u/Far_Fault_5899

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Hey guys, I’m building an AI receptionist with Vapi + Make for service businesses (HVAC, plumbing, etc.) and I’m trying to understand how production setups actually work.

I have a few questions:

1. How do you connect a client’s existing business phone number to a Vapi agent?

2. If the client already has an active business number, can Vapi connect directly to that number, or do you usually need to buy/port a number through Twilio, Telnyx, or another provider?

3. For no-answer/overflow setups: how do you prevent the Vapi agent from answering immediately?

Ideally I’d want this flow:

Customer calls business → owner/office phone rings first → if nobody answers after a few rings → Vapi picks up before voicemail.

How are people actually doing this in production?

4. Is this normally handled inside Vapi, through Twilio/Telnyx, or through the client’s carrier call-forwarding settings?

Trying to understand what real deployments look like. Thanks.

Im new to AI automations and I'm trying to build a VAPI + Make + Calendly appointment booking system.

The flow is supposed to work like this:
- Caller gives preferred date/time
- VAPI calls Make through a tool
- Make checks Calendly busy times
- Make returns availability back to VAPI
- VAPI only books the appointment if the time is available

The Calendly API call seems to work and returns busy times, but the VAPI/tool response or prompt logic still isn't working correctly.

Here’s a screen recording walking through the setup: (in comments)

Main issue:
When i test it, it seems like vapi ignores the already booked appointments/busy times.

Expected result:
VAPI should check availability first, then only book if the time is available.

Any help pointing out what I mapped wrong or what my webhook response should look like would be appreciated.

Im new to AI automations and I'm trying to build a VAPI + Make + Calendly appointment booking system.

The flow is supposed to work like this:
- Caller gives preferred date/time
- VAPI calls Make through a tool
- Make checks Calendly busy times
- Make returns availability back to VAPI
- VAPI only books the appointment if the time is available

The Calendly API call seems to work and returns busy times, but the VAPI/tool response or prompt logic still isn't working correctly.

Here’s a screen recording walking through the setup:
https://drive.google.com/file/d/1Zj8eciwQpwwuJt6r0IY8Uyvr9SqNma15/view?usp=sharing

Main issue:
When i test it, it seems like vapi ignores the already booked appointments/busy times.

Expected result:
VAPI should check availability first, then only book if the time is available.

Any help pointing out what I mapped wrong or what my webhook response should look like would be appreciated.

Im new to AI automations and I'm trying to build a VAPI + Make + Calendly appointment booking system.

The flow is supposed to work like this:
- Caller gives preferred date/time
- VAPI calls Make through a tool
- Make checks Calendly busy times
- Make returns availability back to VAPI
- VAPI only books the appointment if the time is available

The Calendly API call seems to work and returns busy times, but the VAPI/tool response or prompt logic still isn't working correctly.

Here’s a screen recording walking through the setup:
https://drive.google.com/file/d/1Zj8eciwQpwwuJt6r0IY8Uyvr9SqNma15/view?usp=sharing

Main issue:
When i test it, it seems like vapi ignores the already booked appointments/busy times.

Expected result:
VAPI should check availability first, then only book if the time is available.

Any help pointing out what I mapped wrong or what my webhook response should look like would be appreciated.