eastern-cyan•4mo ago

Tool Call not working for Make.com webhook

Tool Call not working for Make.com webhook even after setting up all the json, structured data, tool, prompt etc.

59 Replies

Thank you for sharing your setup details. To help diagnose the issue, could you confirm if your Make.com webhook is actually receiving the POST requests from Vapi when the tool call is triggered? This will help determine if the problem is with the webhook delivery or with the response handling. Sources: - Vapi Custom Tools Documentation - Vapi Tools Overview

⤵️ Mention @Vapi Support Bot for follow-ups 🐥

eastern-cyanOP•4mo ago

during test request using a json payload the automation is working but when i do a real call, webhook is not recieving data on make.com your google sheets tool is also not working, I think the assistant is unable to send data to tool

Sahil•4mo ago

Hey! To help track down this issue, could you share: - The call ID - When exactly this happened (the timestamp) - What response you expected to get - What response you actually got instead
This would really help us figure out what went wrong!

eastern-cyanOP•4mo ago

okay I will share the screenshots with you.

eastern-cyanOP•4mo ago

see these are the screenshots

eastern-cyanOP•4mo ago

when i use the test request it works

eastern-cyanOP•4mo ago

3e5d13d4-e0ab-4cbe-a00a-48a9909c7128 this was the call id Hey can you please guide me on this ASAP

Sahil•4mo ago

Hey ACT clinic, checking after our Discord office hour discussions, is it resolved for you or still open?
If this is still open, I'll suggest you to share the following information with me: - The call ID - When exactly this happened (the timestamp) - What response you expected to get - What response you actually got instead
This would really help us figure out what went wrong!

eastern-cyanOP•4mo ago

It is still open, Can i get someone to help me with setting it up urgently??

Vapi Support Bot•4mo ago

Suggestion:
Please double-check that your tool is explicitly linked to your assistant and that the assistant's prompt or workflow actually triggers the tool during live calls. In your assistant configuration, ensure you have something like:

"tools": [
  {
    "type": "function",
    "name": "vapi_toolcall",
    "server": { "url": "https://hook.us2.make.com/cehzjI8osj2az7s9ascbcyhrtielb1kv" }
  }
]

"tools": [
  {
    "type": "function",
    "name": "vapi_toolcall",
    "server": { "url": "https://hook.us2.make.com/cehzjI8osj2az7s9ascbcyhrtielb1kv" }
  }
]

and that your prompt or flow includes a step to call this tool. This is required for the assistant to send data to your webhook during real calls, not just in test mode. Source: - Custom Tools Documentation Suggestion:
Double-check that your assistant's prompt and tool configuration explicitly reference the tool and all required parameters. In your assistant's model configuration, ensure the tool is included in the tools array and that the prompt logic triggers the tool call with all required fields. For example:

"tools": [
  {
    "type": "function",
    "function": {
      "name": "vapi_toolcall",
      "parameters": {
        "name": "string",
        "email": "string",
        "phone": "string",
        "summary": "string",
        "appointment_date": "string"
      }
    },
    "server": {
      "url": "https://hook.us2.make.com/cehzjI8osj2az7s9asbcbyhrtielb1kv"
    }
  }
]

"tools": [
  {
    "type": "function",
    "function": {
      "name": "vapi_toolcall",
      "parameters": {
        "name": "string",
        "email": "string",
        "phone": "string",
        "summary": "string",
        "appointment_date": "string"
      }
    },
    "server": {
      "url": "https://hook.us2.make.com/cehzjI8osj2az7s9asbcbyhrtielb1kv"
    }
  }
]

Make sure the assistant's prompt or logic actually triggers this tool with all required fields during a real call. Sources: - Custom LLM Tool Calling Integration - Custom Tools Guide

eastern-cyanOP•4mo ago

{ "id": "b45ac4b4-bbb7-4ef0-94aa-7e5fe3a8a7ce", "createdAt": "2025-05-22T14:31:06.085Z", "updatedAt": "2025-05-23T01:00:06.174Z", "type": "function", "function": { "name": "vapicall", "description": "this tool sends data to webhook after it is called by assistant Riley to store values ", "parameters": { "type": "object", "properties": { "name": { "description": "", "type": "string" }, "email": { "description": "", "type": "string" }, "phone": { "description": "", "type": "string" }, "summary": { "description": "", "type": "string" }, "appointment_date": { "description": "", "type": "string" } }, "required": [ "name", "email", "appointment_date", "summary" ] } }, "messages": [ { "role": "assistant", "type": "request-complete", "endCallAfterSpokenEnabled": false } ], "orgId": "a21ed193-ecd8-43e8-8752-274095a832b4", "server": { "url": "https://hook.us2.make.com/cehzjl8osj2az7s9ascbcyhrtielb1kv", "headers": {} } } This was in my Tool Config code.

