Tracking Call Time for Incoming Calls

• 1Go to Custom Fields
  From the left-side menu, go to Settings → Custom Fields.
• 2Create a folder
  Under the Contact section, create a new folder called "Call Time Tracking." This keeps all the tracking fields organized in one place without cluttering your contact records.
• 3Create the hourly fields
  Create a Number custom field for each hour of the day — you'll need 24 in total, one for every hour from 12 AM through 11 PM.Field Name: 12 AM  ·  Field Type: NumberRepeat this process until you have all 24 hourly fields.

• 1Set the trigger
  Go to Automation → Workflows and create a new workflow from scratch. Add a trigger and search for Call Details, then add these filters:

  • Call Direction: Incoming

  This ensures the workflow only tracks incoming calls received through your TheraSaaS phone number.
• 2Create the hourly If/Else branches
  Under the trigger, click + and add an If/Else action. For each branch, use Date/Time → Time of the Day to separate calls by when they were received.12 AM branch: on or after 12:00 AM and on or before 1:00 AM → counted toward the 12 AM field

  Branch	Time Range	Field to Update
  12 AM	12:00 AM – before 1:00 AM	12 AM
  1 AM	1:00 AM – before 2:00 AM	1 AM
  2 AM	2:00 AM – before 3:00 AM	2 AM
  3 AM	3:00 AM – before 4:00 AM	3 AM
  …	…	…
  11 PM	11:00 PM – before 12:00 AM	11 PM

  Important — If/Else branch limit: the If/Else action allows up to 10 branches. Once you reach the max, the workflow creates a None path — use it to continue adding the remaining hourly branches. Use the three-dot menu → Copy Action to copy an existing branch into the None path, then update the time conditions for each remaining hour. Continue until all 24 hours are covered.
• 3Add the Math Operation
  Each hourly branch also needs a Math Operation that increases the corresponding custom field by 1:

  1. Click the + under the branch
  2. Search for Math and select Math Operation
  3. Select the corresponding hourly custom field
  4. Set the operator to Add
  5. Enter 1 as the value

  12 AM branch → Custom Field: 12 AM · Operation: Add · Value: 1

  The same logic applies to every other hour (1 AM → 1 AM field + 1, 2 AM → 2 AM field + 1, and so on) across all 24 hourly branches. You can use the three-dot menu to copy actions instead of creating every Math Operation from scratch.

• 1Save, publish, and enable re-entry
  Once all 24 hourly branches and Math Operations are configured, save the workflow and make sure it's Published. Under the workflow settings, make sure Allow Re-entry is enabled. The workflow will now count incoming calls and add them to the appropriate hourly custom field.

• 1Add a Contacts Count widget
  From your dashboard — either an existing one or a dedicated Call Time Tracking dashboard — click Add Widget and select Contacts Count. Set the metric to the corresponding hourly custom field and label the widget with the appropriate time.Metric: 12 AM field  ·  Label: 12 AM

  Save the widget, then use the three-dot menu → Duplicate to create the next one — change the duplicated widget's metric and label to the next hour (e.g., 1 AM), and repeat until you have widgets for all 24 hours. Adjust widget sizes and arrange them on the dashboard however you'd like.
• 2Customize the dashboard
  Go to the dashboard's Themes or customization settings to adjust widget colors — for example, using different colors to distinguish business hours, after-hours calls, early morning calls, and peak call periods. Colors are fully customizable based on your practice's preferences.

Once configured, your dashboard will show the number of incoming calls received during each hour of the day:

This gives you a quick visual overview of when your practice receives the most incoming calls, so you can identify busy periods and plan staff coverage accordingly.