Call Tracking

Apartment Call Tracking Benefits And Strategies

September 25, 2019 2:03 pm Published by Leave your thoughts
Last Modified: September 18, 2023 9:25 am
Reading Time: 9 minutes

Call tracking for apartments is a system or service that enables property management companies or individual landlords to track and monitor incoming phone calls related to their rental properties. It is designed to provide valuable data and insights into the effectiveness of their marketing campaigns, assess the performance of their leasing staff, and improve overall tenant acquisition and customer service.

Here’s how apartment call tracking typically works:

  1. Unique phone numbers: The system assigns unique phone numbers to different marketing channels such as online advertisements, print ads, billboards, or property websites. Each phone number is associated with a specific campaign or source.
  2. Call forwarding: When potential tenants dial these unique phone numbers, the calls are automatically forwarded to the property’s main phone line or leasing office.
  3. Tracking and recording: Call tracking software records essential call data, including the source of the call, duration, time of day, and caller information. Some systems may also record the actual conversations for quality assurance and training purposes.
  4. Analytics and reporting: The collected data is then analyzed and compiled into detailed reports. This information helps property managers understand which marketing channels are generating the most leads, measure the performance of their leasing agents, and make data-driven decisions to optimize their marketing strategies.
  5. Performance evaluation: By reviewing the call analytics, property managers can assess the effectiveness of their marketing campaigns, identify areas for improvement in customer service or lead conversion, and make adjustments accordingly. For example, they can determine if a particular advertisement or listing generates a high number of calls but few conversions, suggesting that changes may be needed to attract more qualified prospects.
  6. Return on investment (ROI) tracking: Call tracking allows property managers to measure the return on investment for their apartment marketing efforts. They can compare the cost of each marketing campaign with the number of leads or leases generated to determine which campaigns provide the highest ROI.

Overall, call tracking for apartments provides valuable insights to property managers, helping them optimize their marketing strategies, streamline operations, and improve tenant acquisition and satisfaction.

How To Set Up Call Tracking 

To set up call tracking for apartment marketers, you can follow these general steps:

  • Choose a call tracking provider: Research and select a call tracking service that fits your needs. There are several reputable providers available, such as CallRail, CallTrackingMetrics, and DialogTech, among others. Consider factors such as pricing, features, scalability, and customer support when making your decision.
  • Sign up and create an account: Visit the website of your chosen call tracking provider and sign up for an account. Provide the necessary information and complete the registration process.
  • Set up phone numbers: Once you have an account, you can start setting up your phone numbers. Determine how many unique phone numbers you’ll need based on your marketing channels and campaigns. For example, you may want different numbers for online ads, print ads, property websites, or individual listings. Assign specific phone numbers to each marketing source.
  • Configure call forwarding: Set up call forwarding to direct incoming calls from the unique phone numbers to your main leasing office or preferred phone line. This can usually be done within the call tracking provider’s dashboard or by configuring forwarding settings with your phone service provider.
  • Customize settings and features: Explore the features offered by your call tracking provider and customize the settings to meet your requirements. This may include call recording, call whispering (where callers hear a brief message before being connected), call tagging, and other options.
  • Integrate tracking codes: Implement tracking codes on your marketing channels or website to associate each phone number with the respective campaigns. This allows the call tracking system to identify the source of each call accurately. Ensure that you follow any necessary privacy policies for your location. 
  • Review and analyze data: As calls come in, your call tracking system will record and collect data such as call duration, source, and caller information. Access the analytics and reporting features provided by your call-tracking provider to review and analyze this data. Identify trends, measure the performance of your marketing campaigns, and gain insights into customer behavior.
  • Optimize marketing and operations: Based on the call analytics, make data-driven decisions to optimize your marketing strategies. Adjust your campaigns, allocate resources to the most effective channels, and refine your messaging. Additionally, use the call data to evaluate and improve the performance of your leasing staff and customer service processes.