Vapi Support Bot•4mo ago

Quick check: In your assistant's configuration and prompt/flow, are you explicitly referencing the tool as "vapicall" (matching your tool config), and is there a step that triggers this tool during real calls—not just in test mode? A mismatch in tool names or missing trigger logic could prevent the webhook from being called. If possible, please confirm the exact tool name used in your assistant's tools array and whether your prompt or workflow includes a step to call this tool during live calls. See Custom Tools Guide Sources: - Custom Tools Documentation - Custom LLM Tool Calling Integration It looks like your tool config uses "name": "vapicall" instead of "vapi_toolcall", which is what your assistant and documentation examples expect. Could you please confirm:
In your assistant's model configuration, is the tool listed in the tools array with the exact name "vapi_toolcall" and is your prompt or workflow set up to trigger this tool during real calls? This naming mismatch is a common cause for tools not being triggered in live scenarios.
See Custom Tools Guide Sources: - Custom Tools Documentation - Custom LLM Tool Calling Integration

eastern-cyanOP•4mo ago

no, right now the tool name is same everywhere, I updated that recently, now I have no idea regarding how to call this tool in assistant prompt

Vapi Support Bot•4mo ago

To trigger your custom tool during a real call, add a clear instruction to your assistant's system prompt or workflow. For example:

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

This tells the assistant to call your tool as part of the conversation. Make sure the tool name in your prompt matches the one in your configuration.
See: Custom LLM Tool Calling Integration Sources: - Custom LLM Tool Calling Integration - Custom Tools Guide To help you further:
Are you configuring your assistant's logic using the system prompt (text instructions) or the visual workflow builder?
This will help me provide step-by-step guidance on how to trigger your custom tool (vapicall) during live calls. For reference, your prompt or workflow must clearly instruct the assistant to call the tool when all required information is collected, matching the tool name exactly as in your configuration.
See: Custom Tools Documentation Sources: - Custom Tools Documentation - Custom LLM Tool Calling Integration

eastern-cyanOP•4mo ago

I am using system prompts

Vapi Support Bot•4mo ago

To trigger your vapicall tool using system prompts, add a clear instruction like this to your assistant's system prompt:

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

Make sure the tool name in your prompt matches your configuration exactly. This will instruct the assistant to call your webhook during real calls.
See: Custom LLM Tool Calling Integration Sources: - Custom LLM Tool Calling Integration - Custom Tools Guide To help you urgently:
Could you please share the exact text of your current system prompt? This will help me check if the instruction to trigger the vapicall tool is correctly included and formatted. Sources: - Custom LLM Tool Calling Integration - Custom Tools Guide

eastern-cyanOP•4mo ago

now it looks like this Thank you for calling Wellness Partners. This is Riley, your scheduling assistant. Let’s get you booked. May I have your full name? → {{name}} Thanks {{name}}. Can I get your phone number? → {{phone}} And your email address? → {{email}} On which date would you like to schedule your appointment? → {{appointment_date}} And briefly, what’s the reason for your visit? → {{summary}} Thank you, {{name}}. Just to confirm: - Phone: {{phone}}
- Email: {{email}}
- Appointment Date: {{appointment_date}}
- Reason: {{summary}} [TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values. Let me now send your information to our system for confirmation. You’ll get an email shortly.

Vapi Support Bot•4mo ago

Your system prompt is correctly structured to trigger the vapicall tool after collecting user data. However, to ensure the tool is actually called during real calls, please confirm: Is the vapicall tool listed in your assistant's tools array in the model configuration with the exact name vapicall (no typos or extra spaces)? This is crucial, as any mismatch will prevent the tool from being triggered during live interactions.
See: Custom Tools Guide Sources: - Custom Tools Documentation - Custom LLM Tool Calling Integration Your system prompt is now correctly set up to trigger your custom tool.
To ensure the assistant calls your webhook, keep this instruction in your prompt:

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapicall tool with these values.

