Setting up Aircall CRM feels easy until you realize call logs are landing on the wrong contacts, sales insights are scattered, and your reports make no sense. A poor setup wastes time and derails pipeline visibility, automation, and accountability.
Here are the five most common Aircall CRM setup mistakes and how to fix them before they impact sales performance and reporting accuracy.
1. Logging Calls to the Wrong Records
One of the most frustrating problems is when calls get logged to the wrong contact or duplicate lead in your CRM. This happens when phone numbers aren’t matched precisely or when reps use outdated links. It creates confusion, disrupts follow-ups, and leads to multiple records showing incomplete histories.
How to Fix Logging Calls to the Wrong Records?
Use strict number formatting across platforms and enable automatic contact recognition. Deduplicate and clean your CRM regularly, and make sure call activity is always tied to the primary contact owner.
2. Missing Call Outcome Standardization
If reps write call outcomes in free text without predefined tags or dispositions, your CRM becomes a mess of inconsistent data. This prevents you from analyzing call outcomes across your team or measuring conversion patterns from call type to pipeline progression.
How to Fix the Missing Call Outcome?
Create and enforce a standard list of call tags, dispositions, and outcome categories. Wherever possible, use drop-down menus instead of open text fields. Integrate tagging rules directly into your Aircall workflows.
3. Over-Reliance on Native Integration Alone
While Aircall offers out-of-the-box integrations with CRMs like HubSpot and Salesforce, relying solely on the default setup often results in limited automation, weak reporting, and missed opportunities. Native integrations typically don’t handle complex lead routing, campaign tracking, or advanced dashboards.
How to Fix Over-Reliance on Native Integration?
Customize your integration using tools like Zapier, Make, or APIs to go beyond the basics. Build multi-step workflows that update records, trigger emails, assign tasks, or notify managers based on call outcomes or tags.
4. Failure to Train Reps on Tagging and Notes
You could have the perfect Aircall setup, but your data loses all context if reps don’t know how to tag calls or leave meaningful notes. Poor training leads to inconsistent usage, missing follow-ups, and a CRM filled with empty or vague records.
How to Fix Training Reps on Tagging and Notes Failure?
Run short, repeatable training sessions on tagging calls, leaving notes, and consistently logging outcomes. Use video walkthroughs and tooltips inside your CRM to reinforce behavior. Review call logs weekly and coach reps on improving data entry.
Not Documenting or Auditing the Call Workflow Process
Without documented processes, your team won’t consistently follow best practices. Identifying where errors happen is nearly impossible, especially as your team scales. A lack of process documentation creates chaos during onboarding, workflow changes, or CRM migrations.
How to Fix Not Documenting or Auditing the Call Workflow Process?
Map your full call-to-CRM flow on paper or with a visual tool. Include every step, from call initiation to follow-up. Store documentation in a shared drive and review it quarterly. Audit CRM call logs regularly to check compliance and accuracy.
Want to avoid all this trial and error? Start with a clean number-matching structure, enforce standardized tags, and automate follow-up tasks. Better yet, get expert help to tailor Aircall to your exact workflows, CRM architecture, and reporting goals.
