Aircall

Aircall is a cloud-based phone system built for sales and support teams. It lets you manage calls, track agent activity, and monitor team performance — all from one platform. Connecting Aircall to Coupler.io lets you pull that data into your spreadsheets, dashboards, or data warehouse automatically.

Why connect Aircall to Coupler.io?

• Export call logs, user activity, and team data without manual downloads

• Schedule automatic refreshes so your reports always reflect the latest data

• Combine Aircall data with CRM or helpdesk data for a fuller picture of customer interactions

• Build dashboards in Google Sheets, Looker Studio, Claude, or other destinations

Prerequisites

Before you connect, make sure you have:

• An active Aircall account with Admin access

• Your Aircall API ID and API Token (found in your Aircall Dashboard under Integrations > API Keys)

Quick start

Start with the Calls entity to get a full log of inbound and outbound calls. It's the most commonly used report and gives you an immediate view of team activity.

1

Create a new data flow in Coupler.io and select Aircall as your source.

2

Connect your Aircall account. Enter your Aircall API ID and API Token in the connection fields. You can find these in your Aircall Dashboard under Integrations > API Keys. Click Save to confirm the connection.

3

Choose an entity. Select the data you want to import — Calls, Users, Teams, Contacts, and more. See the table below for a full list.

4

Set a start date. Use the date picker to define how far back you want to pull data. This controls which records are included in your import.

5

Configure your destination and schedule. Choose where your data should land (Google Sheets, BigQuery, ChatGPT, etc.) and run your first import.

Available entities

Entity	What it contains
Calls	Full call log including duration, direction, status, tags, and timestamps
Companies	Company records linked to your contacts
Contacts	Contact details associated with calls
Numbers	Aircall phone numbers configured in your account
Tags	Tags used to categorize calls
User availabilities	Real-time and historical availability status per agent
Users	Agent profiles, roles, and settings
Teams	Team structure and membership
Webhooks	Webhook configurations set up in your Aircall account

Aircall data overview

When you connect Aircall to Coupler.io, you can pull data across nine entities — from raw call logs to team structure and agent availability. This article walks you through what each entity contains and how you can use it.

Entities at a glance

Entity	Best used for
Calls	Call volume, duration, outcomes, and tag analysis
Companies	Account-level segmentation of call activity
Contacts	Linking calls to individual customers or prospects
Numbers	Auditing phone number usage and routing
Tags	Categorizing and filtering calls by topic or outcome
User availabilities	Monitoring agent online/offline status
Users	Agent roster, roles, and configuration
Teams	Team composition and hierarchy
Webhooks	Reviewing event-driven integrations

Calls

Metrics

Metric	Description
Duration	Total length of the call in seconds
Ringing duration	Time the call rang before being answered
Talking duration	Time spent in active conversation
Waiting duration	Time the caller spent on hold
Missed call count	Number of calls not answered

Dimensions

Dimension	Description
Call ID	Unique identifier for each call
Direction	Inbound or outbound
Status	Answered, missed, voicemail, etc.
Started at	Timestamp when the call began
Ended at	Timestamp when the call ended
Number	Aircall number used for the call
User	Agent who handled the call
Tags	Labels applied to the call
Recording URL	Link to the call recording (if enabled)

Users

Dimensions

Dimension	Description
User ID	Unique identifier for the agent
Name	Agent's full name
Email	Agent's email address
Role	Admin, agent, or supervisor
Language	Agent's preferred language setting
Time zone	Agent's configured time zone
Created at	When the user account was created

User availabilities

Dimensions

Dimension	Description
User ID	Identifier linking back to the Users entity
Availability status	Available, unavailable, or custom status
Updated at	When the status was last changed

Teams

Dimensions

Dimension	Description
Team ID	Unique identifier for the team
Team name	Name of the team
Members	Users assigned to the team
Created at	When the team was created

Numbers

Dimensions

Dimension	Description
Number ID	Unique identifier for the phone number
Digits	The actual phone number
Name	Label assigned to the number
Country	Country the number is registered in
Type	Local, toll-free, or mobile
Status	Active or inactive

Common metric combinations

Here are some combinations that are especially useful for reporting:

• Calls + Duration + User — agent-level productivity and talk time

• Calls + Status + Tags — call outcome analysis by category

• Calls + Direction + Number — inbound vs. outbound breakdown per phone line

• User availabilities + Users — team coverage and scheduling insights

Use cases by role

Sales managers

• Track outbound call volume per rep over a set period

• Compare talk time and connection rates across the team

• Identify which tags (e.g., "demo booked" or "not interested") appear most often

