If you run a small business, manage a support team, or just want to make sure you never miss a sales lead, keeping track of missed calls is a constant headache. Calls slip through the cracks. Voicemails go ignored. Customers get annoyed. If you’re wondering how to actually do something about missed calls—instead of just feeling bad about them—this guide is for you.
This walkthrough will show you how to use Krispcall to track missed calls, figure out what actually needs a follow-up, and make sure you don’t lose business because someone called when you were busy.
Why Bother Tracking Missed Calls?
Let’s be real: most people hate talking on the phone, and even more hate getting ignored when they do call. Missed calls could be lost sales, angry customers, or just someone with a quick question. If you don’t follow up, you’ll never know which.
Tracking missed calls isn’t about being perfect. It’s about being just a little better than the businesses who don’t bother. That’s usually enough.
What Krispcall Does (and Doesn’t)
Krispcall is a cloud-based phone system. It’s not magic, but it does make it easier to:
- Get notified about missed calls (even if you’re off your computer)
- See call details in one place
- Assign calls to teammates
- Leave notes and reminders
- Follow up without digging through voicemails or sticky notes
It’s not a full-blown CRM. You’ll still need to actually call people back or integrate with your existing tools for more advanced stuff. But for basic call tracking and follow-up, it gets the job done.
Step 1: Set Up Your Krispcall Account
If you’re new to Krispcall, you’ll need to sign up and set up your numbers. Here’s the honest approach:
- Pick numbers for your team: Get a separate number for sales, support, or whatever makes sense for your flow. Don’t overthink it.
- Add team members: Invite anyone who’ll be answering or following up on calls. You can always add more later.
- Set up forwarding: If you want calls to ring on your mobile or elsewhere, set up call forwarding in the settings.
Pro tip: If you’re a solo operator, keep it simple. One number is fine. You can always expand later.
Step 2: Turn On Missed Call Notifications
Krispcall lets you choose how you get notified about missed calls. This is important—if you don’t know you missed a call, you can’t follow up.
- Email notifications: Go to Notification Settings and enable email alerts for missed calls.
- Mobile push: If you use the Krispcall mobile app, turn on push notifications. This way, you’ll get pinged right away.
- Web dashboard: The dashboard shows a running list of all missed calls, but you’ll have to check it manually.
What works: Email or push notifications are actually useful if you read your alerts. Set a rule or filter so they don’t get buried.
What doesn’t: Relying on the dashboard alone—unless you live in the web app, you’ll forget to check.
Step 3: Customize Your Voicemail (Don’t Skip This)
A generic voicemail message is easy to ignore. Take two minutes and record something short, specific, and friendly.
- Tell callers when they can expect a callback
- Ask them to leave their name and reason for calling
- Let them know they can text or email if that’s faster
Example script:
“Hi, you’ve reached [Your Business]. Sorry we missed your call! Leave your name and what you’re calling about, and we’ll get back to you within a couple of hours. If it’s urgent, you can text this number.”
Why bother? People are more likely to leave a message if they think someone will actually listen and respond.
Step 4: Review Missed Calls in the Krispcall Dashboard
Now for the main event: tracking missed calls.
- Go to the Calls tab: This gives you a simple list of all incoming, outgoing, and missed calls.
- Filter by “Missed”: There’s a filter at the top—use it to show only missed calls. No need to scroll through everything.
- Check details: Click on a call to see info like:
- Caller’s number and name (if available)
- Time and date of the call
- Voicemail (if they left one)
- Any notes or tags
Pro tip: Make it a habit. Check your missed calls at least twice a day, or more often if you get a lot of volume.
What works: Filtering by missed calls and calling back in batches. It saves time and keeps you focused.
What doesn’t: Ignoring calls from numbers you don’t recognize. Sometimes, your next best customer is just someone who didn’t leave a voicemail.
Step 5: Assign and Tag Missed Calls (If You Have a Team)
If you’re solo, skip this. But if you have a team, Krispcall lets you assign missed calls to specific people.
- Assign to a teammate: Click on a missed call, choose “Assign,” and pick a team member.
- Add a tag: Use tags like “sales,” “support,” or “VIP” to help sort and prioritize.
- Leave a note: If you know what the call was about (from voicemail or caller info), jot it down so whoever follows up isn’t flying blind.
Why bother? This cuts down on “Who’s calling this person back?” confusion and makes follow-up less painful.
Step 6: Actually Follow Up
Here’s where most systems fall apart. Tracking missed calls is useless if you don’t actually do something with the info.
- Call back or text: Krispcall lets you return the call or send a text right from the dashboard or app.
- Leave a note: After you follow up, add a quick note (“Left voicemail,” “Scheduled demo,” etc.) so you don’t double-dip later.
- Set a reminder: If the person asked you to call back later, use your regular calendar or task app to remind yourself—Krispcall’s reminders are basic.
What works: Calling back within an hour, or at least the same business day. People notice when you’re quick.
What doesn’t: Endless email threads asking, “Did anyone call back this number?” Just do it and mark it as done.
Step 7: Use Analytics (But Don’t Get Lost in the Data)
Krispcall has basic analytics for call volume, missed call rates, and response times. Here’s how to use it:
- Check trends: Are you missing more calls at certain times? Maybe you need to adjust your hours or add coverage.
- Look for repeat callers: If the same numbers keep calling and you’re missing them, figure out why.
- Don’t obsess: These reports are useful for spotting issues, but they won’t tell you everything. Use them for quick gut checks, not endless analysis.
What works: Using data to fix obvious problems (like no one answering on weekends).
What doesn’t: Spending hours on reports when you could be calling people back.
Common Problems & How to Avoid Them
Even with a good system, a few things can trip you up.
- Too many notifications: If you’re getting overwhelmed, dial back to just the channels you actually check.
- Forgetting to follow up: Make it part of your daily routine, like checking email.
- No caller info: If people don’t leave a voicemail, you’ll have to decide if it’s worth calling back. Nine times out of ten, a quick callback is better than ignoring it.
Pro tip: Don’t worry about being perfect. Most people are just happy you bothered to return their call at all.
Extra Tips for Not Dropping the Ball
- Integrate with your CRM: If you use a CRM, connect it to Krispcall (if possible) so missed calls automatically create follow-up tasks.
- Set up business hours: Use Krispcall’s business hours feature so callers know when you’re available—and so you don’t get pinged at midnight.
- Record common responses: If you get the same questions all the time, have a quick script handy for callbacks.
Keep It Simple, Iterate as You Go
You don’t need fancy automation or a 40-step process. The goal is just to know when you’ve missed a call, follow up quickly, and keep track so nothing falls through the cracks. Start with the basics, build a habit, and tweak your process as you go. That’s usually enough to put you ahead of the pack.