Ringostat: setup from scratch — a step-by-step example

This page is a hands-on example: we take a Ringostat project and bring it to the point where every inbound call becomes a lead, the customer card opens for the rep while the phone rings, and recordings and missed calls sit in the CRM. Pick a number scheme first — steps 4 and 5 depend on it. For a reference of every field, see Connect Ringostat.

#Step 0. Pick a number scheme

The second decision is where the rep talks: the built-in CRM phone (in the browser — the card opens during the call and the call survives moving between leads) or the Ringostat app, as before. The call log, leads, recordings and missed calls work the same either way. Comparison: Two modes.

#Step 1. Prepare Ringostat

• Every rep is set up in Ringostat as an employee (not just a SIP account) with their own SIP account. The CRM sees employees.
• Scheme A: each personal number routes to its rep's SIP account.
• Scheme B: the shared number routes to one SIP account — that's the one we connect to the CRM phone (e.g. office). If reps stay in the Ringostat app, route it to a group of their SIP accounts.
• In every routing rule, set where the call goes if nobody answers: another employee or voicemail. Otherwise the caller hears “busy”.
• Turn on call recording if you want it in the CRM.

#Step 2. API key

Ringostat account → Integrations → Ringostat API. Copy the project ID and the Auth-key.

#Step 3. Connect in the CRM

1. CRM → Settings → Telephony → Ringostat → “Add connection”.
2. Paste the Ringostat project ID and Auth-key; time zone Europe/Kyiv.
3. CRM projects — the project where call leads should appear.
4. Call mode: “SIP trunk via the xCRM phone” if reps talk in the CRM; “Ringostat Callback” if they use the Ringostat app.
5. Turn on Call log, Call recordings and Lead for an unknown number.
6. “Save settings” — the CRM checks the key and loads the staff.

#Step 4. Staff and numbers

On the same page is the “Ringostat staff and SIP accounts” table. For each rep, pick the “CRM user” and fill in “Ringostat numbers” according to your scheme, then “Save mapping”.

The CRM imports calls of linked staff only. If someone works in another system and has no CRM user, just leave them unlinked.

#Step 5. The CRM phone (if reps talk in the CRM)

Skip this step in Ringostat Callback mode. For the CRM phone, do three things for every Ringostat SIP account that should ring in the CRM — following Telephony in the CRM:

1. 01

   SIP trunk

   Telephony step 3: host sip.ringostat.net, port 5060, the SIP account login and password from Ringostat, “Register with the provider” on.

2. 02

   Number

   Step 4: a number bound to this trunk. Fill in “CRM project” and “Number owner” — leads from new inbound callers land in that project, assigned to that owner.

3. 03

   Route

   Step 7: scheme A — number → the operator who owns the SIP account; scheme B — number → a ring group with every rep on the line.

4. 04

   Attach and apply

   In the Ringostat settings pick this trunk under “Ringostat SIP trunk”, then apply the configuration.

#Step 6. Webhook

Without a webhook a call appears in the CRM 1–2 minutes after it ends. With one, the lead is created while the phone is ringing. Webhooks can only be created in your Ringostat account.

1. In the CRM, on the Ringostat page, copy the Webhook URL.
2. Ringostat account → Integrations → Webhooks → Add.
3. First webhook: event “Before the call” (inbound), method POST, format JSON, address — the Webhook URL with ?event=start at the end.
4. Second webhook: event “After the call” (inbound), the same, but ending with ?event=finish.
5. Add the parameters to both: the name as below, the value — the matching Ringostat variable.

uniqueid
caller
dst
call_type
employee_number
connected_with
billsec
duration
disposition

#Step 7. Test calls

The rep signs in to the CRM and keeps the tab open (for the CRM phone, the browser asks for microphone access once — “Allow”). Then make three calls from a number that isn't in the CRM:

#How the CRM behaves during a call

#Common mistakes

#Checklist

• Number scheme chosen; Ringostat routing and a no-answer fallback set up
• Reps are Ringostat employees with SIP accounts
• CRM connection saved, staff loaded
• Every rep linked, numbers filled in per the scheme, the shared line has an owner
• For the CRM phone: trunk, number with project and owner, route, configuration applied
• Two webhooks in Ringostat
• All three test calls passed