Double-check that the tool name (vapicall) matches exactly in both your prompt and tool config, and that all required fields are collected before the trigger.
If the webhook still isn't called during real calls, review your call logs or webhook responses for errors. Sources: - Custom LLM Tool Calling Integration - Custom Tools Guide

Duckie•4mo ago

Message marked as helpful by @ACT Clinic! 🎉

eastern-cyanOP•4mo ago

ok i just checked my webhook , now i can see the data being received properly by webhook on make. But there is still an issue with google sheets i will just check it out

Vapi Support Bot•4mo ago

It's great to hear that your webhook is now receiving data properly! If you run into any specific issues with your Google Sheets integration, feel free to share more details—you're making excellent progress so far. Great to hear that your webhook is now receiving data properly! If you need any help with the Google Sheets integration, feel free to share more details about the issue—I'm here to help.

eastern-cyanOP•4mo ago

well can you help with make.com integration of google sheets via webhook?

Vapi Support Bot•4mo ago

I'd be happy to help! Could you please describe the specific issue you're facing with your Make.com scenario—are you having trouble receiving the webhook data, mapping it to Google Sheets, or something else? Sources: - Google Sheets Integration Documentation - Vapi Tools Overview To help you further:
Could you please describe what is not working with your Google Sheets integration in Make.com? For example, are rows not being added, or is there an error message in your Make.com scenario? Sources: - Google Sheets Integration Guide - Vapi Tools Overview

eastern-cyanOP•4mo ago

ok so my webhook is receiving data but my google sheets is still not able to add a row

eastern-cyanOP•4mo ago

Vapi Support Bot•4mo ago

Thanks for the details! Since your Make.com scenario shows "Success" but rows aren't appearing in Google Sheets, could you please confirm: What value are you using for the range field in your Google Sheets module (e.g., "Sheet1" or "Sheet1!A:Z")? This will help determine if the data is being sent to the correct sheet and location. See Google Sheets Integration Guide Source: - Google Sheets Integration Guide

eastern-cyanOP•4mo ago

Sheet1!A:Z

Vapi Support Bot•4mo ago

Thanks for the update! Since your Make.com scenario shows "Success" but rows are not appearing in Google Sheets, could you please confirm: Are there any error messages or warnings in the Google Sheets module's execution details in Make.com, especially regarding data mapping or permissions? This will help narrow down whether the issue is with data formatting, mapping, or sheet access. Sources: - Google Sheets Integration Documentation - Vapi Tools Overview Thanks for sharing the scenario details! Since the Google Sheets module shows "Success" but no row appears, could you please confirm what value you have set for the range field in your Google Sheets module (e.g., "Sheet1" or "Sheet1!A:Z")? This will help determine if the data is being sent to the correct location in your sheet. See Google Sheets integration setup steps for reference. Source: - Google Sheets Integration Documentation

eastern-cyanOP•4mo ago

Vapi Support Bot•4mo ago

Thanks for sharing the scenario details! Since the Google Sheets step shows as "Completed" but no row appears, could you please confirm:
What value are you using for the "range" field in your Google Sheets module (e.g., "Sheet1" or "Sheet1!A:Z")?
This will help determine if the data is being sent to the correct location in your sheet. See Google Sheets integration setup steps for reference. Source: - Google Sheets Integration Documentation It looks like your scenario is running successfully and the range is set correctly, but the new rows still aren't appearing in your Google Sheet. A few things you might want to double-check: - Make sure the “Add a Row” module is mapped to the correct spreadsheet and sheet name (“AI Call Data” and the right tab). - Verify that each field in the module is mapped to the correct column (Name, Email, Phone, etc.). - Check if there are any filters or conditions in your scenario that might be preventing the row from being added. - If possible, review the detailed execution log in Make.com for the “Add a Row” step to see if there are any hidden warnings or skipped operations. If everything looks correct, sometimes refreshing the Google Sheet or checking for hidden rows can help. Let me know if you spot anything unusual or if you’d like to walk through the field mapping together! Suggestion:
Double-check that each field in your Make.com "Add a Row" module is mapped to the correct column in your Google Sheet and that none of the required fields are left empty. Even if the scenario shows "Success," missing or mismatched field mappings can cause rows not to appear. Example mapping: - Name → A - Email → B - Phone → C - Summary → D - Appointment Date → E If all mappings are correct, try adding a test row manually via Make.com with static values to confirm the integration works.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide To help you further:
Could you please confirm the exact value you are using for the range field in your Google Sheets module in Make.com (e.g., "Sheet1" or "AI Call Data")? This will help determine if the data is being sent to the correct sheet and location. See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Suggestion:
Double-check your Google Sheets module's "Spreadsheet ID" field in Make.com. It should not include a leading slash. For example, use:

