How to Track and Sync
Employee Calls

In today's fast-paced business environment, phone calls remain one of the most critical channels for sales, support, and client relationships. But how do you ensure visibility into what's happening on those calls? This guide will walk you through everything you need to know about tracking and syncing employee calls effectively.

Why Track Employee Calls?

For small and medium businesses, every phone call is an opportunity. Whether it's a sales lead, a customer support issue, or a vendor negotiation, phone conversations carry valuable information. Here's why tracking matters:

"Businesses that transition to software-driven call tracking see a 25% improvement in lead conversion rates within the first quarter." — Sales Benchmark Index

How Does Automatic Call Sync Work?

Modern call tracking solutions like MiniClick work seamlessly as a device-native service. Here's the technical flow of our software-driven system:

1. Detection: When a call starts, the MiniClick service detects the telephony state directly.
2. Syncing: Once the call ends, the system accurately captures call metadata from the mobile OS.
3. Compression: Audio recordings are processed with advanced algorithms to reduce file size while maintaining clarity.
4. Fast Upload: Data is pushed to our secure cloud sync servers in real-time.
5. Dashboard Insight: Administrative teams can view the logs instantly via the MiniClick Admin Panel.

Setting Up Call Organising for Your Team

Getting started with call tracking is easier than you think. Here's a step-by-step process:

Step 1: Choose the Right Tool

Look for a solution that offers:

• Android mobile app (iOS call recording is restricted by Apple)
• Web-based admin dashboard
• Cloud storage for recordings
• Team management features
• Privacy controls (excluded numbers, dual-SIM support)

Step 2: Create Your Organization Account

Sign up on the platform's website with your business email. This becomes your admin account. From here, you can manage employees, view calls, and access reports.

Step 3: Invite Employees

Most platforms let you invite employees via email or by generating a unique code. The employee downloads the app and enters the code to link their phone to your organization.

Step 4: Configure Tracking Settings

Decide what to track:

• Call Logs Only: Just metadata (who, when, how long).
• Call Logs + Recording: Full audio capture for review.
• Excluded Numbers: Add personal numbers (like "Mom") that should never be tracked.

Step 5: Grant Permissions on Employee Phones

The app needs specific Android permissions to work:

• Phone State (to detect calls)
• Call Log (to read history)
• Microphone (for recording)
• Contacts (to display names)

Important: Disable battery optimization for the app. Aggressive battery savers on Samsung, Xiaomi, and Oppo phones can kill the app in the background.

Step 6: Start Tracking

Once set up, calls will automatically appear in your dashboard. No action required from employees—it's completely passive.

Best Practices for Call Management

Tracking calls is just the first step. Here's how to maximize value:

1. Review Calls Regularly

Set aside time weekly to listen to key calls. Focus on:

• Long calls (often indicate serious conversations)
• Missed calls (potential lost opportunities)
• Calls with new numbers (potential new leads)

2. Use Notes and Labels

After reviewing a call, add context:

• Notes: "Customer interested in Product X, follow up next week."
• Labels: "Hot Lead", "Support Issue", "Spam".

3. Create Saved Filters (Segments)

Build custom views like "Sales Calls > 5 minutes" or "Missed calls from today." Save these as segments for one-click access.

4. Monitor Employee Performance

Use reports to track:

• Total calls per employee
• Average call duration
• Incoming vs outgoing ratio

5. Respect Privacy

Always tell employees they are being tracked. Use the "Excluded" list generously for personal contacts. Consider tracking only work SIMs on dual-SIM devices.

Legal Considerations

Best practices for compliance:

• Inform employees clearly that calls are tracked/recorded.
• Add an automated message at the start of calls: "This call may be recorded for quality purposes."
• Document your tracking policy in the employee handbook.
• Allow employees to pause tracking for personal calls if required.

Conclusion

Tracking and syncing employee calls doesn't have to be complicated. With the right tool, you can set up a complete system in under 10 minutes. The benefits—better accountability, improved sales performance, and actionable insights—far outweigh the minimal effort required.

Ready to take control of your business calls? Start your free trial with MiniClick today.