This guide unveils the power of integrating VAPi with your HighLevel calendar using API v2 and Make.com. Imagine automating appointment bookings, freeing up your time, and watching your client list grow effortlessly. Let’s dive in!
🤖 Building Your AI Receptionist with VAPi
Imagine having a tireless assistant handling appointment bookings 24/7. That’s the magic of VAPi! Here’s how to set it up:
📝 Crafting the Perfect Prompt
- Define the Role: Start by clearly outlining your AI assistant’s purpose. In this case, it’s “Merry,” a friendly receptionist specializing in booking free consultations.
- Outline the Task: Specify the actions Merry needs to perform, like gathering client details (name, email, desired appointment time) and scheduling the appointment.
- Provide Specific Instructions: Detail the information Merry needs to collect and the process for booking appointments, including using a dedicated function tool.
- Include Examples: Demonstrate typical interactions clients might have with Merry, showcasing how to gather information and handle booking requests.
🧰 Leveraging the Power of Tools and Functions
- Integrate the Right Function: Select the “Car Booking Function” within VAPi to enable seamless data transfer to Make.com for automated appointment scheduling.
- Create a Custom Tool: Design a Make.com tool within VAPi, meticulously naming variables (name, email, booking time) to ensure smooth data flow between platforms.
🔗 Bridging the Gap with Make.com
Think of Make.com as the bridge connecting your AI receptionist to your HighLevel calendar. Let’s set up the automation:
🧠 Understanding the Logic
- New Client Detection: When a new client calls, the system checks if their email exists in your HighLevel contacts. If not, it automatically creates a new contact.
- Appointment Slot Verification: It verifies if the requested time slot is available in your HighLevel calendar.
- Booking Confirmation or Alternative Suggestions: If the slot is open, it confirms the booking. If not, it offers alternative times within the client’s preferred day.
⚙️ Configuring the Make.com Scenario
- Webhooks: Use a webhook to receive data (client details, requested time) from VAPi.
- Lead Connector Module: Utilize this module to search for existing contacts or create new ones in HighLevel based on the client’s email address.
- HTTP Modules: Configure these modules to interact with HighLevel’s API, enabling actions like retrieving available time slots and booking appointments.
- ChatGPT Module (Optional): Integrate ChatGPT to translate raw time data from HighLevel into user-friendly language for natural communication.
🚀 Putting it All Together: The Booking Flow in Action
- Client Interaction: A new client calls and interacts with your AI receptionist, providing their name, email, and desired appointment time.
- Data Transfer: VAPi sends the collected information to Make.com via the custom tool and webhook.
- HighLevel Interaction: Make.com interacts with your HighLevel account, creating a new contact (if needed) and verifying the requested appointment slot.
- Booking Confirmation or Alternative Suggestions: Based on availability, Make.com either confirms the booking or suggests alternative times, relaying the information back to VAPi for client communication.
- Seamless Experience: The client receives instant confirmation or alternative options, all while your AI receptionist handles the heavy lifting behind the scenes.
🧰 Resource Toolbox
- VAPi: https://vapi.com/ – Your go-to platform for creating AI-powered voice assistants.
- Make.com: https://www.make.com/en – The powerful automation tool that connects your apps and services.
- HighLevel: https://gohighlevel.com/ – The all-in-one marketing and automation platform for businesses.
This guide equips you with the knowledge to harness the combined power of VAPi, Make.com, and HighLevel. Embrace automation, enhance your client experience, and watch your business thrive!
