Zapier Vapi integration guide

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Zapier Vapi integration guide

The Zapier integration for Vapi lets you automate your AI voice call workflows without writing code. By connecting Vapi to Zapier, you can trigger actions in your favorite apps when calls start, update, or end, and you can also start or manage calls directly from other tools.

This guide explains how to connect Vapi to Zapier, configure triggers and actions, and use common automation patterns to streamline your AI calling workflows.

What you need before using Zapier with Vapi

Before you connect Vapi to Zapier, make sure you have the following in place:

  • An active Vapi account with access to the dashboard
  • At least one assistant or call flow configured in Vapi
  • A Zapier account with login access
  • Any third-party tools you want to connect, such as CRMs or help desk platforms

Having these ready will make the integration smoother and help you test automations quickly.

How to connect Vapi to Zapier

To use Vapi events and actions in your automations, you need to connect your Vapi workspace to Zapier.

Step 1: Open the Zapier integration in Vapi

  1. Sign in to your Vapi dashboard.
  2. Go to the integrations section.
  3. Locate the Zapier integration tile.
  4. Open the integration to view connection instructions and available triggers or actions.

The Vapi dashboard shows you what data can be shared with Zapier and how it is used in your zaps.

Step 2: Authorize Vapi inside Zapier

  1. In a new browser tab, sign in to your Zapier account.
  2. Start creating a zap and search for the Vapi app when choosing a trigger or action.
  3. When prompted, click to connect a new Vapi account.
  4. Follow the on-screen steps to authorize Zapier to access your Vapi workspace.

After authorization, Zapier stores a secure connection to your Vapi account so you can reuse it in other zaps.

Step 3: Test the Vapi connection

  1. In the zap editor, use the built-in test option to pull sample Vapi data.
  2. Confirm that recent calls, assistants, or call events appear correctly.
  3. If no data appears, make a test call in Vapi and then try the test again in Zapier.

Once your connection test succeeds, you can safely build workflows using Vapi triggers and actions inside Zapier.

Using Vapi triggers in Zapier

Vapi triggers in Zapier let you start automations whenever specific call-related events occur.

Common Vapi trigger types in Zapier

  • Call started: Fire a zap when a new call begins in Vapi.
  • Call updated: Trigger when call metadata or state changes.
  • Call ended: Run actions after a call completes and final data is available.
  • Transcription or summary events: Start workflows when Vapi generates text output from calls, if exposed as triggers in your workspace.

You can use these Zapier trigger events to pass call details, contact info, or conversation summaries into other apps.

Example workflows using Vapi triggers in Zapier

  • Create or update a contact in your CRM when a call starts.
  • Send a notification to a team channel when a high-priority call begins.
  • Log a support ticket with call notes after a call ends.
  • Save transcripts to a knowledge base or document library for future reference.

Each trigger in Zapier includes fields from Vapi such as call ID, timestamps, assistant information, and any custom metadata you configured.

Using Vapi actions in Zapier

With Vapi actions in Zapier, you can control Vapi from other tools. This is useful when you want a CRM update, form submission, or internal event to initiate a call or modify an existing one.

Common Vapi actions you can run in Zapier

  • Start a call: Initiate an outbound call from Vapi based on data in your zap, such as a phone number or contact record.
  • Update call metadata: Attach tags, statuses, or identifiers to an active call.
  • Store or sync call results: Push structured call outputs into another system when your workflow logic requires it.

Each Zapier action provides input fields where you can map data from previous steps, such as customer names, numbers, or specific assistant IDs in Vapi.

Example automations with Vapi actions in Zapier

  • When a new lead is created in your CRM, trigger a Vapi welcome call automatically.
  • When a support status changes to a certain value, trigger a follow-up call to confirm resolution.
  • Use a form submission to start a Vapi screening call that collects additional data from the contact.

These automations help you design scalable workflows where Zapier orchestrates when and how Vapi calls are started or updated.

Configuring data fields between Vapi and Zapier

Accurate field mapping is essential for reliable automations. Both Vapi and Zapier expose structured data fields you can connect.

Key Vapi fields visible in Zapier

  • Call ID and status
  • Caller and callee phone numbers
  • Assistant or agent identifiers
  • Start and end time of the call
  • Transcripts, summaries, or custom outputs when available
  • Custom metadata fields you pass to or from Vapi

In the Zapier editor, you can insert these fields into other apps, ensuring that every call event includes the context your team needs.

Best practices for mapping fields with Zapier

  • Standardize phone number formats before sending them to Vapi.
  • Use clear, consistent naming for tags and statuses that travel between apps.
  • Include unique IDs from your CRM or ticketing system so you can trace each call back to the original record.
  • Test with sample data in Zapier before enabling automations for production volume.

Testing and monitoring your Zapier workflows

Once your zaps are built with Vapi triggers and actions, it is important to test and monitor them.

How to test new zaps using Vapi

  1. Turn your zap on in Zapier.
  2. Perform a test event in Vapi, such as starting a new call.
  3. Check the Zapier task history to confirm that the zap ran and no errors occurred.
  4. Verify that data arrived correctly in the connected app, such as your CRM or help desk.

If an error appears, review field mappings and any required fields in the receiving app, then run another test.

Monitoring live automations with Vapi and Zapier

  • Use the task history in Zapier to identify failed runs or bottlenecks.
  • Regularly review call logs in Vapi to confirm that automations are starting and ending calls as expected.
  • Adjust filters or conditions in your zaps to reduce noise or avoid duplicate actions.

Ongoing monitoring ensures that your integration between Vapi and Zapier remains reliable as call volume grows.

Where to get more help on Vapi and Zapier

For detailed reference and any updates to triggers or actions, review the official Vapi documentation for the Zapier integration at this external help section. You can also explore broader automation strategies and consulting resources at Consultevo if you need guidance on designing complex workflows.

By combining the flexibility of Zapier with the AI calling capabilities of Vapi, you can create powerful, automated voice experiences that connect seamlessly to the rest of your tech stack.

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