Auto call logging CRM: how each work call finds its lead
On Android, LumaKol reads the work SIM’s call log after each call, matches the number to a lead and saves the call with its time, duration and result. Then it asks the caller what happened. Nobody types a call in, and calls on the personal SIM are never read.
- Incoming, outgoing and missed
- Work SIM only
- Logs without signal, syncs later
Setting up call logging on a phone
Each caller does this once, in the Android app, on a phone running Android 10 or newer.
- 1
Sign in on the caller’s phone
The caller installs LumaKol from Google Play and signs in with the account their admin created for them.
- 2
Choose the work SIM
On a dual-SIM phone the caller picks the SIM they use for work, and only that SIM’s calls are considered. On a single-SIM phone, that SIM is the work SIM.
- 3
Allow call log access
The app explains why it needs the call log, then Android asks. Without this permission calls are not logged by themselves, and the rest of the app keeps working.
- 4
Logging starts from that moment
The app notes the newest entry already in the phone’s call log and starts after it. Calls from before setup, including the caller’s personal history, are never uploaded.
What happens when a call ends
The same steps run whether the call was dialled from LumaKol, from the phone’s own dialer or from a contact.
- 1
The phone hangs up
Android tells the app the call is over. The app reads the new entries in the call log, and waits a few seconds when a dialer is slow to write them.
- 2
Other SIMs are skipped
Entries from any SIM that is not the work SIM are dropped on the phone before anything is saved.
- 3
The number is matched
The number is put into full international format and compared with your leads. A match saves the call on that lead, under the caller who made or took it.
- 4
The caller is asked how it went
The outcome screen opens straight away, or a notification appears if the phone does not let apps open over other apps.
Incoming, outgoing and missed calls
How each kind of call on the work SIM is saved when the number belongs to a lead.
| Call on the work SIM | Saved on the lead as |
|---|---|
| Outgoing, answered | Outgoing, connected, with the talk time |
| Outgoing, not answered | Outgoing, not answered |
| Incoming, answered | Incoming, connected, with the talk time |
| Incoming, missed | Incoming, not answered |
| Incoming, declined or blocked | Incoming, declined |
| Sent to voicemail | Voicemail |
Saved with each call
- Direction: outgoing or incoming
- Start and end time, shown in each viewer’s own time zone
- Duration, which adds up to talk time in reports
- Result: connected, not answered, declined or voicemail
- The lead it matched and the caller who made or took it
- The outcome, note and next follow-up the caller logs
- The recording, only where the phone’s own dialer made one and recording sync is on
Each of these then gets the outcome prompt. A missed call from a number that is not a lead is not saved, unless your admin turns on missed-call leads (see the FAQ).
How a call is matched to a lead
Numbers are compared in full international format. The country comes from the work SIM, so a lead saved with a local number still matches a call that shows the country code, and the other way round.
A lead can have more than one number, and a call with any of them lands on that lead. When the caller taps Call on a lead in the app, the call is tied to that lead first. That matters when two leads share a number, such as an office switchboard or a family phone.
A call with a number that is not a lead is dropped on the phone and never sent. Outgoing calls to unknown numbers are always dropped.
The outcome prompt after each lead call
As soon as a lead call is logged, LumaKol asks how it went. The caller picks one of the outcomes your admin set up, adds a note and books the next follow-up. An outcome can also move the lead to another stage and ask your own questions.
Your admin decides how firm the prompt is
Remind
The default. The prompt appears after each lead call, and the caller can fill it in then or come back to it later.
Required
The app keeps taking the caller back to the outcome form until the last call’s outcome is logged.
No signal? The call still logs
Calls go over the mobile network, so they work without mobile data. The app saves each logged call on the phone in an encrypted database and sends it when a connection comes back.
Each call carries a key made from the phone and its call log entry, so a call sent twice after a weak connection is saved once. If the app was closed or the phone restarted, the next check reads the call log from where it stopped, so calls in between are not lost.
What call logging leaves alone
Callers often use their own phones, so the app is strict about what it keeps.
The personal SIM
Calls on any SIM other than the work SIM are skipped on the phone and never stored.
Calls with people who are not leads
Dropped on the phone. The one exception is missed-call leads, an admin setting that is off by default.
Old call history
Logging starts at setup. Calls made before it are never read into LumaKol.
Call audio
LumaKol does not listen to or record calls, and it does not use Android’s accessibility service.
When a call does not show up
Work down this list. One of these explains nearly every missing call.
- 1The number was not a lead when the call happened. Calls with unknown numbers are not kept, so add the lead first.
- 2The call was on the other SIM. Check which SIM the caller chose as the work SIM.
- 3Call log access was turned off. Turn it back on for LumaKol in Android’s settings.
- 4The call was made before the app was set up on that phone.
- 5The app was signed out on that phone when the call was made.
- 6The call was made on an iPhone, which has no automatic call logging.
iPhone has no automatic call logging
Apple does not let any app read the iPhone’s call history, so LumaKol cannot log iPhone calls by itself. The iPhone app tracks only the calls started from it and asks for the outcome when the caller comes back to the app. Calls dialled from the iPhone’s own Phone app, and calls coming in, are not logged. If automatic logging matters, give those callers an Android phone with the work SIM.
Guide: assisted calling on iPhoneCall logging questions
Are calls from the phone’s normal dialer logged?+
Yes, on Android. LumaKol reads the phone’s call log, so a call with a lead on the work SIM is logged whether it was dialled from LumaKol, the phone’s dialer or a contact.
Can a missed call from a new number become a lead?+
Yes, if your admin turns on missed-call leads, which is off by default. Missed calls from new numbers on the work SIM, or all incoming calls if the admin chooses, then become leads with a callback due. Outgoing calls to unknown numbers never do.
Does it work on a dual-SIM phone?+
Yes. The caller picks the work SIM, and calls on the other SIM are skipped on the phone. On a single-SIM phone, calls with leads are logged and calls with anyone else stay on the phone.
Does call logging include the recording?+
Only where the phone records. LumaKol does not record calls itself. On Android, if the phone’s own dialer records calls and recording sync is turned on in the app, the recording syncs to the logged call. Some phone brands and countries do not allow dialer recording.
Can the same call be logged twice?+
No. Each call carries a key made from the phone and its call log entry, so if it is sent again after a weak connection, it is still saved once.
Does call logging cost extra?+
No. It is part of every plan, priced per seat with no per-minute charges, and the 14-day free trial needs no card.
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