How to Use Call Tracking

Most owners know calls bring in business — but not which ad, sign, or listing earned each one. Call Tracking connects every incoming call to the marketing that caused it, so you can spend more on what works and stop paying for what doesn't.

The Big Idea

You advertise in lots of places — Google Ads, a yard sign, your Google Business listing, a flyer. When the phone rings, you usually can't tell which one sent that caller. Call Tracking fixes that by giving you tracking numbers: spare phone numbers you put on one channel each. When a call comes in on a tracking number, KaiCalls knows exactly where it came from.

You can go as deep as you like. There are three levels — start at the top and add more whenever you're ready.

Level 1 — Tag a Number

A channel tag tells KaiCalls where a number is advertised. Tag a spare number with the one place you use it — like “Google Ads” or “Yard Sign” — and every call and lead on that number is credited to that source.

  1. Go to Phone System > Call Routing.
  2. Find a spare number (or add one), click Add Tag, and type the channel it advertises.
  3. Put only that number on that one channel — for example, set it as the call number in your Google Ads.
Don't tag your main business line. Your main number gets calls from everywhere, so a tag on it tells you nothing. Use a separate number per channel you want to measure.

Level 2 — Read the Report

Open Phone System > Call Tracking. You'll see your channels side by side with three numbers each:

  • CallsHow many people called a number tagged with that channel.
  • LeadsHow many of those calls Kai captured as a potential customer.
  • QualifiedThe ones Kai scored as real, high-intent customers — not spam, robocalls, or wrong numbers. This is the number that matters most.

Now the comparison is obvious: if your yard signs produce more qualified leads per dollar than your ads, you know where to put the next dollar.

Level 3 — Swap Numbers on Your Website (Optional)

For the deepest tracking, KaiCalls can show a different number to each website visitor — so you learn the exact Google Ads keyword or campaign that drove a call, not just “the website.” This is optional and takes about five minutes.

  1. On the Call Tracking page, create a group and check the tracking numbers that should rotate on your site. (Most businesses need just one group.)
  2. Click Copy on the website snippet and paste it just before the closing </head> tag on your site. On WordPress, Wix, Squarespace, or Webflow, this goes in the “custom code / header” area. Set the snippet's default number to the one currently printed on your site so it knows what to replace.
  3. Visit your own site. Within a minute, the “It's working” indicator on the Call Tracking page confirms a number was swapped.

Visitors always see a real, working number, and it stays the same for them across pages — so this never affects how customers reach you.

Level 3 — Tell Google Ads Which Calls Were Real (Optional)

If you run Google Ads, you can send your qualified leads back to Google as conversions. Google then learns which ads bring real customers and spends your budget smarter. Crucially, only qualified calls are sent — spam and wrong numbers never count, so your ad data stays clean.

In the “Tell Google Ads which calls became real leads” section, flip it on and fill in three things. Click “Where do I find these IDs?” for step-by-step directions inside Google. In short:

  • Ads IDIn Google Ads: Goals → Conversions, create an offline/imported conversion action, and copy its numeric ID.
  • GA4 IDIn Google Analytics: Admin → Data streams. The Measurement ID looks like G-XXXXXXX.
  • GA4 secretOn that same data stream, create a Measurement Protocol API secret and paste it in. It's stored securely and never shown again.

After it's on, the “conversions sent” indicator shows when the last qualified lead was pushed and whether Google accepted it. Conversions are checked a few times a day, so allow a little time after your first tracked call.

Tips

  • 1.Start small. Tag one number for your biggest marketing channel. You'll see results within a few calls.
  • 2.One number, one channel. A tracking number only tells the truth if it lives in exactly one place.
  • 3.Watch qualified leads, not just calls. Ten calls that are all spam are worth less than two real customers.
  • 4.The advanced steps are optional. Tagging numbers and reading the report work entirely on their own — website swapping and Google Ads are only for when you want more.
    How to Use Call Tracking | KaiCalls Help