How to Set Up Call Tracking with Number Pools

Number pools help you track which marketing campaigns are driving phone calls to your childcare center. When prospective families land on specific pages from your ads, they see unique tracking numbers that let you measure exactly where your calls are coming from.

This guide walks you through setting up number pools so you can start collecting data about your website visitors and their journey to calling your center.

What You'll Learn

• How to set up number pools for call tracking
• How to test number swapping
• How to set up keyword tracking
• How to swap numbers in buttons

Setting Up Your Number Pool

Step 1: Access Phone Numbers Settings

1. Click Settings in your Enrollio dashboard
2. Click Phone Numbers
3. Click the + Add Number dropdown menu
4. Select Add Number Pool

[SCREENSHOT: Settings > Phone Numbers page showing the "+ Add Number" dropdown with "Add Number Pool" option highlighted]

Step 2: Choose Visitors to Track

Select Visitors Activity since you're creating this pool for call tracking purposes.

Choose which visitors you want to track:

• All visitors (recommended) — Tracks everyone who visits your site
• PPC search — Only swaps numbers for visitors from paid ads
• Other visitor types based on your needs

Click Next: Create Pool to continue.

[SCREENSHOT: Visitors Activity selection screen showing radio button options for different visitor types]

Step 3: Configure Your Pool

Number Name: Give your tracking number a descriptive name (like "Google Ads - Fall Enrollment" or "Facebook Campaign - Infant Care").

Pool Size: Each number pool contains at least 4 tracking numbers. Choose your pool size based on call volume — more calls means you'll need more tracking numbers.

Forwarding Number: Enter the main phone number where you want to receive calls when families dial the tracking number. This is typically your center's main line.

Swapping Number: This is the phone number that currently appears on your website. You can either:

• Check the box to use the same number as your forwarding number
• Uncheck the box to enter a different number

By checking the box at the bottom, you're confirming you want to purchase 4 new tracking numbers for this pool.

Click Next: Choose Numbers.

[SCREENSHOT: Create Pool configuration screen showing Number Name, Pool Size, Forwarding Number, and Swapping Number fields]

Step 4: Select Your Tracking Numbers

You have three options for choosing your tracking numbers:

Option 1: Local Numbers
Get 4 phone numbers with the same area code as your forwarding number. This makes families feel like they're calling a local childcare center.

Option 2: Toll-Free Numbers
Choose toll-free numbers (like 800, 888, etc.) from the dropdown menu. This is helpful if local numbers aren't available in your area code.

Option 3: Numbers from Any Area Code
Type in any area code and click Check Availability to see available numbers from that region.

After selecting your preferred option, click Next: Number Features.

[SCREENSHOT: Number selection screen showing all three options with example phone numbers displayed]

Step 5: Configure Call Features

Whisper Message: This is a message only you hear when answering a tracked call. For example, "Call from paid ad campaign." The caller doesn't hear this — it helps you know where the call came from before you answer.

Call Recording: Check this box to automatically record calls. You can customize the message callers hear, such as "This call may be recorded for quality and training purposes."

Click Activate Number to finalize your number pool.

[SCREENSHOT: Number Features configuration screen showing Whisper Message and Call Recording options]

Installing the Tracking Code

After creating your number pool, you need to add a small piece of code to your website so the number swapping works properly.

Step 1: Copy Your Tracking Snippet

1. Go to Settings > Phone Numbers
2. Find your number pool in the list
3. Click the three dots menu
4. Select Number Pool Info
5. Copy the Normal Snippet Code

[SCREENSHOT: Number Pool Info modal showing the Normal Snippet Code highlighted with copy button]

Step 2: Add Code to Your Entire Site

To swap numbers across all pages of your enrollment site:

1. Go to the Sites section
2. Click on Landing Pages or Enrollment Sites
3. Select the site where you want to use the number pool
4. Click the Settings tab
5. Paste the snippet at the bottom of your Body Tracking Code field
6. Click Save

[SCREENSHOT: Site Settings page showing the Body Tracking Code field with cursor positioned at bottom where code should be pasted]

Step 3: Add Code to a Single Page (Optional)

To swap numbers on just one page instead of your entire site:

1. Open the page editor for that specific page
2. Click the Tracking Code icon at the top left
3. Select Footer Tracking on the right side
4. Paste the snippet in the code editor
5. Click Save

[SCREENSHOT: Page editor showing Tracking Code icon and Footer Tracking panel with code editor]

Step 4: Update the Phone Number on Your Site

1. Go back to your number pool settings
2. Click the three dots menu on your number pool
3. Select Update Tracking Number
4. Copy the swapping number shown
5. Replace all instances of your old phone number on your site with this swapping number

Testing Your Number Swap

After installing the tracking code, test that everything works correctly:

1. Open an incognito or private browser window
2. Navigate to your landing page (example: yourwebsite.com/fall-enrollment)
3. Check if the phone number displayed matches your tracking number (not your original swapping number)

Viewing Call Tracking Reports

Once your number pool is active, you can see detailed information about each tracked call:

1. Go to Reporting in your dashboard
2. Open the Call Report
3. Look at the Keyword column to see what families searched before calling
4. Click the arrow down button to see which page the family was visiting when they called
5. Click the family's name to view their full activity history

[SCREENSHOT: Call Report showing columns including source, keyword, and visitor activity with sample data]

This data helps you understand which marketing campaigns are bringing in the most calls and which keywords prospective families are searching for.

Setting Up Keyword Tracking

To see exactly what keywords families searched in Google before calling your center, you need to add a parameter to your Google Ads URLs.

Add this to the end of your ad URL: ?keyword={keyword}

Example:
Original URL: yourwebsite.com/infant-care
Updated URL: yourwebsite.com/infant-care?keyword={keyword}

This tells Enrollio to capture and display the search keyword in your call reports.

Swapping Numbers in Buttons

If you have call buttons on your site, you can make those numbers swap too. Use this HTML format:

<a href="tel:(972) 421-5139" class="btn btn-blue">Call Us</a>

The tracking script will automatically recognize and swap phone numbers in this format, including:

• 111-222-3333
• 111.222.3333
• (111) 222-3333

Frequently Asked Questions

Why do I need to set up number pools to track calls?

Number pools let you attribute calls to specific marketing campaigns. Without them, you won't know if a call came from your Google Ad, Facebook post, or another source. This data helps you invest your marketing budget where it generates the most enrollment inquiries.

How many numbers should I include in my pool?

Start with the minimum of 4 numbers. If you're running high-volume campaigns with many simultaneous website visitors, consider increasing to 8 or more numbers to ensure accurate tracking.

Can I use my Enrollio phone number as the forwarding number?

No. Using an Enrollio number as your forwarding destination creates a call routing loop. Always forward to an external number like your center's landline or mobile phone.

What's a whisper message and who hears it?

A whisper message is a brief announcement you hear when answering a tracked call (like "Call from Google Ad"). Only you hear it — the caller doesn't. It helps you know the call source before greeting the family.

Will families notice they're calling a tracking number?

No. To them, it's just your childcare center's phone number. The call forwards seamlessly to your main line, and they'll never know the difference.