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CallRail is call tracking, not a CRM. Connecting it means the phone calls your postcards generate are counted as results next to QR scans and landing-page forms. You use tracking numbers you already pay CallRail for — Mailr never buys or provisions numbers for you.

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What you get

  • Call results — calls to the tracking numbers you designate count as direct-mail results: “Call tracking for phone leads — connect with a CallRail API key to count calls to your tracking numbers as direct-mail results alongside scans and form leads.”
  • Call leads — a call becomes a lead as soon as Mailr can match it. If the number is dedicated to one campaign, the match is instant. Otherwise Mailr matches the caller’s phone number to a contact in your connected CRM at an address you mailed.
  • Reporting — a Calls section appears on your Tracking dashboard: total, answered, first-time, missed, attributed versus not yet matched, leads from calls, and a per-campaign breakdown. Call-originated leads carry a phone badge in your Leads list.
  • No campaign triggers. CallRail only brings results in. It never starts a campaign — for that you need a CRM connection or Zapier.

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Connect CallRail

1

In Mailr, open Automations

Go to Campaigns → Automations in the Mailr app and find CallRail under CRM Connection. Clicking a tile only opens its panel — nothing starts connecting until you press the Connect button inside. Only the workspace owner can connect.
2

Create an API v3 key in CallRail

In CallRail, click the Account icon → My Profile → API Keys → Create API V3 Key. It must be created by an admin user. Tick “Allow Writes” if you want Mailr to switch on real-time call tracking for you; a read-only key works too, and calls then sync hourly. Mailr’s panel has a “Where do I find my CallRail API v3 key?” helper with these same steps.
3

Paste the key, then finish the wizard

Press Connect CallRail and paste the key. A 3-step wizard opens: Company (CallRail groups tracking numbers under a company — pick yours), Numbers (“Which numbers are on your postcards? Tick the tracking number(s) for your direct-mail channel. Only calls to these count — every other number in CallRail is ignored.”), and Notifications.
The tile switches to Connected and the Calls section appears on your Tracking dashboard.

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How syncing works

Your cadence depends on the key you made. With a write-enabled key, real-time tracking is switched on for you at the Notifications step: “Real-time call tracking is on. New calls to your designated numbers show up the moment they happen.” With a read-only key: “Your API key is read-only, so we’ll sync new calls every hour automatically — nothing else to do.” You can also set real-time tracking up by hand: in CallRail go to Settings → Integrations → Webhooks, add a Post-Call webhook, and paste the URL Mailr shows.
If you run the setup again later, the URL Mailr shows you can change. When it does, Mailr flags it: “Your webhook URL changed. If you pasted an older Mailr URL into CallRail, it has stopped working — replace it with the URL below now.” Paste the new URL into the same CallRail webhook. Calls keep syncing hourly either way, so only real-time delivery is affected.
Matching often happens after the call, because calls usually arrive before the customer exists in your CRM. Mailr re-checks recent calls for 60 days whenever a matching contact appears. Calls it can’t match yet are shown as “not yet matched to a campaign” rather than credited to the wrong one — see Attribution.
The first sync starts the clock the moment you connect. Calls that came in before you connected aren’t pulled in as results.

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Dedicate a number to one campaign

Open a campaign and use its “Call tracking number” section to assign one of your numbers to that campaign. Every call to that number is credited to that campaign instantly — so print exactly that number on the card.

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Disconnect or reconnect

Disconnecting stops call syncing and deletes the stored key. Your designated numbers and your call history are kept for reporting, and reconnecting picks up where you left off. If you set up a webhook by hand, re-check the URL after reconnecting — see the warning above.

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Notes & limits

  • Each tracking number is billed by CallRail, not by Mailr. Mailr never provisions numbers on your behalf.
  • CallRail is not a lead destination. Landing-page leads go to your connected CRM, never to CallRail.
  • A key made by a user with no account access can’t see any CallRail accounts — remake it as an admin.
Still stuck? See Troubleshooting connections or contact support.