If you’re reading this, you’re probably tasked with figuring out call tracking for your business or client, and you want it to work without burning a whole day or falling into a maze of settings. This guide is for small teams, marketers, or anyone who just wants to get the real results from Callfire—without the sales fluff. Let’s get right to it.
What is Call Tracking (and Why Use Callfire)?
Before we jump into steps, here’s the short version: call tracking means using special phone numbers to figure out which ads, campaigns, or sources are actually making people call you. Callfire is a well-known tool for this. It’s not the slickest or cheapest, but it’s straightforward, and for most small-to-medium setups, it gets the job done.
If you need call tracking for PPC, direct mail, or just want to know if your “Call Now!” buttons are doing anything, this guide breaks it all down.
Step 1: Sign Up and Get Your Bearings
- Go to the Callfire website, sign up, and log in.
- The dashboard isn’t going to win any design awards, but everything you need is there: “Numbers,” “Campaigns,” “Reports,” and so on.
Pro Tip: Don’t get distracted by the SMS or voice broadcast stuff unless you actually need it. We’re here for call tracking.
Step 2: Figure Out What You’re Tracking
Before clicking anything, get clear on what you actually want to measure. This will save you from buying extra numbers or making a mess you’ll regret later.
Ask yourself: - Do I want to track calls from my website? (e.g., dynamic number insertion) - Or do I just need separate numbers for different ad campaigns, landing pages, or locations? - How many sources am I tracking? (Google Ads, Facebook, print, etc.)
Write this down. Seriously. It makes the next steps much easier.
Step 3: Buy Tracking Numbers
Now, let’s get some phone numbers you can use for tracking.
- Go to “Numbers” in the Callfire dashboard.
- Click “Buy Numbers.”
- Use the search to pick area codes you want. Most people use local numbers because they look less spammy, but toll-free is also an option.
- Add as many numbers as you need, based on the sources you figured out in Step 2.
Honest Take: Don’t overdo it. Extra numbers cost money every month. You can always add more later if you need them.
Step 4: Set Up Call Forwarding
Call tracking numbers don’t do much if they don’t ring your real phone.
- For each number you bought, set the destination (the phone number where calls should go).
- Go to “Numbers” > click the number > “Edit.”
- Enter your real business number in the “Forward To” field.
- Save your changes.
Pro Tip: Test each number before going live. Just call it yourself and make sure it rings where it should.
Step 5: Assign Numbers to Your Campaigns or Sources
This is where call tracking starts to actually make sense.
- For Static Sources: Assign one tracking number to each ad, landing page, mailer, or offline channel. Use that number only in that place.
- Example: Use one number in your Google Ads, another in your Facebook ads, and so on.
- For Websites (Dynamic Number Insertion):
- If you want to track which users from which sources (like Google vs. Facebook) call you, you’ll want to use Callfire’s dynamic number replacement. This swaps out your main business number with a tracking number based on how someone got to your site.
- This requires a snippet of JavaScript on your website.
- In Callfire, look for the “Call Tracking” or “Number Pool” feature (sometimes this isn’t front-and-center—check their help docs if you get stuck).
- Set up a pool of numbers (usually 3–5 is enough for most SMBs unless you have huge traffic) and follow instructions to install their script.
What Works: Assigning one number per source is the easiest way to get clean, actionable data.
What to Ignore: Don’t bother setting up dozens of numbers for micro-campaigns unless you’re running serious spend and need that level of detail.
Step 6: Set Up Call Recording and Notifications (Optional, But Useful)
Want to record calls for quality or training? Or get an email/text whenever someone calls a tracking number? Here’s how:
- In the number settings (“Numbers” > click your tracking number), look for “Call Recording” and flip it on if you need it.
- Remember: Laws about call recording vary by state/country. Always let callers know if you’re recording.
- Set up notifications (email or SMS) if you want to know right away when a call comes in.
Honest Take: Call recording is great for training or proof, but don’t get obsessed. Most small teams never listen to 90% of recordings.
Step 7: Add Your Tracking Numbers to Your Ads, Website, or Materials
- For digital ads, use the tracking numbers exactly as you would your regular number. Update your ad copy or landing pages.
- For print, mailers, or billboards, swap in the tracking number for each source.
- For websites using dynamic insertion, double-check the script is working—open your site in an incognito window and make sure the right tracking number displays.
Pro Tip: Keep a simple spreadsheet of which number goes where. It’s a lifesaver if you ever need to troubleshoot.
Step 8: Test Everything
Before you spend a dime on ads or mailers, call each number yourself. Make sure: - The call connects to your business. - The call shows up in Callfire’s call log. - Any notifications or recordings work as expected.
Don’t skip this step. Fixing tracking after the campaign is live is a pain.
Step 9: Monitor Your Results
- Head to the “Reports” section in Callfire.
- You’ll see which tracking numbers are getting calls, time of day, duration, etc.
- Export or share reports with your team if needed.
What Works: Focus on calls that turn into business, not just call volume. Not every call is a lead.
What to Ignore: Vanity metrics. If a tracking number gets a bunch of short, hang-up calls, it’s probably spam.
Step 10: Clean Up and Iterate
After your campaign or test run:
- Kill unused numbers to save money.
- Reassign numbers if your sources change.
- Update your spreadsheet to keep things tidy.
Pro Tip: You don’t need to track everything, just what matters. Start small, then add complexity only if it’s necessary.
Things to Watch Out For
- Billing: Callfire charges monthly for each number, plus extra for call minutes. Don’t let unused numbers pile up.
- Integration: Callfire doesn’t play as nicely with Google Analytics or CRMs as some newer platforms. You may need to export data manually.
- Support: Their help docs are fine, but don’t expect instant answers from support during crunch time.
- Call Quality: Usually solid, but if you’re forwarding to more than one phone or have complex routing, test thoroughly.
Wrap Up: Keep It Simple
Setting up call tracking in Callfire isn’t rocket science, but it’s easy to overcomplicate. Get clear on why you’re tracking, use as few numbers as possible, and test before you go live. Don’t get lost chasing every feature—start simple, see what’s working, and adjust.
You’ll save money, time, and a lot of headaches down the road.