VAPI Actions and Triggers in Sparkforge Workflows

VAPI integrates with Sparkforge Workflows so you can run AI-powered voice calls, chats, and knowledge file uploads from CRM events. No third-party automation tools required.

How the integration works

Two directions of automation:

• VAPI to Sparkforge (triggers): a Sparkforge workflow starts when something happens in VAPI, like a new call.
• Sparkforge to VAPI (actions): a CRM event such as a form submission triggers an AI call, chat, or file upload inside VAPI.

Use it for lead qualification, appointment reminders, onboarding, and outbound campaigns.

Prerequisites

• Access to Automation → Workflows.
• An active VAPI account.
• Premium Workflow features enabled.

Connect your VAPI account

From the workflow builder

1. Go to Automation → Workflows.
2. Add any VAPI trigger or action.
3. Click Connect Now.
4. Authorize your VAPI account.

From the integrations page

1. Go to Settings → Integrations.
2. Select VAPI.
3. Click Connect.
4. Complete authentication.

Find your VAPI API key

1. Sign in at dashboard.vapi.ai.
2. Open the Account menu.
3. Click API Keys.
4. Generate or copy your Private API Key.

Available triggers (VAPI to Sparkforge)

Triggers poll every 5 minutes. Use filters to limit enrollments.

Available actions (Sparkforge to VAPI)

Supported file types for Upload File

One file per Upload File step. For multiple files, chain multiple Upload File steps.

• Markdown (.md)
• PDF (.pdf)
• Text (.txt, .log)
• CSV / TSV (.csv, .tsv)
• HTML / CSS / JS / TS
• XML, JSON, YAML
• Microsoft Word (.doc, .docx)

Concurrency and rate limits

Default concurrency is 10 simultaneous calls per VAPI account. Additional calls queue and retry as slots free up. If 25 calls fire at once, 10 start immediately and 15 wait.

Increase concurrency in the VAPI dashboard under Settings → Billing → Reserved Concurrency. Extra billing may apply.

Best practices for high-volume campaigns

• Don't trigger hundreds of calls simultaneously.
• Add Wait steps between calls.
• Stagger outbound automation.
• Monitor Execution Logs for API errors.

Supported phone numbers

Only phone numbers purchased directly inside VAPI work today. Custom Twilio numbers, Sparkforge phone numbers, and imported external numbers are coming. Calls using unsupported numbers will fail.

Set up VAPI in a workflow

1. Go to Automation → Workflows.
2. Create or open a workflow.
3. Choose a trigger (Form Submitted, Appointment Created, Pipeline Stage Changed).
4. Add a VAPI action like Create a Call.
5. Map merge values: {{contact.first_name}}, {{contact.phone}}, {{opportunity.name}}, {{custom_values}}.
6. Add conditions or Wait steps as needed.
7. Test in draft mode, then publish.

Common use cases

• Instant lead qualification: Form Submitted → Create Call. Qualified moves to Sales stage; unqualified goes to nurture.
• Appointment reminder: Appointment Created → Wait → Create Call. No answer triggers an SMS reminder.
• Onboarding assistant: Deal Closed Won → Upload File → Create Chat → internal notification.
• Data cleanup: Deal Closed Lost → Find Call → Delete Call Data → Delete Chat Data.

Where call details live

Sparkforge confirms call initiation. Detailed call-level intelligence (transcript, duration, latency, AI logs, recording, outcome) lives in the VAPI dashboard.