1AtAHLu5MhV4gHMcEpv9nEjjqbam7dq4KyD6c8E

1AtAHLu5MhV4gHMcEpv9nEjjqbam7dq4KyD6c8E

instead of

/1AtAHLu5MhV4gHMcEpv9nEjjqbam7dq4KyD6c8E

/1AtAHLu5MhV4gHMcEpv9nEjjqbam7dq4KyD6c8E

Update this field and re-run your scenario—this often resolves the issue where rows are not added despite a "Success" status.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Suggestion:
Double-check your Spreadsheet ID in the Make.com Google Sheets module—remove any leading slashes or trailing periods. For example, it should look like 1AtAHLu5MhV4gHMcEpv9nEjjqbam7dq4KyD6c8E (no / or .).
Incorrect formatting can cause the row not to be added even if the scenario says "Success".
Update the ID, run the scenario again, and check if the row appears in your sheet. Reference: Google Sheets Integration Guide Source: - Google Sheets Integration Guide

eastern-cyanOP•4mo ago

ok wait

Vapi Support Bot•4mo ago

Great! Take your time updating the Spreadsheet ID and let me know how it goes. If you run into any issues or have questions about the next steps, just let me know—I'm here to help! Source: - Google Sheets Integration Guide Great! Once you've updated the Spreadsheet ID to remove the leading slash, try running your scenario again to see if the rows appear in your Google Sheet. If you still don't see any new rows, let me know—I'm here to help you troubleshoot further! Source: - Google Sheets Integration Guide

eastern-cyanOP•4mo ago

nope still facing same issue

eastern-cyanOP•4mo ago

can you find any error in these

Vapi Support Bot•4mo ago

Thanks for letting me know you're still facing the same issue. Since you've already updated the Spreadsheet ID and checked the field mappings and range, let's try a couple more things: - Double-check if any required fields in your "Add a Row" module might be empty or mismatched, as this can sometimes prevent a row from being added even if the scenario says "Success." - Try adding a test row in Make.com using static values (not dynamic data) to see if the integration works with simple input—this can help determine if the issue is with the data being sent or the connection itself. - Review the execution log for the "Add a Row" step in Make.com to see if there are any hidden warnings or skipped operations that might explain why the row isn't appearing. If everything looks correct and the issue persists, sometimes refreshing your Google Sheet or checking for hidden rows can help. Let me know what you find or if you'd like to walk through any of these steps together! Try this next:
In Make.com, manually run the "Add a Row" module for your Google Sheet using static test values (e.g., Name: Test User, Email: test@example.com).
If the row appears in your sheet, the integration is working and the issue may be with your data mapping. If it doesn't, double-check your sheet permissions and field mappings.
This step helps isolate whether the problem is with the integration setup or the incoming data.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Suggestion:
Please double-check that the column headers in your Google Sheet (row 1 of Sheet1) exactly match the field names you are mapping in Make.com. For example, if your sheet has columns Name, Email, Phone, etc., ensure the "Add a Row" module is sending data to those exact headers (case-sensitive, no extra spaces). A mismatch here can cause rows to be skipped without error, even if the scenario says "Success". Example: | Name | Email | Phone | |------|-------|-------| | ... | ... | ... | If needed, try adding a test row with static values in Make.com to confirm the integration works as expected.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Suggestion:
Try adding a test row to your Google Sheet using static values in the Make.com "Add a Row" module (e.g., set "Name" to "Test User", "Email" to "test@example.com", etc.) and run the scenario. If the test row appears, the issue is likely with dynamic field mapping or missing data from the webhook. If it still doesn't appear, double-check that the sheet is not filtered or protected, and that you are viewing the correct tab.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide

eastern-cyanOP•4mo ago

listen is your google sheet integration working?

