or month.
How to set it up: - In the Reports section, look for “Schedule Report” or “Recurring Export.” - Pick your filters and frequency (daily, weekly, monthly). - Enter recipients’ email addresses. - Test it! Make sure it actually arrives.
Limitations:
- Scheduled reports are usually static (no tweaking the filter after it’s sent).
- Formatting can be bland—don’t expect custom charts or a company logo.
Step 7: Make the Data Useful (Optional, But Powerful)
If you want your team to actually use the report, don’t just toss them a raw export. Here’s what helps:
- Highlight trends (“Missed calls peaked Tuesday” or “Google Ads drove 70% of calls”)
- Flag problems (“Lead calls dropped after new landing page—worth a look?”)
- Summarize in plain English (even just a sentence or two)
Honestly:
This step is the difference between “here’s some data, good luck” and “here’s what matters, let’s fix it.” Most people skip it, but it’s what turns a report into action.
What Works (and What’s Overhyped) in Callroot Reporting
What works: - Filtered exports are quick and reliable. - Scheduling reports saves time if you’ve got a repeatable need. - All the basics—date range, source, tags—are covered.
What’s just okay: - The built-in charts and dashboards look nice and are fine for a quick peek, but don’t expect deep analytics or customization. - PDF exports look neat but don’t play well with editing or deeper dives.
What to ignore: - Any “insights” tab that promises magic trends or AI-powered suggestions. In reality, these tend to be surface-level (“call volume up 5%!”) and aren’t a substitute for your own judgment. - Over-customizing reports with every possible field—it just confuses people.
Troubleshooting: When Things Go Sideways
- Can’t see the right data? Double-check your filters and permissions.
- Report won’t export? Try another browser or clear your cache. Chrome tends to behave best with Callroot.
- Emails not arriving? Check spam, then confirm the recipient’s address is typed right. Sometimes automated emails get throttled—ask your IT team if you suspect this.
- Data looks wrong? Compare with a manual search in the Call Logs section. Sometimes a bug or filter tweak is to blame.
If all else fails, reach out to Callroot support. But honestly, most issues are filter-related.
Keep It Simple, Iterate Often
Don’t overcomplicate your reporting. Start simple: pull only what your team actually needs, check it, and share it in a way they’ll pay attention to. If someone asks for more detail next time, add it then. Reporting is a tool, not a trophy—get it done fast, so you can focus on the real work.
Now get back to what matters. The data will be waiting when you need it.