So you’re using Callhippo to manage calls, maybe for sales or support, and now you need to figure out who on your team is actually moving the needle. You want call reports that are clear, detailed, and—most importantly—useful. Not some vague dashboard that looks neat but tells you nothing.
This guide is for managers, team leads, and anyone who needs real data to make decisions (or justify them). We’ll go step-by-step through how to generate the reports you need in Callhippo, what to look for, and what’s worth your time.
Why Bother With Detailed Call Reports?
Quick reality check: If you’re relying on gut feeling or just counting total calls, you’re missing the bigger picture. Detailed call reports help you:
- Spot who’s making calls that actually go somewhere.
- Catch problems (missed calls, long hold times, dropped calls) before customers start complaining.
- Measure team performance without the guesswork.
- Show concrete results to higher-ups—or defend your team if things go sideways.
But let’s be honest: not every report is worth your time. You want actionable, not just “pretty.”
Step 1: Get Access to the Right Callhippo Account
First off, reports in Callhippo aren’t available to everyone. You’ll need at least an Admin or Supervisor role, and your plan must include reporting features (most paid plans do, but don’t assume—double-check). If you can’t see “Reports” or “Analytics” in your menu, you probably need to upgrade or ask your admin for more access.
Pro tip: If your team shares logins, stop. You’ll never get accurate data about who did what.
Step 2: Navigate to Call Reports
Once you’re logged in with the right access:
- Go to the sidebar menu.
- Look for “Reports” or “Analytics” (the wording can shift depending on your plan).
- Click it. If you’re taken to a blank page or told you need to upgrade, well, now you know.
Inside, you’ll see several types of reports. The main ones for performance tracking are:
- Call Logs: Every inbound and outbound call, with details.
- Agent/Team Performance: How individuals or groups are doing.
- Call Duration & Outcome: How long calls last and what happens at the end.
Ignore the vanity metrics. Total minutes talked looks impressive but doesn’t equal results.
Step 3: Filter for What Matters
Callhippo spits out a ton of data by default. Don’t just export everything—filter it down:
- Date Range: Pick a relevant time period (last week, month, quarter).
- Agent or Team: Drill down to specific people or groups.
- Call Type: Inbound, outbound, missed, voicemail.
- Disposition/Outcome: If your team logs call results (e.g., sale, follow-up needed, no answer), use that.
Filtering stops you from drowning in irrelevant calls. For example, if you’re only interested in outbound sales calls, don’t include support calls by accident.
Pro tip: Save your favorite filters if Callhippo allows. It saves time every week.
Step 4: Generate and Export Reports
With your filters set, it’s time to actually get the report:
- Hit “Export” or “Download”—usually you can choose CSV or Excel. Pick what works for you (CSV is fine for most, unless you love Excel’s pivot tables).
- Wait for the file to download. If the system chokes on your request, try narrowing your date range or filters. Huge reports can time out.
- Open the file and scan for obvious errors (missing agents, weird gaps, etc.).
If you want something fancier, Callhippo sometimes offers scheduled reports (automatic emails). Handy if you love routine, but don’t rely on them to look perfect out of the box.
What works: Exporting raw data and building your own dashboard in Google Sheets or Excel. Callhippo’s built-in graphs look nice, but you’ll get more control (and fewer surprises) doing this yourself.
What doesn’t: Relying only on Callhippo’s summary widgets. They’re good for a snapshot, not for digging into problems or trends.
Step 5: Dig Into the Data
Here’s where most people drop the ball. They export the report, glance at totals, and call it a day. That’s not enough.
Look for:
- Call Volume vs. Outcomes: 50 calls a day looks great—unless 45 of them go to voicemail.
- Average Call Duration: Long calls can mean quality conversations or agents who ramble. Context is everything.
- Missed Calls and Response Time: Are you leaving customers hanging? Missed calls with no follow-up are silent killers.
- Agent Performance: Who’s closing deals, not just dialing numbers?
Build a simple table:
| Agent | Total Calls | Connected Calls | Avg. Duration | Sales Closed | Missed Calls | |------------|-------------|----------------|---------------|--------------|--------------| | Jane Smith | 72 | 61 | 2:30 min | 5 | 3 | | Bob Lee | 54 | 34 | 1:05 min | 1 | 8 |
This tells you way more than a pie chart ever will.
Pro tip: Don’t chase every metric. Focus on 2-3 that actually tie to your goals.
Step 6: Share Results with the Team (and Bosses)
Don’t just email the giant CSV. Summarize the key points:
- What’s working? Who’s improving?
- Where are the gaps? (e.g., “Our missed calls jumped 20% last week.”)
- What’s one thing to fix next week?
If you’re presenting up the chain, skip the technical details. Stick to trends and recommendations.
What works: Screenshots of your simple tables or charts—people read those.
What doesn’t: Spamming the whole company with raw exports. Nobody reads them, and it makes you look lazy.
Step 7: Automate and Iterate
Set a schedule—weekly or monthly—to pull and review reports. Don’t let it become a “set and forget” thing.
- Automate exports if Callhippo allows.
- Review your filters every few months. Roles and goals change.
- Ask the team for feedback: Are these reports helpful? Anything missing?
The best call reporting process is one you’ll actually use and adapt. If you’re dreading it every time, it’s too complicated.
Common Pitfalls (and How to Dodge Them)
- Not standardizing call outcomes: If agents log results inconsistently, your data is trash. Set clear rules.
- Focusing on call quantity over quality: More dials isn’t always better. Measure what matters.
- Ignoring missed calls: These are often the biggest source of lost business, but easy to overlook.
- Overcomplicating with too many metrics: Pick a few KPIs. You can always add more later.
Quick Checklist
Before you wrap up, make sure you:
- Have the right Callhippo access and plan
- Know which filters matter for your goals
- Export and sanity-check your data
- Summarize, don’t just forward, your findings
- Set a review rhythm and adjust as needed
Keep It Simple—And Adjust As You Go
Don’t overthink it. The goal is to get clear, actionable data you’ll actually use. Start simple, focus on the basics, and tweak your process as your team grows or your needs change. Fancy dashboards are great, but a basic spreadsheet that answers real questions is worth way more.
The best reporting process is one you can stick with and trust. Get started, stay skeptical of fluff, and keep it honest.