Email + dialer stack
Smartlead + Aircall: one weekly view of email and calls
Combine Smartlead sends and replies with Aircall calls per rep in one dashboard and one weekly report, with pooled Smartlead mailboxes credited to the campaign owner.
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The question this page answers
Can I get Smartlead sends and replies and Aircall calls per rep without merging two exports every Monday?
Why Smartlead and Aircall do not line up on their own
Smartlead knows the lead's email address, the campaign, the email accounts attached to that campaign and each lead's message history.
Aircall knows which user dialled, the number, how long the call lasted and how it ended.
The two tools share neither a person record nor a rep record. Smartlead has email accounts; Aircall has Aircall users. A week of outbound is split across two exports with different columns and no common ID.
Smartlead sends from pooled email accounts and Aircall calls come from named users. One tool's activity is tied to infrastructure and the other's to people, which is why a per-rep total across both does not fall out of either export.
How OutboundManager joins Smartlead and Aircall
- Smartlead only identifies the sending mailbox when a campaign uses exactly one email account. For every other campaign the send is credited to the campaign owner.
- Each Aircall user is a dialer seat, and each seat is mapped to a rep. Map a rep's Smartlead email accounts and their Aircall seat to the same rep.
- Smartlead leads become contacts identified by the lead's email address. When the Aircall contact has an email address, the call is attached to the same contact.
- Smartlead replies are classified from their text as interested, not now, not interested, wrong person, opt-out or auto-reply. An Aircall call counts as connected when the call was answered and lasted at least 10 seconds.
- Reply rates stay per send. Calls and connected calls are counted in their own columns and never inflate the number of touches.
- With HubSpot connected, each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it: a Smartlead email or an Aircall call to a known contact can both be that touch.
A worked example
It is Monday morning. The weekly report arrives with last week's emails sent and replies from Smartlead, and calls and connected calls from Aircall, each with the change from the week before. One rep is listed under 60% of target. On the scorecard their Smartlead sends are on track; it is the Aircall calls that fell short. That is one screen, not two exports and a lookup on rep names.
What you can see once both are connected
- One Monday report with emails sent, replies, calls and connected calls for the previous week against the week before
- Smartlead campaigns credited to their owner, on the same row as that rep's Aircall calls
- Sends, replies, positive replies, calls and connected calls per rep on one row, each against a weekly target
- A weekly report by email or Slack that covers both tools
- With HubSpot connected: meetings and pipeline per rep next to the activity that produced them
The rep scorecard: one row per rep across every connected tool. With a dialer connected, each rep also gets calls and connected calls. Demo data.
Set it up
Connect Smartlead
- In Smartlead, open Settings and copy your API key.
- In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
- Pick Smartlead. Paste the API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
- Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.
Smartlead integration: what syncs and its limitsSmartlead documentation (opens in a new tab)
Connect Aircall
- In Aircall, an admin opens Dashboard → Integrations & API → API keys and creates a key pair. Note the API ID and the API token.
- In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
- Pick Aircall. Enter the API ID in "Aircall API ID".
- Paste the API token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
- Open Settings → Reps & senders and give each dialer seat a rep, so calls land on the right row of the scorecard.
Aircall integration: what syncs and its limitsAircall documentation (opens in a new tab)
After both are connected
- Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
- Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
- Add recipients or a Slack webhook for the weekly report in Settings → Report, so the combined numbers arrive every Monday. Connect HubSpot whenever you want meetings, pipeline and won revenue next to them.
Good to know
- SmartleadSmartlead allows 60 API requests a minute per plan, so OutboundManager paces itself and a large account can take a few sync runs to backfill.
- SmartleadThe sending mailbox of a send is only known when the campaign uses exactly one mailbox; otherwise the campaign owner gets the credit.
- SmartleadOpens and clicks are not imported.
- AircallAircall keeps six months of call history in its API; the 90-day first backfill fits inside it.
- AircallInbound calls are skipped.
- AircallConnected means the call was answered and lasted at least 10 seconds. Aircall cannot tell a person from an answering machine, so the floor filters most machine pickups.
- AircallRecording links from Aircall expire after an hour; the dashboard link does not.
Smartlead + Aircall questions
Does the weekly report cover both tools?
Yes. It is one summary for the workspace: activity tiles with week-over-week change, reps under 60% of target and any connection in error. It goes out by email, to Slack, or both.
Aircall users are people but Smartlead mailboxes are shared. How do they meet?
On the rep. Aircall users are mapped to reps directly. Smartlead campaigns that use more than one email account are credited to the campaign owner, who is also a rep.
Do I need HubSpot for Smartlead and Aircall to work together?
No. The rep scorecard, the campaign table and the weekly report work with just Smartlead and Aircall. HubSpot is what adds meetings, deals, pipeline and won revenue; it is the only CRM supported today.
Can OutboundManager start calls or send emails through Aircall or Smartlead?
No. It never dials and never sends outreach. It reads from both tools; the only thing it sends is an answer a person on your team writes to an email reply, through Smartlead.
Related stacks
- Instantly + AircallEmail + dialerFor each rep, how many Instantly emails and Aircall calls went out this week, and what came back?
- Smartlead + HubSpotSender + CRMWhich Smartlead campaigns turned into HubSpot pipeline, and whose campaigns were they?
- Aircall + HubSpotDialer + CRMHow many Aircall dials and conversations does it take each rep to book a meeting and open pipeline in HubSpot?
The two tools on this page
See Smartlead and Aircall in one set of numbers.
7-day free trial • No credit card required • 5-min setup
Smartlead and Aircall are trademarks of their respective owners. OutboundManager is not affiliated with, endorsed by or partnered with Smartlead or Aircall.