How Does Call Tracking Software Work?


Metrics are a critical part of business. Tracking calls is one way to measure the success of various marketing campaigns. Of course, there’s a lot more you can do with call tracking when you use it properly. The first thing that you need to do is to learn more about call tracking software and how you can use it to get more out of your phone sales efforts. 

Of course, you can also choose to outsource your calling and tracking needs if you’re tight on time and resources or just don’t want to handle it yourself. However, it will still behoove you to learn a little about call tracking tools and what they can do for your marketing and outreach needs. 

After all, the more information you can get, the better. If you partner with a third-party service, you might not need to worry about the software as much because they will probably bring it along or suggest the best platforms to use. They can also discuss all of these details with you to help you get a better idea of how the process works. 

First, let’s talk a little bit about what call tracking software is and what it does to help companies keep tabs on their marketing efforts. 

What is call tracking software?

This refers to any software that is designed with the purpose of tracking phone calls made by people to the business in question. These software platforms can generate unique numbers for different marketing efforts so that when someone calls, the computers will know whether they got the info from a local ad or if they saw it online. 

Call tracking software can also track other milestones or events, depending on what you have in mind. The software simply needs to be embedded into your website with a line of code, or you can simply assign different numbers and then have the tracker register them and their source as the calls come in. Essentially, this software is going to give you plenty of invaluable insights about the calls your business makes (and receives) in a day. 

This software covers various aspects of the customer journey, third-party demographics, and even call data for things like call length, location of origin, and other factors. In turn, you get a rich profile for each caller that you can keep on file for the future so that you have it when you need it. 

How does it work?

Essentially, when a visitor gets to your website or other media, they are given a unique number to call. If you have different marketing campaigns (such as print and online campaigns like mentioned above), you can often generate different numbers for easy tracking. You can also have people use a reference number or something similar so that you know their source. 

When you employ this software, it will set to work tracing and tracking every call that comes across the lines. The software will capture each call as it comes in and direct it accordingly, while recording important data, as well. Then, the information will be stored away for later use and you can start making better use of your phone calls and the time you spend answering them. 

Another benefit here is that you can often link your tracking software with tools like Google Analytics so that you can watch all of your reporting sent straight to the audience to show them what to expect from their own investment. These providers are skilled and experienced in the world of cold calling and generating leads, so they usually have their own proven strategies that they will use to get results. If you’re looking to convert people sooner, gain better tracking insights, and give your business a boost in other ways, this software could be just what you need. 

Tracking options

Most commonly, people track marketing campaigns or traffic sources to know where their audience is coming from. However, there are several ways that you can use technology to track your calls today, including:

  • Track how many calls are made each day
  • Track how many calls each agent makes
  • Monitor the outcome of each call
  • See if calls were placed on hold or transferred
  • Check hold and transfer times
  • Tag calls and track future customer interactions for ongoing reporting

As you can see, there’s a lot that you can do here if you get a little creative and consider everything that you could learn from tracking calls. Even just tracking their origin, of course, can be invaluable to your marketing efforts and give you a chance to improve your business image anywhere that it isn’t getting top billing. 

You have to stay organized in business, and that includes when you’re looking for help. In addition to call tracking software and other technology, there is another element that you may want to consider: outsourcing. 

When you outsource, you can save a small fortune compared to what you’d spend hiring someone to work for you directly. It also helps you improve sales initiatives and create faster conversions. You’ll get a selection of tools and resources that you can use to get your sales initiatives off the ground, too. 

Skip the software and partner with the team at instead

Of course, the best option is to let someone else track and manage the calls, with the power of modern technology and the ever-necessary personal touch of a real person. At, that’s what every single one of our 24/7 virtual receptionists will do. 

We can offer support for inbound and outbound sales calling, along with assistance for your live website chat and all of your phone calls, including after-hours answering. We’ll also track everything and keep you apprised every step of the way, saving you time and hassle while still keeping you in the loop. It’s a win-win. 

To learn more, schedule a consultation to discuss how the virtual receptionists at can revolutionize your sales calling game and more. You will also find us at or (650) 727-6484.

Business Education
Written by Samir Sampat

Samir Sampat is a Marketing Manager with He has experience working with businesses of all sizes focusing on marketing, communications, and business development.

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