Two updates for one call
CallTools can report a call and its outcome at different moments. Left alone, that creates two activities in Relevance AI. We combine them into one clean record.
Integration · CallTools to Relevance AI
Relevance AI and CallTools integration
We connect CallTools to Relevance AI so every call, outcome and follow-up lands on the right agent task. It is a one-time setup by our team, not a monthly middleware subscription.
- From $100, one-time setup
- No monthly fees from us
- Tested on your own calls before go-live
CallTools
Relevance AI
One call ends in CallTools. In Relevance AI:
- Call logged on the agent taskLength, direction and the rep who took it
- Recording attachedLinked from the agent run
- Outcome moves the workflowThe stage or field you choose
- One-time setup
- From $100
- Monthly fee from us
- $0
- Working days to a written scope
- 2
- Working days to build and test
- 5–10
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
What we connect between CallTools and Relevance AI
A typical setup. We adjust each line to how your team uses CallTools and Relevance AI.
When this happensThis is what you get
A call endsAn agent run on the matching agent task, owned by the right Relevance AI user
The call recordingAttached to that agent run
The call outcomeThe workflow stage or an agent task field you choose
A missed call or voicemailA follow-up for the agent task owner
A do-not-call requestA do-not-call flag on the agent task
A caller who is not in Relevance AI yetA new agent task, checked against existing records first
Field mapping, event by event
Each CallTools event and exactly what it writes in Relevance AI. Pick an event to see its fields.
1. Trigger · CallTools
When a call ends
Every call made or received in CallTools
2. Action · Relevance AI
Log the agent run
In Relevance AI, on the agent task — Where your team already works
Relevance AI field
Mapped from
What happens
Activity date
Call time15 Sep, 4:00 pm
Shown in your time zone
Call time15 Sep, 4:00 pm
Shown in your time zone
Call length
Call length3 min 04 s
Stored the way Relevance AI expects
Call length3 min 04 s
Stored the way Relevance AI expects
Call outcome
Call outcomeInterested
Matched to your own list of outcomes
Call outcomeInterested
Matched to your own list of outcomes
Recording
Call recordingPlayable audio
Added once the file is ready
Call recordingPlayable audio
Added once the file is ready
Call notes
Call notesAsked for pricing
Saved as note text
Call notesAsked for pricing
Saved as note text
Owner
Rep’s nameMaria Lopez
Matched to the same person in Relevance AI
Rep’s nameMaria Lopez
Matched to the same person in Relevance AI
Agent task
Matched by phone number+1 415 555 0142
A new agent task is created only if none match
1. Trigger · CallTools
When an outcome is set
A rep marks how the call went
2. Action · Relevance AI
Update the workflow
In Relevance AI — Moves one record, not all of them
Relevance AI field
Mapped from
What happens
Which workflow
Most recent open workflowNorthwind — 12 seats
On the matching agent task, owned by the rep on the call
Stage
Call outcomeInterested
Looked up in the outcome-to-stage list we agree with you
Call outcomeInterested
Looked up in the outcome-to-stage list we agree with you
1. Trigger · CallTools
When a call is missed
Nobody picked up in time
2. Action · Relevance AI
Create a follow-up
In Relevance AI, for the agent task owner — A call-back nobody forgets
Relevance AI field
Mapped from
What happens
Title
Caller number+1 415 555 0142
“Call back” plus the agent task name, or the number if unknown
Caller number+1 415 555 0142
“Call back” plus the agent task name, or the number if unknown
Due
Your follow-up windowWithin 1 hour
Set to how fast your team calls back
Assigned to
Agent task ownerMaria Lopez
Falls back to the rep who was on the line
Agent task ownerMaria Lopez
Falls back to the rep who was on the line
Sample values are made up. The exact fields are agreed with you in your scope.
A one-time setup, not a monthly middleware bill
We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.
Web Repay integration setup
Middleware subscription
What you pay
One-time setup, from $100 (one-off)
A monthly plan, often priced by tasks or operations
As call volume grows
The same price, no per-task charges
Costs rise with every call that syncs
Who builds and tests it
We do, on your own CallTools calls
Your team builds and maintains every step
Where it runs
In your own CallTools and Relevance AI accounts, documented
Inside the middleware vendor’s platform
When something changes
Additional support as needed, when you request it
Your team fixes the broken steps
Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.
Where CallTools and Relevance AI setups usually go wrong
Phone numbers written two ways
CallTools and Relevance AI often store numbers in different formats. Left alone, a caller who already exists becomes a second agent task. We match on a cleaned-up number before anything is created.
Reps matched to Relevance AI users
If a CallTools user is not matched to a Relevance AI user, calls log without an owner. We match every rep before go-live.
Updating the right workflow
An outcome has to change one workflow, not every workflow on the record. We agree the rule with you before we build.
How we set it up
- 1
Tell us what should connect
Which calls, outcomes and follow-ups should reach Relevance AI. You get a written scope with a fixed one-time price.
- 2
Give us access
Admin access to CallTools and Relevance AI for the setup. Nothing for you to install, and no new subscription to start.
- 3
We build and test
We connect the two tools, map every detail and test it with real calls before your team relies on it.
- 4
Handover
You get a short document of what is connected and how it behaves. It runs in your own accounts, with no monthly fee from us.
Test call passedEvery field in the table checked
LiveWatched for the first week
What it costs
From
$100 one-time setup
Starting price for connecting CallTools and Relevance AI, built and tested. Larger mappings get a fixed quote in writing before we start.
No monthly fee from us. Additional support is available as needed, whenever you request it.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about CallTools and Relevance AI
Is there a monthly fee?
No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us, so the cost does not grow as your team makes more calls.
Is Web Repay a middleware?
No. We are an integration team: we plan the connection between CallTools and Relevance AI, set it up, test it on your calls and hand it over. Where a small connector layer is the most reliable route, we say so in your written scope and choose the option with the lowest running cost.
What can you connect between CallTools and Relevance AI?
A call ends, the call recording, the call outcome, a missed call or voicemail, each mapped to the right agent task and workflow in Relevance AI. We confirm the exact list in your scope.
How long does it take?
You get a written scope and a fixed price within 2 working days. Most setups are built and tested within 5 to 10 working days of getting access.
What do you need from us?
Admin access to CallTools and Relevance AI during the setup, and a short call to agree what should happen. You can remove our access once it is handed over.
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Rather talk it through?
Thirty minutes on how your team uses CallTools and Relevance AI. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Workflow updatedStage set from the call outcome
Call-back taskAssigned to the contact owner