Overview
The Call Reports section of your Virtual-Call Cloud PBX provides all statistics and analyses for your telephony—clearly presented as a chart and a table. You can filter data by time period, extension, and communication type, download it, or have it sent automatically by email.
The page also includes an optional Rate section where you can store your tariffs to get your own cost overview of your calls.
Prerequisites
- Administrator access to the Virtual-Call Cloud PBX
- Permission to view call reports (may be restricted by role)
Opening the Overview
Navigate to Reports & Recordings → Call Reports. The page is divided into four tabs:
- Call Reports—Main view with filter, chart, and table
- Scheduled Reports—Automatic reports via email
- Download Scheduled Reports—List of already generated report files
- Rate—Configure custom tariffs for cost overview
Tab “Call Reports”
Filters and Selection
At the top of the page, you configure the evaluation:
| Field | Description |
|---|---|
| Report Type | Select the desired evaluation, e.g., Extension Call Statistics, Extension Call Activity, Queue Performance, Trunk Call Activity, etc. |
| Time | Evaluation period (from – to) |
| Extensions / Extension Groups * | Which extensions or groups to evaluate |
| Communication Type | All, Inbound, Outbound, or Internal |
Fields marked with * are mandatory.
Actions
- Refresh—Updates the chart and table with the selected filters.
- Download—Exports the currently displayed report (e.g., as CSV).
Extension/Extension Group
Below the action buttons, you can switch between two views:
- Extension—Evaluation per individual extension.
- Extension Group—Aggregated evaluation per group.
Chart and Table
Results appear both as a pie chart (color-coded status distribution—Answered, No Answered, Busy, Failed, Voicemail) and as a detailed table with key figures per extension:
- Answered, No Answered, Busy, Failed, Voicemail
- Total Ring Duration
- Total Talk Duration
The numbers in the table are clickable—a click opens the corresponding CDR entries (see article Call Detail Records).
Tab “Scheduled Reports”
In the Scheduled Reports tab, you configure recurring evaluations that are automatically sent by email.
Creating a Scheduled Report
- Click Add Report.
- Fill in the following fields.
- Click Save.
| Field | Description |
|---|---|
| Report Type | Type of evaluation (e.g., Extension Call Statistics) |
| Time | Reporting period (e.g., Today, Last Week, Last Month) |
| Extensions / Extension Groups * | Evaluated extensions or groups |
| Communication Type | All, Inbound, Outbound, Internal |
| Report Name * | Label for the scheduled report |
| Email Address * | Report recipient |
| Frequency | Once, Daily, Weekly, Monthly |
| Download Link Validity | How long the link in the email remains valid (e.g., 24 hours) |
| File Format | CSV (default) |
| Send as Attachment | Optional: Send the report as a file attachment |
Fields marked with * are mandatory.
Customize the Email Template
Via the Email Template button, you can adjust the default text of the outgoing email—including subject, greeting, and notes.
Tab “Download Scheduled Reports”
In the Download Scheduled Reports tab, you see all already generated report files with Name, Scheduled Time, and actions (Download, Delete).
Use the search field in the top right corner to quickly search large lists. Use the Delete button to remove files that are no longer needed.
Tab “Rate”
The Rate tab allows you to store your own call tariffs in the PBX to get a cost overview of your calls. The evaluation is then displayed directly in the call reports.
Adding a Rate
- Click Add.
- Fill in the rate settings.
- Click Save.
| Field | Description |
|---|---|
| Name * | Label for the rate (e.g., “Landline Germany”) |
| Match Prefix | Phone number prefix to which the rate applies (e.g., 0049) |
| Number Length | Optional: exact length of the destination number |
| Rate * | Price per billing unit (e.g., €0.02) |
| Billing Unit(s) * | Billing increment in seconds (e.g., 60 for minute-based billing) |
| Initial Time * | Minimum duration in seconds before billing starts |
| Initial Cost * | A connection fee is charged when the call is established |
Fields marked with * are mandatory.
Importing/Exporting Rates
For larger numbers of rates, you can upload a UTF-8-encoded CSV file via the Import button. Conversely, Export downloads the existing rates as a CSV—ideal for backup or further processing in Excel.
Typical Scenarios
Scenario 1: Weekly sales report by email
- Tab Scheduled Reports → Add Report.
- Report Type Extension Call Activity, group “Sales”, Communication Type Outbound, Frequency Weekly.
- The sales manager automatically receives a current report by email every Monday.
Scenario 2: Daily queue evaluation
- Tab Call Reports → Report Type Queue Performance.
- Time Yesterday, queue “Support”.
- Click Download to save the result as a CSV for further analysis.
Scenario 3: Your own cost overview with rates
- Tab Rate → Store rates for landline, mobile, and international.
- In the call reports, costs per call are calculated and displayed based on your stored rates.
Best Practices
- Use scheduled reports for recurring evaluations—this saves daily manual work.
- Set the validity of download links to a short value (e.g., 24 hours) when emails contain sensitive call data.
- Regularly check the download list and remove older exports to save storage.
- For complex rate structures, maintenance via CSV import is recommended—the rate list remains centrally manageable.
- Restrict access to call reports via role permissions—the data contains personal information and is subject to GDPR.
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