This n8n automation connects your n8n form submissions to Vapi AI, enabling you to immediately call new respondents with a personalized voice AI assistant, as soon as the form is submitted.
🧾 Requirements
n8n Form
- An n8n form node published and accessible to users.
- The form must include a phone number field:
- Accept full international phone number with
+
and country code.
Example: +11234567890
- (Optional) Add more form fields as needed for your use case.
Vapi
- A Vapi account with credit.
- A connected phone number for outbound calls.
- An assistant created and ready to make calls.
- Your Vapi API key.
🔗 Useful Link
🔄 Workflow Breakdown
1. Trigger: Form Submission (n8n Form)
- Starts when a submission is received from your form.
2. Wait 2 Minutes
- Inserts a 2-minute pause before the next steps.
3. Set Vapi Fields (Manual Step)
Step-by-Step: Configuring Vapi Parameters in the ‘Set fields’ Node
- Open the ‘Set’ node where you map Vapi parameters.
- Add fields (if not present):
phone_number_id
: The sender phone number ID from your Vapi dashboard.
assistant_id
: The ID of the Vapi AI assistant you want to use.
api_key
: Paste your Vapi API key here (keep secure).
- (Optional) Add more fields for personalization, such as:
first_name
, product
, reason
, etc., if captured in your form.
4. Start Outbound Vapi Call
- Sends a POST request to
https://api.vapi.ai/call
.
- Payload includes:
- Phone number from form
- Chosen assistant ID
- Vapi number ID
- Any additional info you choose to pass for customizing the call
🎨 Customization
How to Adapt for Different Use Cases
- Collect More Info:
Add fields to your n8n form for details such as name, product type, issue/context, preferred language, etc.
- Use Extra Data in Calls:
In the HTTP request node, pass these fields in the API request body to Vapi. Tailor your assistant’s script to reference these for a personalized experience.
- Conditional Calls:
Add n8n logic nodes to filter/categorize submissions (e.g., only call if a checkbox is ticked or if value matches certain criteria).
- Dynamic Assistant Selection:
Select assistant or Vapi number based on user responses (e.g., route to different assistants by region or requested service).
📇 Using Additional Form Fields in Vapi Calls
- Any field collected on your n8n form can be included in the call payload, simply add it in the HTTP request payload.
- Vapi can use these variables for dynamically constructing prompts, personalizing the call flow, or branching logic in the interaction.
- Example: If your form collects
first_name
and appointment_time
, both can be sent to Vapi and referenced in the call script or as variables in your assistant’s logic.
🙋♂️ Need Help?
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