Vapi Support Bot•4mo ago

According to the documentation, the Vapi Google Sheets integration is designed to work for adding new rows, and there are no reported platform-wide issues. If you have followed all setup steps and are still not seeing rows added, the problem is likely due to configuration, permissions, or data mapping rather than a system outage. If you want to confirm the integration is working, try adding a test row with static values in Make.com as described in the Google Sheets Integration Guide. Source: - Google Sheets Integration Guide According to the documentation, the Vapi Google Sheets integration is designed to work for adding new rows, and there are no reported platform-wide issues. If you have followed all setup steps and are still not seeing rows added, the problem is likely due to configuration, permissions, or data mapping rather than a system outage. If you want to confirm the integration is working, try adding a test row with static values in Make.com as described in the Google Sheets Integration Guide. Source: - Google Sheets Integration Guide According to the documentation, the Vapi Google Sheets integration is designed to work for adding new rows, and there are no reported platform-wide issues. If you have followed all setup steps and are still not seeing rows added, the problem is likely due to configuration, permissions, or data mapping rather than a system outage. If you want to confirm the integration is working, try adding a test row with static values in Make.com as described in the Google Sheets Integration Guide. Source: - Google Sheets Integration Guide Yes, the Vapi Google Sheets integration is currently supported and working for adding new rows to Google Sheets.
You can find the latest setup instructions and confirmation of its operational status in the Google Sheets Integration Guide.
If you're still experiencing issues, it's likely related to configuration or data mapping rather than a platform-wide outage. Sources: - Google Sheets Integration Guide - Changelog March 27, 2025 Yes, the Vapi Google Sheets integration is currently supported and working for adding new rows to Google Sheets.
You can find the latest setup instructions and confirmation of its operational status in the Google Sheets Integration Guide.
If you're still experiencing issues, it's likely related to configuration or data mapping rather than a platform-wide outage. Sources: - Google Sheets Integration Guide - Changelog March 27, 2025 Yes, the Vapi Google Sheets integration is currently supported and working for adding new rows to Google Sheets.
You can find the latest setup instructions and confirmation of its operational status in the Google Sheets Integration Guide.
If you're still experiencing issues, it's likely related to configuration or data mapping rather than a platform-wide outage. Sources: - Google Sheets Integration Guide - Changelog March 27, 2025 According to the official documentation, the Vapi Google Sheets integration is supported and should be working for adding new rows to your sheet. There are no reported platform-wide issues or deprecations for this feature in the latest changelogs. If you continue to experience problems, it is likely related to configuration or permissions rather than a system outage.
See Google Sheets Integration Guide Sources: - Google Sheets Integration Guide - Changelog March 27, 2025 According to the official documentation, the Vapi Google Sheets integration is supported and should be working for adding new rows to your sheet. There are no reported platform-wide issues or deprecations for this feature in the latest changelogs. If you continue to experience problems, it is likely related to configuration or permissions rather than a system outage.
See Google Sheets Integration Guide Sources: - Google Sheets Integration Guide - Changelog March 27, 2025 According to the official documentation, the Vapi Google Sheets integration is supported and should be working for adding new rows to your sheet. There are no reported platform-wide issues or deprecations for this feature in the latest changelogs. If you continue to experience problems, it is likely related to configuration or permissions rather than a system outage.
See Google Sheets Integration Guide Sources: - Google Sheets Integration Guide - Changelog March 27, 2025

eastern-cyanOP•4mo ago

where to add this code

eastern-cyanOP•4mo ago

in prompt or tructured data

Vapi Support Bot•4mo ago

Add the Google Sheets tool configuration in your assistant's settings: 1. Go to the Vapi Dashboard and select your assistant. 2. Navigate to the Tools tab. 3. Click to add a new tool, select Google Sheets, and fill in the type (google.sheets.row.append), name, description, spreadsheetId, and range. 4. Click Publish to save. You do not add this code to the system prompt or model message; it belongs in the Tools tab as part of your assistant's configuration.
See the official guide for details. Source: - Google Sheets Integration Guide Add the Google Sheets tool configuration in your assistant's settings: 1. Go to the Vapi Dashboard and select your assistant. 2. Navigate to the Tools tab. 3. Click to add a new tool, select Google Sheets, and fill in the type (google.sheets.row.append), name, description, spreadsheetId, and range. 4. Click Publish to save. You do not add this code to the system prompt or model message; it belongs in the Tools tab as part of your assistant's configuration.
See the official guide for details. Source: - Google Sheets Integration Guide To add the Google Sheets tool to your assistant, go to the Vapi Dashboard: 1. Open your assistant in the dashboard. 2. Navigate to the Tools tab. 3. Use the dropdown to select Google Sheets, then fill in the tool type, name, and description as shown in your code snippet. 4. Click Publish to save. You do not paste the code directly; instead, use the dashboard UI to enter these details.
See full guide Source: - Google Sheets Integration Guide To add the Google Sheets tool to your assistant, go to the Vapi Dashboard: 1. Open your assistant in the dashboard. 2. Navigate to the Tools tab. 3. Use the dropdown to select Google Sheets, then fill in the tool type, name, and description as shown in your code snippet. 4. Click Publish to save. You do not paste the code directly; instead, use the dashboard UI to enter these details.
See full guide Source: - Google Sheets Integration Guide Add the tool configuration in the tools section of your assistant's model configuration, not in the prompt or structured data.
Your prompt should instruct the assistant on when to use the tool, but the actual code for the tool (type, name, description) goes here:

