Have you ever wished you could effortlessly re-engage past clients and boost your bookings? This isn’t a pipe dream! This breakdown explains how to use Vapi AI and GoHighLevel to automatically contact leads, personalize greetings, and schedule appointments directly into your calendar. 📞
Understanding the Power Couple: Vapi AI & GoHighLevel 🤝
Why is this important? In today’s fast-paced world, automated systems are essential for business growth. This combo allows you to nurture leads and convert them into paying customers without lifting a finger (almost!). Imagine rekindling relationships with past clients and filling your calendar, all while you focus on other tasks. Pretty cool, right? 😎
Preparing GoHighLevel for the Automation ⚙️
Before diving into the automation, let’s ensure GoHighLevel is ready. First, verify your time zone settings. This is crucial! Note the specific format (e.g., +1000, Australia/Sydney) under Business Profile in Settings. This ensures accurate appointment scheduling. Next, create a dedicated calendar for this campaign, ensuring its time zone matches your business profile. Copy the calendar ID – we’ll need it later. Finally, generate an API key under Private Integrations, granting access to calendar functions. Test the calendar by manually booking an appointment to confirm everything works smoothly.✅
Setting up Your Vapi AI Assistant 🤖
Now, let’s create your AI assistant! In Vapi, create a new assistant, preferably using GPT-4 for optimal performance. The core of your assistant lies in its prompt. Instruct it to greet the client by name (using a custom value for personalization), explain the special offer, and prompt for an appointment time. Crucially, incorporate a tool function that triggers the next stage of the automation, passing along the contact ID and booking time. Remember: clear instructions are key for a smooth-talking AI. 🗣️
Connecting the Dots with Make.com 🔗
Make.com acts as the bridge between Vapi and GoHighLevel. First, set up a webhook in Make and paste the URL into a new GoHighLevel automation. This webhook will capture lead information when triggered. Next, in Make, create a JSON string to store dynamic variables like contact ID and first name. These variables personalize the Vapi call and ensure the correct client is booked. Finally, configure the HTTP module in Make to send data to Vapi using your API key, assistant ID, and phone number ID. Don’t forget to add a drip mode to avoid exceeding Vapi’s call limits (10 calls per minute on the free plan). 💧
Booking Appointments: The Make.com Scenario 🗓️
This Make scenario handles the actual appointment booking. When Vapi receives a booking request, it sends the contact ID and booking time to Make. Make then uses a ChatGPT module to format the time correctly for GoHighLevel. Next, an HTTP module attempts to book the appointment using the formatted time, calendar ID, location ID, and API key. If successful (status code 2011), a confirmation message is sent back to Vapi. If the slot is taken (status code 400), an alternate time is suggested. This intelligent system ensures seamless booking and minimizes scheduling conflicts. 🧠
Boosting Your Results: Tips & Tricks ✨
- Test thoroughly: Run test calls to identify and fix any glitches before launching your campaign.
- Personalize your prompt: Tailor the Vapi script to your specific offer and brand voice.
- Monitor your automation: Regularly check Make.com for errors and adjust as needed.
- Offer incentives: Sweeten the deal with an exclusive offer for returning clients.
- Follow up: Send a confirmation email or SMS after the appointment is booked.
Resource Toolbox 🧰
- Vapi AI: Vapi AI – AI-powered voice assistant for automated calls.
- GoHighLevel: GoHighLevel – All-in-one marketing and automation platform.
- Make.com: Make.com – Powerful automation tool for connecting apps and services.
- MedSpa NZ Website & Snapshot: MedSpa NZ – Example website and snapshot for inspiration.
- Mini-Course on HighLevel, Vapi, and Make: Mini-Course – Learn how to integrate these tools effectively.
- Unlimited Business Clients: Get Clients – Resource for acquiring more clients.
- Unlimited Email Accounts: Email Accounts – Resource for managing email communications.
- Send Unlimited Emails: Send Emails – Resource for email marketing.
- Unlimited SMS through GHL: SMS through GHL – Resource for SMS marketing.
- Alt Cutman Instagram: Instagram – Follow for updates and tips.
- Alt Cutman Homepage: Homepage – Access additional resources and information.
By implementing this powerful automation, you can revitalize your client database, book more appointments, and free up your time to focus on what you do best. Start reactivating your database today and watch your business thrive! 🌱
