How it works

A tour of CallRoom Pro

For room owners, managers, agents and support staff. Prefer clicking around? Open the live demo.

Your room

Each company gets its own room at its own address, like yourname.callroompro.com. Sign-ins only work at that address, and your data is walled off from every other room inside the database itself.

Setting up

When your room admin first signs in, a setup guide walks through the essentials: your room's name and look, your website, inviting the team, your pipeline and call results (sensible defaults are already filled in), bringing in your first leads, and connecting your own domain. Every step can be skipped and picked up later, and a checklist stays on the dashboard until you're done.

Who sees what

Room admin: everything in the room, including team, settings, website, closed deals, privacy settings, exports and billing.
Manager: the team dashboard, all open leads and callbacks, and assigning work. Contact details are masked by default; closed deals show as a credit only.
Agent: the queue, their own leads and callbacks, and their own numbers. Full contact details only on leads they're working.
Customer support: full customer and deal records, deal sheets, notes and follow-up callbacks, without access to the queue, team or settings.

The queue

Agents press Next lead. The queue serves, in order: callbacks that are due for that agent; fresh leads nobody has called; then leads that have waited longest since their last call. A lead is never handed to two agents at once, never given to the same agent twice, and never served if it's on the do-not-call list or already closed.

Call results and the pipeline

Each call result can count as a contact, move the lead to a stage, keep it with the agent or send it back to the queue. Room admins rename, recolor and reorder stages and results to match how the floor talks. Every call, note, stage change and assignment lands on the lead's timeline.

Closing a deal

When a call ends in a sale, the agent fills in a short deal sheet. From that moment the record is locked: agents and managers can't open it, find it in search or export it, but the credit still counts on their numbers. Room admins and customer support can see and edit the full record, and every view is logged. Anything that looks like a card number is stripped from deal sheets automatically.

CallRoom Pro never charges cards. The closer records the card (or ticks Skip payment information); the card is entered in Authorize.net's own secure window and saved in your own Authorize.net account, and CallRoom Pro keeps only the card brand, last 4 digits, expiry and Authorize.net's reference (plus the name on the card and billing address). After the contract is signed, customer service or an admin runs the payment in your own Authorize.net account and marks the client Paid in the website admin, which records who marked it and when.

Do-not-call

Marking a lead do-not-call blocks that number across the whole room: no calls logged, no assignment, no queue, and any callbacks cancelled. Room admins can upload a list of numbers in bulk. Imports and website forms check the list automatically. Only a room admin can remove the flag, and that's logged.

Importing leads

Go to Leads, then Upload Leads. Start from the template so the columns are exactly right: Excel (.xlsx, with an instructions sheet), CSV, TSV or the field rules.

Required: RESORT, a name (NAME1 or NAME2) and at least one phone. Optional: NAME2, PHONE2, PHONE3, EMAIL, ADDRESS, CITY, STATE, ZIP, OWNER_ID.
Formats: any phone format (stored as 10 digits); state as FL or Florida; ZIP, ZIP+4 or a Canadian postal code.
Combined addresses: if the whole address is in the ADDRESS column and CITY, STATE and ZIP are empty, it is split for you. You see a preview and can switch it off. Leads already in the room can be repaired later with Fix Addresses, which has a preview and an undo.
Duplicates: a lead is skipped when any of its phones is already in the room or earlier in the same file.
Problems: up to 25,000 rows per upload. Rows that can't be imported are never dropped silently: download the error file, which lists the row number, the reason and your original data.

Your website

Pick one of six layouts, a theme, your colors and fonts, then edit each section with a live preview at phone, tablet and desktop sizes. Publish when you're happy. Every form fill becomes a fresh lead in your queue, with the consent wording saved alongside it and duplicates and do-not-call numbers handled automatically.

Privacy tools

Room admins can set session timeouts, mask contact details for managers, review sign-in history, sign everyone out, erase a customer's personal data on request, and export everything as spreadsheets and JSON.

Saving cards (Authorize.net)

CallRoom Pro supports Authorize.net only. A room owner opens Advanced Settings › Merchant and connects the room's own Authorize.net account with its API Login ID, Transaction Key and Public Client Key. If your merchant account processes through Authorize.net (for example Maverick, and other gateways and ISOs that run on Authorize.net), use the credentials Authorize.net provides for that account. These names are examples, not endorsements. Customer Information Manager (CIM) must be turned on in the account.

Saved cards are removed from Authorize.net when a client is marked Paid, or after the number of days you choose. You are responsible for your own merchant account and PCI compliance. See the Terms.

Billing

One plan, paid weekly, monthly, quarterly, every 26 weeks or yearly (save 10%, 15%, 20% and 25%), with a free 7-day trial and no contract. Payments are non-refundable, so use the trial to decide. Room admins change the plan from the Billing page: a longer interval or an added website starts today and you pay only the prorated difference; a shorter interval or a removed website takes effect when your paid period ends; you can cancel any time and reactivate before the period ends. You see what changes, when, and what you pay today before you confirm. Each room signs one Master Subscription Agreement before it opens (see the agreement). If a payment fails, the whole room sees a 72-hour countdown; if it isn't paid in time the room locks until it is, and nothing is deleted. See pricing.