CallRail Integration Guide
CallRail is one of the most popular call tracking platforms for automotive dealers. This guide covers connecting your CallRail account to Carfluence via the plugin system.
How It Works
- 1You install the CallRail plugin from the Plugin Store
- 2Enter your CallRail API key
- 3Select which CallRail account/company to sync
- 4Map CallRail tracking numbers to your Carfluence dealerships
- 5Carfluence pulls call data on a schedule and normalizes it into the
callstable
Step 1: Get Your CallRail API Key
- 1Log in to your CallRail dashboard at app.callrail.com
- 2Navigate to Settings > API Keys
- 3Click Create New API Key
- 4Give it a descriptive name (e.g., "Carfluence Integration")
- 5Copy the generated key
Step 2: Install the Plugin
In the Carfluence dashboard, go to Hub > Plugins and find the CallRail card. Click Install to launch the setup wizard.
Enter your API key when prompted:
{
"apiKey": "your-callrail-api-key-here"
}Step 3: Select Account and Map Dealerships
CallRail supports multiple companies under a single account. The wizard will list all companies associated with your API key. Select the ones you want to sync.
For each company, map it to a Carfluence dealership:
| CallRail Company | Carfluence Dealership |
|---|---|
| Bob's Toyota - Main | Bob's Toyota |
| Bob's Toyota - Service | Bob's Toyota |
| Smith Honda Dallas | Smith Honda |
Step 4: Test Connection
Click Test Connection to verify:
- •API key is valid
- •Selected accounts are accessible
- •Call data can be fetched
Step 5: Trigger First Sync
Click Sync Now to pull historical call data. The first sync may take a few minutes depending on the volume of calls.
Data Normalization
CallRail data is normalized into the Carfluence calls table with the following fields:
| Field | Description |
|---|---|
id | Unique call record identifier |
dealership_id | Mapped Carfluence dealership |
external_id | CallRail call ID |
caller_number | Caller phone number |
tracking_number | CallRail tracking number |
direction | inbound or outbound |
status | answered, missed, voicemail, abandoned |
duration | Call duration in seconds |
recording_url | URL to call recording (if available) |
source | Marketing source (e.g., "Google Paid", "Website") |
started_at | Call start timestamp |
answered_at | Call answer timestamp |
Ongoing Sync
After the initial sync, Carfluence polls CallRail every hour for new calls. You can customize the sync interval in the plugin settings.
Troubleshooting
| Issue | Solution |
|---|---|
| "Invalid API key" | Regenerate the key in CallRail and re-enter it |
| No calls syncing | Verify the account mapping and check that calls exist in the selected date range |
| Missing tracking numbers | Ensure your CallRail tracking numbers are active |