What This Action Does

The Log External Call action lets you record calls from third-party calling systems directly into Enrollio. This keeps all your parent communications—calls, texts, emails, and tours—in one place for easy tracking.

You can also include call recordings, which will appear in the Conversations section of each family's profile.

How to Set It Up

This action works best with the Inbound Webhook Trigger. The webhook gives you a URL that your calling system can ping whenever a call happens, automatically logging it in Enrollio.

Step 1: Configure the Inbound Webhook Trigger

Set up an Inbound Webhook Trigger in your automation. This creates a unique URL that your external calling system will use to send call data to Enrollio.

[SCREENSHOT: Automation builder showing Inbound Webhook Trigger configuration with webhook URL visible]

Step 2: Add an If/Else Branch

After the webhook trigger, add an If/Else branch that checks the "direction" field. This separates inbound calls (from parents calling you) from outbound calls (you calling parents).

[SCREENSHOT: If/Else branch in automation with "direction" field selected from Inbound Webhook Trigger options]

Step 3: Create or Identify the Family

In both branches (inbound and outbound), add a "Create Contact" action. This identifies which family the call belongs to based on the phone number.

  • Inbound calls: Map the Phone field to "From Number" (the parent calling you)
  • Outbound calls: Map the Phone field to "To Number" (the parent you're calling)

This creates a new family profile if one doesn't exist, or links the call to an existing family.

[SCREENSHOT: Create Contact action showing Phone field mapped to From Number for inbound branch]

Step 4: Add the Log External Call Action

After the Create Contact action in both branches, add the "Log External Call" action.

For each field, click the custom values icon and select the matching value from Inbound Webhook Trigger:

  • Direction: inbound or outbound
  • Date: when the call happened
  • To: recipient phone number
  • From: caller phone number
  • Call Status: completed, missed, voicemail, etc.
  • Attachment: URL of call recording (optional)

[SCREENSHOT: Log External Call action with fields populated from custom values menu showing Inbound Webhook Trigger options]

Step 5: Publish and Test

Once you publish the automation, calls from your external system will automatically appear in Enrollio. You'll see them in the Conversations section of each family's profile, including any call recordings you've passed through.

[SCREENSHOT: Family profile Conversations tab showing logged external call with play button for recording]

Pro Tip: This is especially useful if you're using a specialized childcare phone system or a call center. All your parent conversations stay centralized in Enrollio, even when calls happen outside the platform.

What You'll See

Logged calls appear in the Conversations section just like calls made through Enrollio. You can click to play recordings, see call duration, and view them alongside texts, emails, and tour notes.

This gives you a complete communication history for every family—essential for tracking follow-ups, tours, and enrollment progress.