How to find and export your CallRail data for AI training

01

What is CallRail data, and why do AI labs and data vendors buy it?

What a CallRail account records

CallRail is a call tracking service. A business gives each ad, web page or campaign its own phone number, and when someone dials one of them, CallRail routes the call to the business and logs it. The log records the call's length, the caller and the number dialed, and CallRail can record the audio.

Because each number belongs to a source, every call is tied to the ad, keyword, campaign or landing page that produced it. CallRail also keeps text messages, chats, form submissions and web visitor sessions, which are the visits to the business's website.

Why a recorded customer call teaches an AI model something

An AI model learns by studying a very large number of examples and finding the patterns in them, and those examples are called training data. A recorded call from a plumber's customer or a clinic's new patient shows an ordinary business conversation: what the caller asks, how the staff member answers, and whether an appointment gets booked. The marketing source attached to the call shows what kind of customer is on the line.

AI labs now want to train AI agents, software that carries out a job step by step, and answering and booking calls is a job an agent could learn. A data vendor can turn anonymized call transcripts into worked examples that an agent studies like an answer key. The full mechanism is in AI training data: why AI companies want your company's data.

How CallRail fits into a dataset

CallRail is one of several sources in a company's dataset, which usually also includes email, a CRM and documents. Companies are paid $100K to $2M or more per dataset, according to micro1, the data vendor we typically refer companies to. The price covers the whole dataset, not each source on its own, and what your data is worth explains what moves it.

02

Where does CallRail show how much call data you have?

How to read your recorded hours

The steps below turn the Call Log into a total of recorded hours. Each step names where to look.

1. Sign in to CallRail with a login that can see every company in the account, so no company's calls are missing.
2. Open the Call Log and set the date range to cover the last 25 months.
3. Export the log, then add up the durations of the calls that have a recording. With the durations in seconds, divide the sum by 3,600 to get hours.
4. For a large account, a developer can read the same figures from the Calls API using its recording duration field, or use its time series summary, which counts calls by month.

The field names and endpoints are in CallRail's API documentation. The time series summary returns total calls and average call length grouped by hour, day, week, month or year, which gives a call count without exporting each call.

Which plans record calls

Call recording is included on every current CallRail plan, as its pricing page lists them.

Why the total cannot reach back further than 25 months

CallRail deletes calls, call recordings, texts, chats, form submissions and web visitor sessions 25 months after they are created. An account opened six years ago therefore holds only about two years of calls. Any total you report describes what is still there, not everything the account ever recorded.

03

What should you know about your CallRail data before you apply?

The hours of recorded audio

CallRail is measured in hours of recorded audio, so leave out calls that have no recording. Add up the recording durations from the Call Log or the Calls API and divide by 3,600. Because of the 25-month limit, the hours cover about two years at most.

The years of history

For years of use, give the account's start date, which appears on your first invoice. The recordings you can offer cover less, since CallRail removes anything older than 25 months. State both numbers on the call if they differ.

The number of users

The count is the number of CallRail users on the account.

What you don't need to do first

You don't need to export anything to apply, and you don't need to clean or scrub an export. The data vendor anonymizes the records before anyone else sees them, and nothing moves until a lawyer-reviewed license is signed. The application, the intro call and each later step are laid out in how to sell your company's data.

04

How do you export your full CallRail history?

Exporting the call log

The Call Log export is the simplest record of every call, and it lists the calls and their details without the audio files.

1. Sign in with a login that can see every company in the account.
2. Open the Call Log and set the date range to the full 25 months.
3. Press Export and keep the file. CallRail's article on exporting the call log explains the available columns and file types.

Downloading the recordings through the Calls API

An API is a way for a developer's program to request records from CallRail directly. A program can list calls, 250 at a time, ask for each call's recording and follow the recording link, which redirects to the audio as an MP3 file.

1. Create an API key for the CallRail account. The program sends it with each request in an Authorization header, as the API documentation shows.
2. Page through the calls, requesting up to 250 per page, and ask for the recording field of each call.
3. Follow each recording link to download the MP3 file, and keep the recording duration, which is given in seconds, with it.
4. Pace the work to stay inside CallRail's limits of 1,000 requests per hour and 10,000 per day. Going over returns an HTTP 429 error.

What CallRail deletes, and what the export leaves out

CallRail retains communication records for 25 months and deletes them automatically afterward. The deleted types are calls, call recordings, texts, chats, form submissions and web visitor sessions. A recording that a user deleted earlier in CallRail is gone and will not appear in any export.

Transcripts are available only where transcription was part of your plan. CallRail's export article says transcript exports require its Premium Conversation Intelligence plan.

An account-level export, for a monthly bulk copy

CallRail also has an account-level export. An account administrator chooses a month and year in the Export Data section and selects the data types, such as Calls, and CallRail emails a ZIP file, as its guide to exporting account-level data explains. The export is chosen by month and year.

Sources: CallRail, API documentation, pricing, and the Help Center articles Export Call log and Exporting account-level data. Steps checked against these pages in November 2026.

05

What stays private when CallRail data is licensed?

You choose what is in scope

You can leave out any company or tracking number in the account, and recordings a user already deleted in CallRail stay deleted. A business with a number for a sensitive line, such as a medical or legal one, can keep that line out of the dataset. The data vendor also deletes records too sensitive to clean safely instead of anonymizing them.

Names and numbers are replaced before a lab sees them

Anonymization means replacing every detail that identifies a person, such as a name, a phone number or an email address, with a stand-in that is the same every time it appears. A call transcript still reads in order, so a lab can learn how the conversation went, but it no longer says who the caller was. The method, including what is deleted outright and how you review samples, is in how company data is anonymized for AI training.

Ownership and payment

Licensing gives the buyer limited rights to a copy, while the company keeps ownership of the originals. The terms that matter, such as exclusivity, permitted use and deletion, are covered in data licensing. Whether the callers were told their calls were recorded is a question for the company's lawyer, and is it legal to sell company data covers it. micro1 pays in full within 30 days of accepting the data, usually as a single payment.