Sending Call Data to Email – What It Is and How to Use It

In companies that actively use telephony, numerous communication events take place every day.
Clients make authorization calls to access their accounts, leads call dynamic numbers from online ads via call tracking, and customers interact with voice bots.

For businesses, it’s important to receive timely information about such communication sessions – and that’s exactly what the “Send Call Data to Email” feature provides.

Using integration triggers, you can set up automatic sending of call data to an email address.
Let’s explore what integration triggers are, how the call data sending function works in the KOMPaaS.tech Virtual PBX, and what benefits it offers.

What Are Integration Triggers for Sending Calls?

Integration triggers are mechanisms that initiate automatic actions in response to certain events or conditions occurring within the system.

Using the example of call data transmission, let’s look at the main components of an integration trigger:

1. Automation
   A trigger automates routine tasks – in this case, the sending of data about a completed call.
   
2. Event Configuration
   The trigger is activated when a specific event occurs – in our example, when a call ends.
   
3. Integration with External Systems
   The trigger enables interaction with external systems, particularly with the email server.
   
4. Notifications
   Triggers are used to send notifications through various channels. For sending call information, email messages are used.
   

Thus, creating an integration trigger is an essential step in configuring the call data sending function.
Let’s see how to set it up step by step.

How to Configure Call Data Sending

Here’s a step-by-step guide as implemented in KOMPaaS.tech Virtual PBX:

1. Create an Email Integration
   In the Integrations section, select “Add new trigger” → Email – Send message.
   In the settings window, fill in the following fields: trigger name, email address, and Virtual PBX number.
   A confirmation email will be sent to the specified address.
   
2. Create an Integration Trigger
   In the Triggers tab, create a new trigger by selecting one or both events:
   

• PBX: End of incoming call
  
• PBX: End of outgoing call
  

3. Select the Action to Be Performed
   Choose the action Email: Send message.
   
4. Go to Settings
   Fill in the required fields: message text with variables, email subject, and check the boxes if you want to include a call recording or transcription.
   

Once the trigger is created, you can proceed to test the functionality.

What Information Does the Call Data Contain?

The content of the email depends on which variables are selected during configuration.
These variables can also be included in the email subject line.
Available parameters include:

• Caller’s phone number — the number from which the call originated
  
• Operator’s number — the number that received the call
  
• Account number — the account linked to the operator’s number
  
• Virtual PBX number
  
• Event creation time
  
• Call duration after answer
  
• Call transcription text, and more
  

How Does Sending Call Data to Email Benefit Businesses?

The ability to send call information directly to email can greatly improve communication management and operational efficiency.

1. Timely Notifications
   Receiving call information in real time enables employees to respond immediately to important calls and requests.
   This is especially valuable for sales and support teams, where prompt action directly affects customer satisfaction and conversion rates.
   
2. Monitoring and Reporting
   Managers can use email notifications to monitor employee activity and track specific types of calls.
   This helps identify issues promptly and take corrective action.
   
3. Enhanced Mobility
   For remote or traveling employees, receiving call details by email ensures constant access to key information regardless of location.
   This helps maintain strong communication and coordination within the team.
   
4. Flexible Configuration
   Notifications can be set to trigger only for specific events or internal extensions.
   This ensures that employees receive only relevant and important information without overloading their inboxes.
   

Conclusion

The “Send Call Data to Email” feature makes call information easily accessible in a convenient format, enabling faster responses to high-priority calls and improving customer service quality.
You can choose which types of calls to track, and setup takes only a few minutes.
A detailed step-by-step guide is available in the Knowledge Base.