Call Logs with Ooma Office

Call Logs are a detailed history of phone activity — including incoming, outgoing, missed, internal, and external calls — for either an individual extension (if you're a user) or for the entire company (if you're an administrator).

Call Logs include key data such as date/time, caller/callee numbers, call direction, call duration, and (for accounts with recording enabled) links to listen to or download recordings.

You can of course take a look at your call logs right in your desktop or mobile app, but you can also access your call logs on the web:

• Log into the Ooma Office End User Portal (or use the Ooma desktop app).
• Navigate to the Dashboard tab to see an overview of recent call history.
• For a more detailed breakdown, go to the Call Logs section, where you can search by name or number, filter by call type (incoming, outgoing, missed), and review call details.
• If call recording is enabled for your extension, you may also see options to replay or download recorded calls (if the call was recorded).

 

•     Log in to the Ooma Office admin account via  office.ooma.com.  
•     From the Dashboard, view the Call Logs section — this will list recent calling activity     across the entire company (internal calls and external incoming/outgoing calls).  
•     Use the View menu to select all calls or apply filters (for example, only incoming or internal).  
•     You can search for a specific name or phone number to get details about calls involving that party.  
•     Use the Click to Call feature by clicking a remote party’s phone number for a quick callback.  
•     To export a full record, click Download to Computer — the call logs will be saved as a CSV file that can be opened in Excel or similar programs.  

If you have the Pro version of Ooma Office, the call logs include a “Call Resolution” column — showing whether each call was answered, sent to voicemail, disconnected, unanswered, etc. This covers direct calls, calls to ring groups, call queues, and virtual receptionists.This detail is especially useful for evaluating call-handling performance, e.g., whether calls are being answered or are going to voicemail, or why certain calls might not have been recorded.

Yes. Both end users (for their extension’s call history) and admins (for company-wide call history) can export call logs. The "Download to Computer" button exports the logs as a CSV file that opens in Excel or other spreadsheet tools.

If call recording is enabled and recordings exist, there are also options to replay or download the audio files associated with recorded calls.

Call logs offer multiple business benefits:

• Integrate with your CRM so every call is logged under the customer’s profile, providing context for past interactions and helping deliver more personalized service.
• Visualize calling trends such as peak call times, average call durations, and call volume per employee, which helps with staffing decisions and resource planning.
• Use recorded calls for training, quality control, or compliance needs — especially valuable in regulated industries or customer service centers.

For accounts using the call-recording feature under the Pro plan, recordings are stored for 90 days. Users/admins can replay or download recordings from the call logs interface (provided the call was recorded).

The Call Resolution field (available to Pro admins) captures how a call was handled:

• Answered by a user — applies to direct calls as well as ring group, queue, or virtual receptionist calls
• Sent to voicemail
• Disconnected — the caller hung up before the call was answered or sent to voicemail
• Unanswered — the call was neither answered nor sent to voicemail

For outgoing calls, available statuses include Call Complete (answered or sent to voicemail) and Call Unanswered.

Yes — if you are an account administrator, internal calls (calls between extensions within your company) are included in the call logs, along with external incoming and outgoing calls.

Yes. In both individual extension logs and company-wide logs, you can use the search box to search by name or phone number. You can also filter call logs by type (incoming, outgoing, missed, internal) using the “View” menu and select a date range.

• For maximum insight, consider pairing call logs with call recording (if compliance allows it) to enable call review, quality assurance, and training.
• Export call logs periodically (via CSV) to integrate with CRMs, run analytics, or maintain a backup of your company’s call history.
• Use the Call Resolution data (available with Pro) to monitor responsiveness — high unanswered call counts or voicemail rates may indicate staffing or workflow issues.
• Combine call-volume insights with employee schedules to better plan staffing during peak call times.

Access to call logs depends on your role within Ooma Office:

• End users can view only the call activity associated with their own extension.
• Administrators can view company-wide call logs, including internal, incoming, and outgoing calls.

Call recordings (if enabled) follow the same access rules — only users with permission can play or download recordings.

Ooma does not share call-log or call-recording data with third parties except as required to provide service or comply with legal requests.

• Call Logs: Ooma retains call-history data for the duration of your account and uses it to provide reporting, analytics, and troubleshooting support.
• Call Recordings: If your account includes the call-recording feature, recordings are retained for 90 days by default. Users and admins may download recordings locally if longer retention is required for compliance or business needs.

For businesses with strict privacy or regulatory requirements, Ooma recommends regularly exporting call logs and downloading required recordings before they expire.