wiki/clients/current/bluepoint/2026-04-05-callrail-setup-configuration.md · 886 words · 2026-04-05
Overview
Working session in which the Asymmetric team configured CallRail for [1]. The session covered account access, WordPress plugin installation, HubSpot integration, dynamic number pool setup, three static tracking numbers, call routing, and live testing. Two open issues were identified and assigned for follow-up.
Attendees:
- Wade Zirkle (wade@bluepointatm.com)
- Mike Stebbins (mike@bluepointatm.com)
- Mark Hope — Asymmetric
- Melissa Cusumano — Asymmetric
- Avokerie Onorimuo — Asymmetric
Key Decisions
- Number strategy: Use a dynamic pool for marketing attribution (website visitors from ads/organic) and static tracking numbers for admin lines (footer, Eastern Office, Western Office, GMB). Static numbers are cheaper and sufficient for lines not tied to campaign attribution.
- Toll-free replacement: Decided against replacing the 888 number with a toll-free CallRail number (extra cost, no practical benefit). Replaced with a local 303 number instead.
- Dynamic pool target: The pool swaps only Mike Stebbins' main number (
720-987-5711) on the website — not the footer admin numbers.
- Voicemail: Switch all tracking numbers to CallRail's built-in voicemail rather than forwarding to personal phone voicemail, which causes the greeting to be cut off.
- Answering service: Once the team is comfortable with CallRail call flows, the current answering service (forwarding destination
4456) will be replaced.
Configuration Summary
Account Access
- Wade added
team@asymmetric.pro as a user to the BPATM CallRail account during the session.
WordPress Integration
- Installed the CallRail WordPress plugin on the BluePoint ATM site. The plugin injects the tracking script automatically, eliminating the need for a manual JavaScript snippet.
HubSpot Integration
- Connected CallRail to HubSpot with the following settings:
- Count all inbound and outbound calls as conversions
- Create new contacts in HubSpot for unknown callers
- Append
@call.com to new contacts' email addresses to distinguish call-sourced contacts
GA4 Integration
- Attempted but not completed during the session. Requires the correct Measurement ID from the BluePoint GA4 property. Tabled for Mark to complete offline.
Number Configuration
Dynamic Pool — Website Marketing Attribution
| Field |
Value |
| Purpose |
Track calls from website visitors (ads, organic) |
| Swap target |
720-987-5711 (Mike's main number on site) |
| Pool size |
4 numbers |
| Area code |
303 |
| Forwards to |
Mike Stebbins' number |
| Call recording |
Enabled — "This call may be recorded for quality" |
| Whisper message |
"Call from BluePoint website" |
⚠️ Open Issue: Dynamic number swapping is not firing as of this session. The website number is not being replaced in the incognito test. Assigned to Mark Hope to troubleshoot.
Static Numbers — Admin Lines
Website Main (Footer)
| Field |
Value |
| CallRail number |
303-732-8411 |
| Replaces |
888-xxx-xxxx (toll-free footer number) |
| Forwards to |
Answering service (4456) |
| Call recording |
Enabled |
| Whisper message |
"Call from BluePoint website" |
Eastern Office
| Field |
Value |
| CallRail number |
703-952-5858 |
| Replaces |
540-335-xxxx (Wade's Virginia number) |
| Forwards to |
Wade Zirkle |
| Call recording |
Enabled |
| Whisper message |
"Call from Eastern Office Website 703" |
⚠️ Open Issue: Voicemail for this number cuts off the beginning of Wade's personal greeting. Fix: switch to CallRail's built-in voicemail and re-record.
Western Office
| Field |
Value |
| CallRail number |
303-502-2840 |
| Replaces |
xxx-xxx-9142 (Western Office number) |
| Forwards to |
Mike Stebbins |
| Call recording |
Enabled |
Google My Business
| Field |
Value |
| CallRail number |
New 303 number (dedicated) |
| Purpose |
Track GMB calls separately from website calls |
| Forwards to |
Wade Zirkle |
| Call recording |
Enabled |
| Integration |
Connected via CallRail's GMB integration tile |
Testing Results
| Test |
Result |
| Static number — Footer (303-732-8411) |
✅ Answered by answering service; recording appeared in CallRail activity log |
| Static number — Eastern Office (703-952-5858) |
✅ Forwarded to Wade; recording captured; call appeared in HubSpot |
| HubSpot contact creation |
✅ Unknown callers auto-created as contacts with @call.com email |
| Dynamic pool swap (incognito window) |
❌ Number not swapping on website — needs troubleshooting |
| Voicemail recording |
⚠️ Greeting cut off — personal voicemail intercepting before CallRail voicemail |
Action Items
- [ ] Mark Hope — Troubleshoot dynamic number pool swap not firing on the website
- [ ] Mark Hope — Complete GA4 integration in CallRail using the correct Measurement ID
- [ ] Mark Hope — Share CallRail credentials in LastPass with Melissa Cusumano
- [ ] Mark Hope — Research whether outbound calls made via the CallRail app are automatically recorded and uploadable to HubSpot; report back to Mike
- [ ] Wade Zirkle — Set up CallRail built-in voicemail for
703-952-5858; re-record greeting; test playback
- [ ] BPATM Team — Replace answering service with CallRail call flows once comfortable with the platform