Scaling Client Intake Engine with Vapi Voice AI agents
Ever wished you could capture the rich insights of a live, one-on-one conversation—without the hassle of scheduling calls?
As a solo consultant and founder of GSD at Work, I collaborate with clients across the globe. One of my biggest challenges? Intake. I need deep, contextual insight before running my high-impact workshops—but scheduling discovery calls with dozens of participants across time zones was becoming a bottleneck.
That’s when I found Vapi—and everything changed.
My core offering is something I call AI Action Sessions—intensive, hands-on workshops where teams accomplish in two hours what might otherwise take weeks. But for these sessions to truly land, I need detailed input from every participant.
Traditional intake forms and surveys rarely offer the nuance or emotion of a real conversation. And scheduling live calls with every stakeholder? A logistical nightmare.
By integrating Vapi into my process, I’ve created a completely asynchronous voice intake system. Participants call in when it's convenient, respond to my guided prompts, and I get instant transcripts and summaries—ready to be actioned.
If you're looking to bring efficiency and insight to your client workflows, I can’t recommend Vapi enough.
— Christian Ulstrup Founder, GSD at Work
For a recent client, 20 participants—spread across the globe—engaged with my Vapi-powered intake process. In total, over 3 hours of detailed discovery happened asynchronously, on their own time.
The result?
A 5 out of 5 rating across the board—making it the highest-rated session of the conference.
That’s no accident. The insights I pulled from those voice transcripts allowed me to craft a workshop that felt bespoke to each person in the (virtual) room.
With Vapi, I’ve struck a rare balance: less friction, more depth. My process is leaner, my prep is sharper, and my sessions are more impactful.
Clients walk away feeling heard—and energized. I walk in fully prepared, without the chaos of back-to-back Zooms.
I'm already exploring how this voice-powered intake model can scale into new areas:
From onboarding financial services teams to screening job applicants, Vapi is now an essential part of my consulting toolkit.
Christian Ulstrup, is an AI implementation expert and founder of GSD at Work, known for his fast-moving, full-stack approach—from discovery to adoption, training, and automation. He’s advised organizations like ARPA-H and helped teams unlock 10x productivity across industries.
Christian specializes in using voice AI to automate intake, qualify leads, and accelerate insight-gathering.