• Combine with CRM data to correlate call activity with pipeline progression

Support leads

• Monitor missed call rates by number or queue

• Analyze average handling time and wait duration

• Review agent availability patterns to optimize shift coverage

• Use tag data to spot recurring customer issues

Operations & RevOps

• Build automated dashboards that refresh on a schedule

• Audit phone number usage and identify unused lines

• Export user and team data for headcount and capacity planning

• Combine Aircall data with billing or ticketing tools for end-to-end visibility

Platform-specific notes

• The start date parameter controls how far back data is fetched — set it carefully to avoid pulling more data than you need

• Call recordings are included as URLs in the Calls entity; access depends on your Aircall plan and recording settings

• User availabilities reflect the current or most recent status — it is not a full historical log

• Some fields (like voicemail or IVR details) may only appear if those features are enabled in your Aircall account

• Aircall's API uses pagination; Coupler.io handles this automatically, but very large date ranges may take longer to import

Aircall common issues

Connection issues

My API credentials are not accepted

Double-check that you're entering both the API ID and API Token — not just one of them. These are separate values found in your Aircall Dashboard under Integrations > API Keys. Make sure there are no leading or trailing spaces when you paste them into Coupler.io.

I can't find the API Keys section in Aircall

You need Admin access to see the API Keys section. If you don't see it, ask your Aircall account admin to either grant you admin rights or generate the credentials on your behalf.

Missing data

My data flow returns no data or fewer records than expected

Check your start date setting. If it's set too recently, you may be excluding historical records. Use the date picker to move the start date further back and re-run the import. Also, confirm that the entity you selected actually has data in Aircall for that period.

Call recordings are missing from my Calls export

Recording URLs only appear if call recording is enabled on your Aircall plan and configured for the relevant numbers. If recordings are enabled but URLs are still missing, check whether the recording has finished processing in Aircall — it can take a few minutes after a call ends.

Some fields are empty for certain calls

Not all fields are populated for every call. For example, voicemail fields only appear for calls that went to voicemail, and IVR data only shows if IVR is active on your account. Empty fields for those calls are expected behavior.

Permission errors

I get a 401 or 403 error when running a data flow

A 401 error means your credentials are invalid or expired. A 403 error means the API key exists but doesn't have permission to access the requested resource.

For a 401, regenerate your API key in Aircall and update the credentials in Coupler.io. For a 403, confirm your Aircall user role is Admin — standard agent accounts do not have API access.

Data discrepancies

The numbers in Coupler.io don't match the Aircall dashboard

Aircall's built-in dashboard may apply filters or aggregate data differently than a raw export. Check whether the dashboard is filtering by team, number, or date range. Your Coupler.io import pulls raw records, so totals should match once you apply the same filters in your destination tool.

Call durations seem inconsistent

Aircall reports several duration fields — total duration, talking duration, ringing duration, and waiting duration. Make sure you're using the right one for your use case. Total duration includes ringing and hold time, not just active conversation.

Rate limits

My data flow fails partway through or times out

Aircall's API has rate limits that can affect large imports. If you're pulling a long date range with a high call volume, try narrowing your start date to reduce the data size. Coupler.io handles pagination automatically, but very large requests may occasionally time out — running the import again usually resolves it.

Aircall FAQ

Where do I find my Aircall API credentials?

Log in to your Aircall Dashboard and go to Integrations > API Keys. You'll see your API ID and API Token listed there. You need Admin access to view this section — if you don't see it, ask your account admin.

What's the difference between the API ID and the API Token?

The API ID acts like a username and identifies your account. The API Token acts like a password and authenticates your requests. Coupler.io needs both to connect — entering only one will result in an authentication error.

Can I connect multiple Aircall accounts?

Yes. You can create separate importers in Coupler.io, each using a different set of API credentials. This is useful if your organization manages more than one Aircall account.

How far back can I pull historical call data?

Aircall's API supports historical data retrieval, and the range depends on your Aircall plan. Use the date picker in Coupler.io to set your start date. For very long date ranges, expect the initial import to take more time.

Why does the User availabilities entity not show historical data?

The User availabilities entity reflects the most recent availability status for each agent, not a full history of status changes. If you need to track availability over time, consider scheduling frequent imports and appending data to your destination rather than replacing it.

Can I get call recordings through Coupler.io?

Call recording URLs are included in the Calls entity as a field, provided recording is enabled on your Aircall plan and configured for your numbers. Coupler.io exports the URL — you access the actual recording file directly from Aircall's storage.

Does Coupler.io support real-time Aircall data?

Coupler.io works on a scheduled refresh model, not true real-time streaming. You can set refresh intervals as short as every 15 minutes, depending on your plan. For live call monitoring, use Aircall's native dashboard.

What happens if my API key expires or is regenerated?

Your scheduled data flows will fail with an authentication error. Go to your Coupler.io Sources, update the API credentials with the new values, and re-run the data flow to resume normal operation.

For details on available fields and metrics, see Data Overview. If you're running into connection or data problems, check Common Issues. For tips on structuring your imports, visit Best Practices.