Setting up a call-tracking solution like NinjaTrack involves making lots of decisions. Configuring general settings at a global level for your entire agency, then making specific adjustments on an account-by-account basis is really helpful. There are settings for NinjaTrack housed in NinjaCat's setup settings, or what we call the "agency level". This article guides you through all of the options that are available to be set at the agency level.

Section Links

 How to access the NinjaTrack Agency settings

How to increase the NinjaTrack recharge billing amounts

How to change the NinjaTrack cookie expiration length

How to whitelist/blacklist caller IDs globally with NinjaTrack

How to configure NinjaTrack Pool email alerts

How to adjust NinjaTrack default settings for buying new numbers

How to access the NinjaTrack Agency settings

1. Go to the Setup Settings

2. Click on "NinjaTrack" in the Setup Sub-navigation

3. Click on the "Settings" button near the left of the Agency NinjaTrack Hub Page

How to increase the NinjaTrack recharge billing amounts

1. Access NinjaTrack Agency Settings; Under "Recharge Amounts"...

2. Under "Minimum Account Balance" type in a dollar amount that, if your account were to fall below, would trigger an account recharge (Must be at least $10)

3. Under "Recharge Amount" type in a dollar amount that, when an account recharge happens, will be charged to your payment method to bring your NinjaTrack account amount above the "Minimum Account Balance" (Must be at least $20)

4. After any and all changes click on the "Update Settings" button near the bottom left

How to change the NinjaTrack cookie expiration length

1. Access NinjaTrack Agency Settings; Under "Settings"...

2. Under "Cookie Expiration Length" type in the number of days that NinjaTrack will keep displaying the same replacement phone number

3. Also under "Settings" click on the checkbox under "Do Not Send Empty Digest" to ONLY send the email digest if there is AT LEAST 1 call.

4. Also under "Settings" click on the checkbox under "Record from Answer" to start recording the call after the call is answered; if unchecked the recording will include the ringing.

5. After any and all changes click on the "Update Settings" button near the bottom left

How to whitelist/blacklist caller IDs globally with NinjaTrack

1. Access NinjaTrack Agency Settings; Under "Settings"...

2. Under "Global WhiteList" enter a calling phone number that will be whitelisted for calling all tracking numbers. This supersedes any blacklists.

3. Click the "Add" button next to the number field.

4. Under "Global BlackList" enter a calling phone number that will be blacklisted for calling all tracking numbers.

5. Click the "Add" button next to the number field.

6. Click on the "X" near the left of each listed number tag to remove the number from the list

7. After any and all changes click on the "Update Settings" button near the bottom left

NinjaNote: NinjaTrack uses tools that will try to assess based on the caller ID whether or not a call to a tracking number is a legitimate call. The SPAM blocking tools that we use will try to eliminate caller IDs that are likely to be from telemarketers, Robo-dialers, or SPAM calls. These features are best used when an agency wants to bypass that tool and either whitelist (always allow a call) or blacklist (always reject a call) specific caller IDs.

How to configure NinjaTrack Pool email alerts

 1. Access NinjaTrack Agency Settings; Under "Settings"...

2. Under "Pool Alerts" check the box for each threshold of alert you want ("Almost Exhausted", "Exhausted", "Over-Consumed") within the section for the frequency ("Hourly Summary", "Daily Summary", "Weekly Summary")of alerts that you desire

NinjaNote: A dynamic number pool is exhausted if it has assigned all phone numbers in the pool to unique visitors. A pool that is over-exhausted is a number pool that has had to re-assign a tracking number to a new visitor before 15 minutes.

3.  Check the checkbox next to "Skip when there are no alerts" if you don't want to receive emails when everything is working as expected

4.  Type in the email address of each recipient to receive the pool exhaustion alerts

5. Clicking on the "Add" button next to the field

6. Repeat steps 4 & 5 for multiple recipients

7.  Under "Almost Exhausted Threshold" type in what percentage of your number pool you want to be your lowest boundary considered "Almost Exhausted" (The percentage must be a value between 0.001% and 99.999%)

8.  Under "Properly Attributed Calls Threshold" type in what percentage of call attribution accuracy you want to be your lowest acceptable amount. This helps us recommend an appropriate pool size when over-consumed (The percentage must be a value between 0.001% and 99.999%)

9. After any and all changes click on the "Update Settings" button near the bottom left

How to adjust NinjaTrack default settings for buying new numbers

1. Access NinjaTrack Agency Settings; Under "Default Settings"...

2. Select the desired country from the drop-down menu

3. Check the box to enable Call Recording - When the box is checked, every completed phone call (every call that has been answered by the recipient of the call) will be recorded.  Depending on the choice you made under the "Record from answer" option above, the recording will either begin at the start of the ringing of the phone call (after the caller greeting is played) or it will begin once the call has been answered by the recipient.

NinjaNote: If the recording starts when the call is answered and the caller hangs up before the call was answered or if the call was blocked or failed to route correctly to the recipient, there will not be a recording of that phone call.  The call recording may be shorter than the total duration of the phone call due to the recording starting after the call has been answered.

4. Check the box to enable the "Play a greeting to the caller" feature - When the box is checked, in advance of dialing the destination number, a greeting will be played.

• Use Recording - Upload a .mp3 or .wav file by clicking on the "Add File" button in this section.
• Use Text to Speech - Type in a message to be read to the caller, such as "This call will be recorded for quality assurance purposes".

5. Check the box to enable "SMS Notifications"  When the box is checked, this option will send an SMS message in real-time to the provided number upon the completion of every phone call.

6. After any and all changes click on the "Update Settings" button near the bottom left

NinjaNote: The default settings section will only change the options presented to users when buying a new tracking number. Changing a setting in this "Default" section, such as turning on or off call recordings, modifying caller greetings, or adjusting the SMS notification settings, will not modify the settings for any existing tracking numbers.