Connect workflows with VAPI (Voice AI Platform Integration) to automate AI-powered voice assistants, calls, chats, and file handling — without third-party tools. This guide explains what the integration is, key benefits, setup steps, available triggers & actions, real-world use cases, and best practices.
What is VAPI in Workflows?
VAPI allows workflows to initiate and manage AI-powered voice and chat interactions.
There are two directions of automation:
VAPI → Workflows (Triggers)
Start a workflow when an event occurs in VAPI (e.g., a new call is created).
Workflows → VAPI (Actions)
Trigger AI calls, chats, or file uploads inside VAPI when CRM events occur (e.g., a new lead submits a form).
This enables agencies and businesses to automate lead qualification, appointment reminders, onboarding assistance, and outbound campaigns using AI voice automation.
Key Benefits
Instant AI Lead Qualification – Automatically call leads after form submission.
CRM AI Sync – Update opportunities based on AI outcomes.
Automated Appointment Confirmation – Reduce no-shows with reminder calls.
Knowledge-Powered Assistants – Upload documents to enhance AI responses.
Reduced Manual Work – Eliminate external webhook or Zapier setups.
Prerequisites & Permissions
Before using VAPI in workflows:
Access to Automation → Workflows
A connected and active VAPI account
Premium Workflow features enabled
Connecting Your VAPI Account
Connect from Workflow Builder
Go to Automation → Workflows
Add any VAPI trigger or action
Click Connect Now
Authorize your VAPI account
Connect from Integrations Page
Go to Settings → Integrations
Select VAPI
Click Connect
Complete authentication
Once connected, VAPI steps will load automatically in the workflow builder.
How to Find Your VAPI API Key
Go to dashboard.vapi.ai and log in to your account.
Open the Account menu.
Click on “API Keys.”
Generate a new key (if needed) and copy your Private API Key.
Available Triggers (VAPI → Workflows)
| Trigger | Description |
|---|---|
| New Assistant | Fires when a new AI assistant is created in VAPI |
| New Call | Fires when a new call is initiated in VAPI |
| New File | Fires when a knowledge file is uploaded to VAPI |
Use filters to limit workflow enrollments if needed. These triggers work on polling every 5 minutes.
Available Actions (Workflows → VAPI)
| Action | Description |
|---|---|
| Create a Call | Initiate an AI-powered voice call |
| Create Chat | Start a new AI chat session |
| Upload File | Upload a knowledge file to power AI assistants |
| Delete Call Data | Remove stored call data |
| Delete Chat Data | Remove chat session data |
| Delete File | Remove a knowledge file |
| Update Call Name | Modify call metadata |
| Find Call | Retrieve call details by ID |
Upload File – Supported File Types
Only one file can be uploaded per Upload File action step.
If multiple files are required, add multiple Upload File steps in sequence.
Supported File Formats
Markdown (.md)
PDF (.pdf)
Text files (.txt, .log)
CSV / TSV (.csv, .tsv)
HTML / CSS / JS / TS (.html, .css, .js, .ts)
XML (.xml)
JSON (.json)
YAML (.yaml, .yml)
Microsoft Word (.doc, .docx)
These files are typically used as knowledge sources for AI assistants.
Call Concurrency & Rate Limits
Default Concurrency
Every VAPI account includes 10 concurrent call slots by default.
This means:
Only 10 calls can run simultaneously.
Additional calls are automatically queued and retried as slots become available.
For example:
If 25 calls are triggered at the same time:
10 calls start immediately.
15 calls wait in queue until a slot frees up.
Increasing Concurrency
You can increase concurrency via:
VAPI Dashboard → Settings → Billing → Reserved Concurrency
Additional billing may apply depending on your subscription.
API Rate Limits
In addition to concurrency limits, API rate limits may apply depending on your VAPI subscription tier.
Best practices for high-volume campaigns:
Avoid triggering hundreds of calls simult