You want a spreadsheet of calls with duration, direction and status, either to see what your reps are doing or to send a client a report. GoHighLevel can produce one, but only per sub-account and with some limits.
This guide covers the native routes first, then where they get slow for an agency running many accounts.
What a useful call export contains
Before you export anything, decide which columns you need. For rep reviews and client reports, these are the ones that matter:
- Date and time of the call
- Direction (inbound or outbound)
- Duration
- Status or outcome (answered, missed, voicemail, and so on)
- Contact name and phone number
- The user or number that handled it
- A way to reach the recording
If an export is missing one of these, the sheet is hard to use for a report. Check the first file against this list.
Method 1: Call Reporting in the sub-account
This is the main native route for phone call data. Menu names can change, so confirm them in your own account as of October 2026.
- Open the sub-account and go to Reporting.
- Click Call Reporting to open the Call Stats page.
- Choose all calls or one specific number, then set a date period.
- Expand the filters to narrow by duration, status, keywords and similar fields.
- Use the export button near the top right of the page to download the data.
The path is Reporting, then Call Reporting, where you pick all calls or one number and select a date period. The filters include call duration, status and keywords, among others. The page also shows answered versus missed calls and an average call duration, which is handy for a quick read before you export.
The catch with phone number filters
Call Reporting is organized around the phone numbers assigned to the account. Its filter works on the assigned phone number, while Agent Reporting filters by individual agents or staff members. If you want to judge a rep, the two views can disagree. HighLevel's own FAQ says to understand the filters on each before comparing their numbers.
Method 2: Voice AI call logs
If the sub-account uses Voice AI agents, those calls have their own log. In the left menu, click AI Agents, then Voice AI, and apply your filters.
Exports respect your active filters, and you can filter by contact, inbound or outbound, agent, date range and more. The help article says a bulk export covers up to the 50 most recent calls matching your filters. There is an Export All option for everything within the filters, and checkboxes if you want only specific calls.
This log covers Voice AI calls only. It won't include your reps' regular calls.
Method 3: The API for a custom report
If you or a developer can work with the API, the Conversations API is the route to try. It has an endpoint to export messages for a location, with cursor-based pagination. Two limits are worth knowing:
- The cursor is valid for 2 minutes after your last request.
- When you don't set a channel, it returns all non-email message types, including activity messages like opportunity updates.
That means you have to filter out the noise and shape the rows yourself. You also need a private integration token or a marketplace app to authenticate. Our private integration token guide covers the setup. Mind the API rate limit if you loop through many sub-accounts.
Where the native way gets slow
None of these methods is broken. They just get tedious at agency scale.
| Problem | What it looks like |
|---|---|
| One sub-account at a time | A monthly client report means repeating the filter and export steps for every account. |
| Phone number vs. rep views | Call Reporting and Agent Reporting can show different counts, so you reconcile by hand. |
| Capped or screen-bound exports | Some logs cap bulk exports, so you re-run narrower date ranges and stitch files together. |
| Recordings are separate | The spreadsheet gives you a row, but you open each call to hear it. |
| API work | A custom pull needs code, pagination handling and filtering. |
If you only run a few accounts and a few hundred calls a month, the native export is fine. Use Call Reporting, filter to the month, export and tidy the columns.
A repeatable monthly routine
Whichever method you use, this routine keeps reports consistent:
- Pick the same date window every month, such as the first through the last day.
- Export per sub-account and name the file with the client and month.
- Confirm the row count against the on-screen total for the same filters.
- Sort by duration to find very short calls and very long ones.
- Filter to missed or unanswered inbound calls. These are the ones clients ask about.
- Group by rep or number and summarize in a short table for the client.
Short calls and missed inbound calls make a good first review. For other rep activity beyond calls, see our guide to the user activity report. If you also need text threads in the same review, our SMS export guide covers that side.
How the Conversation Exporter handles it
The Conversation Exporter is one of the six RGS Tools, built by Revenue Generating Solutions for our own sub-accounts first. It costs $67 per month per agency, with unlimited sub-accounts, a 7-day free trial and cancel-any-time.
For call logs, three features matter:
- Call export with playable recordings puts calls and their call recordings in one export, so you can listen from the file.
- Any date range, no row caps removes the need to split a quarter into small slices.
- Background exports let a large pull run while you work on something else.
Run a small export first and check that the columns fit your report template. We also wrote a separate walkthrough on exporting call recordings if audio is your main goal.
RGS Tools is not affiliated with HighLevel Inc.
Quick checklist
- Decide which columns your report needs before exporting.
- Use Call Reporting for phone numbers and Agent Reporting for reps, and don't mix their totals.
- Voice AI calls live in their own log.
- Check row counts after every export.
- Keep a consistent date window each month.
Questions
Can I export call logs from GoHighLevel to a spreadsheet?
Yes. The Call Reporting page in a sub-account has an export option, and Voice AI call logs export to CSV. Both are scoped to one sub-account at a time, so you repeat the process for each client.
How do I export calls by rep instead of by phone number?
Call Reporting filters by the phone number assigned to the sub-account, while Agent Reporting filters by user. For a per-rep view, start from Agent Reporting or export the calls and sort the sheet by user.
Does a call log export include the recordings?
Not as playable files in the native exports. You usually open each call record and download its recording one at a time. The Conversation Exporter keeps recordings playable from the export.
Is there a limit on how many calls I can export?
It depends on the screen. The Voice AI log export, for example, has a documented cap on bulk exports. Check the date range and row count after every export to confirm the file is complete.