Remember to comply with applicable privacy laws and regulations when recording calls or collecting caller information. It’s important to inform callers if their conversations are being recorded and handle any personal data in accordance with privacy guidelines. It may be helpful to consult the documentation and support resources provided by your chosen call-tracking provider for detailed instructions on setting up and using their specific platform. The majority of phone calls will consist of private information between you and your potential resident, so you will need to ensure you have proper security.


Why Should You Track And Record Calls?

Apartment call tracking offers several benefits that can greatly enhance the efficiency and effectiveness of your property management operations.

Call tracking enables you to measure the return on investment (ROI) for your various marketing campaigns. By assigning unique phone numbers to different marketing channels, you can track and analyze which sources generate the most leads and conversions. This data helps you allocate your marketing budget more effectively, focusing on the channels that yield the highest ROI.

With call tracking, you can accurately attribute leads to specific marketing sources. It helps you understand which marketing channels are driving the most calls and conversions, allowing you to optimize your marketing strategy. By identifying successful channels, you can invest more resources in those areas and make data-driven decisions to improve lead generation.

By analyzing call data, you can identify trends, understand caller demographics, and gain valuable insights into what prospects are looking for in a rental property. This knowledge allows you to tailor your marketing messages, property offerings, and customer service to better attract and engage your target audience.

Overall, call tracking for apartments empowers property managers to make data-driven decisions, optimize marketing efforts, improve customer service, and enhance tenant acquisition. It allows you to measure the success of your campaigns, evaluate staff performance, and continuously improve your operations for better leasing outcomes. You can also analyze your agent’s performance and make necessary improvements.

How To Review Call Tracking Analytics 

Reviewing call-tracking analytics involves analyzing the data collected from incoming calls to gain valuable insights. Start by accessing the analytics dashboard provided by your call-tracking provider. Look at key metrics such as call volume, call duration, and call sources. Identify trends and patterns to understand which marketing channels are driving the most calls and conversions.

Pay attention to peak call times to ensure sufficient staffing during high-demand periods. Listen to call recordings or review call transcriptions to evaluate the quality of customer interactions and identify areas for improvement. Utilize filters and segmentation options to drill down into specific campaigns, phone numbers, or time frames for more granular analysis. Compare the data with your marketing initiatives, lease conversion rates, and customer feedback to identify correlations and make data-driven decisions for optimizing your marketing strategies, leasing processes, and customer service. Incoming call measurement is an amazing way to improve your property growth. 

Dynamic Number Insertion (DNI)

This is a strategy where a unique phone number is dynamically generated and displayed for each visitor on your website. This allows you to track the source of the call down to the specific keyword, ad, or campaign that led the visitor to your site. This can provide incredibly granular data about your marketing performance.

  1. Multi-channel Attribution: Traditional call tracking often attributes a lead to the last clicked source. However, in reality, a customer’s journey may involve multiple touchpoints. Multi-channel attribution allows you to track all interactions a customer has with your marketing efforts, giving you a more holistic view of what’s working.
  2. Call Scoring: Use AI or machine learning algorithms to automatically score calls based on predefined criteria such as call duration, the sentiment of the conversation, or specific keywords mentioned. This can help you quickly identify high-quality leads or successful calls.
  3. Conversation Analytics: Go beyond just tracking calls and dive into the content of the conversations. Advanced call tracking systems can transcribe and analyze calls to provide insights into common questions, complaints, or trends. This can help you improve your customer service and marketing messaging.
  4. Real-time Reporting and Alerts: Set up your call tracking system to provide real-time reports or alerts for specific events, such as missed calls, long call durations, or when a call results in a conversion. This allows you to respond quickly and make adjustments as needed.
  5. Integration with CRM and Marketing Automation Tools: Integrate your call tracking system with your CRM or marketing automation tools. This allows you to have all your lead data in one place and can help automate follow-up activities based on call outcomes.
  6. Split Testing: Use call tracking to perform split tests on your marketing campaigns. By assigning different phone numbers to different versions of an ad or landing page, you can track which version generates more calls and conversions.

How To Interpret Call Data

Interpreting call tracking data involves analyzing the various metrics and patterns to gain insights into customer behavior, campaign performance, and overall call quality. Firstly, examine call volume to understand peak hours and days, identify trends and optimize staffing accordingly. Next, evaluate call duration and call outcome to assess customer satisfaction and identify potential areas for improvement in customer service.

