Automated AI cold calling system with VAPI.ai, Airtable, and smart follow-ups

Automate your cold calling process with AI-powered conversation handling, smart scheduling, and comprehensive call tracking How it works This comprehensive cold calling system automates your entire outbound calling workflow in 4 high-level steps: 1. Automated Dialing - System automatically calls prospects from your Airtable database at scheduled intervals 2. AI Conversation Handling - Advanced AI assistant conducts natural conversations, handles objections, and books appointments 3. Smart Call Processing - Real-time call analysis determines outcomes (answered, voicemail, busy) and updates prospect status 4. Intelligent Follow-up - Automatically schedules callbacks, creates calendar appointments, and maintains detailed call records Key Features - Automated Prospect Management - Pulls contacts from Airtable and manages call status - AI-Powered Conversations - Uses VAPI.ai for natural, human-like phone interactions - Research Integration - AI can research prospects using Wikipedia, Hacker News, and web search - Calendar Integration - Automatically books meetings in Google Calendar - Call Analytics - Tracks costs, duration, transcripts, and outcomes - Smart Routing - Different workflows for successful calls vs. callbacks Set up steps Total setup time: 30 minutes Prerequisites - Airtable account with prospect database - VAPI.ai account for AI calling - Google Calendar (for appointment booking) - OpenAI API key - SerpAPI key (for web research) Quick Setup (5 steps) 1. Import workflows - Import all 4 workflow files into your n8n instance 2. Configure Airtable - Connect your Airtable base with prospect data (Name, Mobile, Status columns) 3. Set up VAPI.ai - Configure AI assistant and phone number in VAPI dashboard 4. Connect integrations - Add credentials for Google Calendar, OpenAI, and SerpAPI 5. Test & Launch - Run a test call and activate the scheduler Database Structure Your Airtable should include these tables: - Data - Main prospect list (Name, Mobile, Status) - Recordings - Call logs and transcripts - Call Later - Scheduled callbacks Detailed configuration notes are included within each workflow as sticky notes