When a patient who already has an Account clicks one of your Google Ads and phones your tracking number, the CRM now opens a new Intake Opportunity for them automatically. The new opportunity sits under their Account, carries the Google click ID, and runs your usual Intake Opportunity automations, so returning paid callers no longer get lost as a call log only.
Contents
1. Before You Start
2. Find the Setting
3. Turn It On or Off
4. What Happens When an Account Calls
5. When No Opportunity Is Created
6. Required Fields on Intake Opportunities
7. Frequently Asked Questions
1. Before You Start
You will need:
A call tracking integration that sends Google Ads click IDs with the call: CTM (CallTrackingMetrics) or CallRail, already connected to your CRM.
Google Ads call tracking set up in that provider, so calls from ads carry the click ID (GCLID, the Google Click ID).
Patients' phone numbers saved on their Accounts (Phone, Mobile, Home Phone, or another phone field on the Account itself).
Access requirements: an administrator can change the setting in Settings → Integrations → VOIP Controls. Nothing else needs to be enabled: the setting is on by default for every instance.
If you do not see the setting on your VOIP Controls page, contact Dazos support so they can confirm your instance has the latest update.
2. Find the Setting
From the CRM, go to Settings → Integrations → VOIP Controls. The new switch is the last one in the Phone Calls section:
Switch | What it controls |
Create an Intake Opportunity when an existing Account calls from a Google Ads click (GCLID) | When ticked, an inbound phone call that carries a Google click ID and comes from one of an Account's own phone numbers creates a new Intake Opportunity under that Account. |
Tip: The switch only affects inbound phone calls. Texts, chats and outbound calls never create an Intake Opportunity.
3. Turn It On or Off
1. Go to Settings → Integrations → VOIP Controls.
2. In Phone Calls, tick the switch to turn the feature on, or untick it to turn it off. 3. Click Save at the bottom of the section.
The change applies to the next call. Opportunities already created are not affected when you turn the switch off.
Important: The switch is ticked by default. If your team prefers to create these opportunities by hand, untick it and click Save.
4. What Happens When an Account Calls
Here is the flow for a patient, Jordan Rivera, who already has an Account and an older Intake Opportunity from a previous stay:
1. Jordan clicks your Google ad and calls your tracking number from the mobile number saved on the Account.
2. The call is logged on the Account as before (activity and call log).
3. Because the call carries a Google click ID and came from the Account's own number, a new Intake Opportunity, Jordan Rivera-2, is created under the Account. The older one is left as it was.
The new opportunity opens like any other. It is named, linked and assigned automatically:
Field | How it is filled | Example |
Opportunity Name | The patient's name with the next number, the same way as when you add one by hand | Jordan Rivera-2 |
Account Name | The Account that called | Jordan Rivera |
Assigned To | The Account's owner | the Account's assigned user |
Sales Stage | Your default stage for new opportunities | Pending VOB |
Expected Close Date | Today's date, when your default leaves it empty | the day of the call |
Other fields | Copied from the Account using your Lead Conversion Mapping (for example Lead Source, Referral Source, Date of Birth), exactly as when you add an opportunity on an Account | as on the Account |
GCLID | The Google click ID of this call | EAIaIQobChMI-... |
The click ID is stored in the opportunity's Web Traffic section. The Account's own, older web traffic values (an earlier GCLID or GACID) are not copied, so each opportunity keeps the click that brought it in:
Tip: Your Intake Opportunity automations (workflows, task creation, Google Ads conversions set up on new opportunities) run for these opportunities just as for ones created by your team.
5. When No Opportunity Is Created
Situation | Result |
The call has no Google click ID | Logged on the Account as usual, no new opportunity |
The number belongs to a Related Contact (for example a parent calling for the patient) | No new opportunity: the click belongs to the relative, not the patient |
The caller is a Lead or a Referral Source | No new opportunity (the Lead follows your usual Lead process) |
The same Google click already opened an opportunity on this Account (a second call from the same ad visit) | No second opportunity |
A text message, a chat, or an outbound call | No new opportunity |
The switch is unticked | No new opportunity |
A new ad click from the same patient later on (a new visit to your ad) opens a new opportunity, numbered -3 , -4 , and so on.
6. Required Fields on Intake Opportunities
The automatic opportunity follows the same rules as Lead conversion for fields your instance makes required:
Required field type | What happens |
Drop-down with a default value | The default value is used |
Date | Its default, or today's date for Expected Close Date |
Text | Filled with ???? for your team to complete |
Drop-down without a default value | The opportunity cannot be created automatically |
Important: If your Intake Opportunities have a required drop-down without a default value, give that field a default value in Settings → Module Layout & Fields, otherwise these calls cannot create their opportunity. The call itself is still logged on the Account.
7. Frequently Asked Questions
Q: Which call tracking providers does this work with? CTM (CallTrackingMetrics) and CallRail, the providers that send Google click IDs with the call.
Q: Will a patient who calls three times get three opportunities? Only if each call comes from a different ad click. Several calls from the same ad visit, and the several updates a provider sends for one call, create one opportunity.
Q: Does the older opportunity change? No. The new click is stored on the new opportunity, and earlier opportunities keep their own values.
Q: Who is the new opportunity assigned to? The Account's owner (Assigned To on the Account).
Q: Can I turn it off? Yes. Untick the switch in Settings → Integrations → VOIP Controls → Phone Calls and click Save.
Q: What if the click ID arrives after the call? If your provider sends it in a later update of the same call, the opportunity is created then. A click ID that is only filled in later by a background sync does not create one.
Q: Where can I see why a call did or did not create an opportunity? Dazos support can check the call in the system logs; each call records whether an opportunity was created and, if not, why.
Need Help?
If you run into issues:
1. Check that the switch is ticked in Settings → Integrations → VOIP Controls → Phone Calls.
2. Check that the caller's number is saved on the Account itself, not only on a Related Contact, and that the call came from a Google ad.
3. Contact Dazos support with the Account name, the time of the call, and reference CRM-3886.