Anyone who connects a cloud phone system such as Webex Calling to their CRM or ERP almost always hears this question from sales first: *So where does our customer data actually end up?*
The short answer: where it already is today – in your CRM. Haus iT Caller ID does not make a copy of your customer base. There is no second customer list with us that would need to be maintained, reconciled or secured.
How the name gets to the phone without your customers moving
When the phone rings, the cloud phone system only knows a phone number. At that moment, Haus iT Caller ID asks your CRM a single question: *Who does this number belong to?* Your CRM answers with name, company and customer number – and the Webex app shows them before you even pick up.
The question is asked when the phone rings. Not overnight, not in advance, not „everything, just in case“. That is why a prospect your sales team created this morning is already known when they call at noon.
| Copy of the customer base | Haus iT Caller ID | |
|---|---|---|
| Where your customers are | in the CRM and in a second list | only in the CRM |
| New contact from this morning | only after the next sync | on the first call |
| What has to be maintained | two data sets | one |
What we remember – and for how short a time
It does not work entirely without memory, and we say so openly:
- The name for a phone number that has just called – for 14 days. That way it is there instantly on the next call, and your CRM is not asked again every time the phone rings. After that the entry is deleted
- That nothing was found for a number – for 24 hours. After that, the CRM is asked again
- The connection data of your telephony – who called whom and when – for your reports. Your company sets how long in the portal
What is not created: an extract of your customer file, a list of all contacts, a collection of your notes. What you note after a call goes into your CRM – where your team looks anyway.
And if the CRM cannot be reached?
That is when the short memory proves its worth: anyone who has called in the last 14 days is still shown by name. New callers appear with their phone number. As soon as your CRM answers again, everything works as usual – nobody has to catch up on anything.
Where the data is processed
The portal runs in data centres in Germany. Telephony itself stays with Webex Calling, your customer data stays in your CRM or ERP. Haus iT Caller ID is the link in between – not a third data store.
What this means for your sales team
- No data migration: you switch to the Webex Calling cloud phone system without copying your customer base anywhere
- One source: what is in the CRM is on the phone when it rings
- Clear answers: when a customer asks where their data is, the answer is: in your company's CRM
Frequently asked questions
Does Haus iT Caller ID store my customer data?
Not as a customer base. Your CRM is asked at the moment of the call. We remember the name for a phone number that has just called for 14 days, so that it appears instantly on the next call – after that it is deleted.
Is my customer base copied to the cloud?
No. Your CRM or ERP remains the only source. We only keep our own list of your contacts if you explicitly switch it on for a single system – for instance because that system cannot search by name any other way.
Where is the data processed?
The portal runs in data centres in Germany. Telephony runs through Webex Calling, your customer data stays in your CRM.
What happens to my call notes?
They go into your CRM, onto the caller's contact – if you switch write-back on. No text from them stays with us.
What happens if my CRM goes down?
Callers from the last 14 days are still shown by name, new ones with their phone number. As soon as your CRM answers again, everything works as usual.
Who decides how long call data is kept?
Your company, in the portal. The connection data of your telephony – who called whom and when – is kept for as long as you set it there.