How to Export Your Data from CallRail Before You Switch

The short answer

Export everything you might need before canceling, because the account-level export requires an open account and an administrator. Use the account-level export for calls, forms, SMS, leads, and recordings, month by month. Use the call log export for quick filtered spreadsheets. Use the API if your plan includes it and you want a scripted pull. Then check attribution fields, transcripts, and the retention window before you close the account.

Path 1: the account-level export

This is the complete export, and it has requirements: your account must be open, and only account administrators can start it. It covers phone calls, form submissions, leads, text messages, and call recordings, one month at a time.

1. Select the Account icon in the top left, then select Account Settings.
2. Choose Details from the Account header on the left.
3. In the Export Data section, choose the month and year you want.
4. Select the checkboxes for Calls, Forms, SMS, Leads, and Call Recordings as needed, then click Start Export.
5. When the export finishes, download it with the download icon for that month, or from the email CallRail sends with the zip file.

Because exports run per month, a multi-year account means running this loop once per month. Budget the time, or script the API path below for the years you can cover that way.

Path 2: the call log spreadsheet

For quick analysis or a filtered slice, the call log export builds a spreadsheet of calls with custom columns. Administrators can select any company; managers and reporting users can select the companies they can access.

Choose the companies, filter to the criteria you want, use Edit Columns to pick the fields, then Export. The options include Excel, Excel with all columns, and Excel with transcriptions, plus a print format. Note the plan dependency: transcription access follows your plan, and API access to transcripts requires Premium Conversation Intelligence.

Path 3: the API, for scripted exports

CallRail's API v3 covers calls, texts, forms, and lead timelines, with summary endpoints for call and form data grouped by source, keyword, campaign, referrer, landing page, or form name. Use it when you want a scripted, repeatable pull into your own storage instead of monthly zip files.

Two limits matter on a switch: some features, like lead score or transcripts, are only available through the API if your account's plan includes them, and third-party connectors can automate CSV exports on a schedule if you would rather not write the script.

The retention window

CallRail's help center states a maximum of 25 months for communication records in date-based filtering, under its data retention policy. If your account is older, expect the earliest months to be unavailable for export. Pull the oldest months first so you know exactly where the window ends.

Check these before you cancel

• Attribution fields: confirm the export includes the campaign, source, keyword, and landing page columns you will want to reconcile later.
• Call recordings: download them through the account export, and spot-check that files play. They do not travel with CSV rows.
• Transcripts: if you need them and your plan allows it, export them before canceling; after closure they are gone with the account.
• Phone numbers: if any tracking numbers are business numbers callers recognize, start the porting conversation with your new carrier or vendor early.
• Form data: form submissions export separately from leads; grab both if you use form tracking.
• Agency accounts: run the export per company you manage, and keep the company-to-export mapping in your own notes.

Pointing the leads somewhere new

Once your history is safe, switching is mostly redirecting the flow. Whatever website forms, marketplace feeds, or platform webhooks were posting into CallRail can post into a new intake instead. If the new home is Lucidity, the shape is simple: a webhook Intake receives JSON per business, or an email Intake parses ADF or JSON, and validation plus routing plus delivery records begin from the first lead. Map data to the Intake's accepted format and verify a test lead before switching.

Keep exported history in an archive. Do not replay historical leads into a live Intake: they can be treated as new inquiries and delivered to your CRM again. Agree on a separate migration plan before importing history.

Compare both systems during an overlap period, but make only one responsible for CRM delivery. Reconcile by lead type, not just total counts. Lucidity does not replace call tracking, so confirm a replacement for calls and complete number porting before canceling CallRail.

Frequently asked questions

Give the exported flow a new home

See how the same forms and webhooks route through Lucidity with validation, per-business destinations, and a delivery record for every attempt.

Request a Lucidity routing demo