Analyzing call sources can help determine which marketing channels are generating the most calls, allowing for targeted campaign optimization. Additionally, call tracking data can reveal the effectiveness of specific keywords or advertising messages, aiding in refining marketing strategies. By reviewing these metrics and trends, businesses can make data-driven decisions to optimize their call-handling processes, improve customer experiences, and enhance overall marketing effectiveness.

The Revenue Impact of Call Tracking 

Call tracking can have a significant revenue impact on businesses, including those in the apartment rental industry. Here’s an explanation of how call tracking can affect revenue:

Improved marketing ROI: By accurately tracking and attributing leads to specific marketing channels, call tracking helps you identify the most effective sources of leads and conversions. With this information, you can allocate your marketing budget more efficiently, focusing on the channels that generate the highest return on investment. By optimizing your marketing spend, you can generate more qualified leads at a lower cost, resulting in increased revenue.

Enhanced lead conversion: Call tracking provides insights into the performance of your leasing staff and customer service. By reviewing call analytics, you can identify areas where leads are being lost or where improvements can be made. With this knowledge, you can provide targeted training or coaching to your leasing team, leading to more effective lead handling and higher conversion rates. Improved lead conversion means more signed leases and increased revenue.

Data-driven decision-making: Call tracking provides quantifiable data and insights that inform your decision-making process. You can analyze call data and trends to make informed decisions regarding marketing campaigns, pricing strategies, and operational improvements. By making data-driven decisions, you can optimize your business practices to maximize revenue potential. You will also be more aware of your lead source with greater lead tracking.

Identifying effective marketing channels: Call tracking allows you to identify which marketing channels are driving the most calls and conversions. By allocating resources to the most effective channels, you can generate a higher volume of qualified leads. This targeted approach ensures that your marketing efforts are focused on channels that generate revenue, resulting in a positive impact on your bottom line.

Improving customer experience: Call tracking helps you evaluate the quality of customer interactions and identify areas for improvement in customer service. By listening to call recordings or reviewing call data, you can identify pain points, address customer concerns, and enhance the overall customer experience. Satisfied customers are more likely to lease from you, renew their leases, and recommend your apartments to others, which directly impacts revenue through increased occupancy rates.

In summary, call tracking can positively impact revenue by improving marketing ROI, enhancing lead conversion rates, enabling data-driven decision-making, identifying effective marketing channels, and enhancing the overall customer experience. By leveraging call tracking insights, apartments can optimize their operations, attract more qualified leads, and ultimately drive revenue growth.

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How To Get The Most Out Of Call Tracking

Property managers can maximize the benefits of call tracking by implementing a few key strategies. Firstly, they should ensure that each property listing has a unique tracking number assigned to it, enabling them to trace the source and effectiveness of incoming calls. By analyzing the data, property managers can identify the most successful advertising channels, allowing them to allocate resources more efficiently. 

Additionally, implementing outbound and inbound call recording and transcription features can help property managers evaluate the quality of customer interactions. It’s important to continually review your calls so that you can determine how you and your team can improve. Leveraging call-tracking analytics can provide valuable insights into customer preferences, allowing property managers to tailor their marketing efforts and enhance their overall strategy.

By harnessing the power of call tracking, property managers can optimize their operations, increase customer satisfaction, and ultimately drive greater apartment traffic. If you want to continue to grow your property, call tracking is an essential step to increase your ROI and overall property value.

Market Apartments offers Call Tracking.


Now that you know all the benefits of Call Tracking for apartments, we’d like to help you get started. Market Apartments now offers Call Tracking and many more services to help you turn leads into leases! Visit our website at or email and ask about our affordable pricing for Call Tracking.

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This post was written by

Isabella Housel

Isabella Housel is a passionate and versatile professional writer with a deep love for words and a commitment to crafting compelling content that engages, informs, and inspires. With many years of experience in the industry, she has honed her skills across various genres, from creative storytelling to informative articles and technical documentation.

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