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "addFeedback",
    "description": "Use this tool to add customer feedback to the feedback spreadsheet."
  }
]

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "addFeedback",
    "description": "Use this tool to add customer feedback to the feedback spreadsheet."
  }
]

Do not place this in the prompt or structured data section—keep it in the tools array as shown above.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Add the tool configuration in the tools section of your assistant's model configuration, not in the prompt or structured data.
Your prompt should instruct the assistant on when to use the tool, but the actual code for the tool (type, name, description) goes here:

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "addFeedback",
    "description": "Use this tool to add customer feedback to the feedback spreadsheet."
  }
]

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "addFeedback",
    "description": "Use this tool to add customer feedback to the feedback spreadsheet."
  }
]

Do not place this in the prompt or structured data section—keep it in the tools array as shown above.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Add the tool configuration to the structured data section, not the prompt. Here’s how it should look in your assistant’s JSON configuration:

{
  "model": {
    "provider": "openai",
    "model": "gpt-4",
    "messages": [
      {
        "role": "system",
        "content": "You are a customer feedback assistant. After each customer service call, collect feedback."
      }
    ],
    "tools": [
      {
        "type": "google.sheets.row.append",
        "name": "addFeedback",
        "description": "Use this tool to add customer feedback to the feedback spreadsheet."
      }
    ]
  }
}

{
  "model": {
    "provider": "openai",
    "model": "gpt-4",
    "messages": [
      {
        "role": "system",
        "content": "You are a customer feedback assistant. After each customer service call, collect feedback."
      }
    ],
    "tools": [
      {
        "type": "google.sheets.row.append",
        "name": "addFeedback",
        "description": "Use this tool to add customer feedback to the feedback spreadsheet."
      }
    ]
  }
}

Keep the tool definition in structured data, and use the prompt to instruct the assistant when to use it.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide Add the tool configuration to the structured data section, not the prompt. Here’s how it should look in your assistant’s JSON configuration:

{
  "model": {
    "provider": "openai",
    "model": "gpt-4",
    "messages": [
      {
        "role": "system",
        "content": "You are a customer feedback assistant. After each customer service call, collect feedback."
      }
    ],
    "tools": [
      {
        "type": "google.sheets.row.append",
        "name": "addFeedback",
        "description": "Use this tool to add customer feedback to the feedback spreadsheet."
      }
    ]
  }
}

{
  "model": {
    "provider": "openai",
    "model": "gpt-4",
    "messages": [
      {
        "role": "system",
        "content": "You are a customer feedback assistant. After each customer service call, collect feedback."
      }
    ],
    "tools": [
      {
        "type": "google.sheets.row.append",
        "name": "addFeedback",
        "description": "Use this tool to add customer feedback to the feedback spreadsheet."
      }
    ]
  }
}

Keep the tool definition in structured data, and use the prompt to instruct the assistant when to use it.
See Google Sheets Integration Guide Source: - Google Sheets Integration Guide To add your Google Sheets tool configuration, use the Vapi Dashboard: 1. Go to Dashboard > Assistants and select your assistant. 2. Open the Tools tab, choose the Google Sheets tool, and fill in the required fields (like spreadsheetId, range, and description) as shown in your code. 3. Click Publish to save. You do not paste the code directly; instead, enter the values into the dashboard fields as described above.
See the official guide for details. Source: - Google Sheets Integration Guide To add your Google Sheets tool configuration, use the Vapi Dashboard: 1. Go to Dashboard > Assistants and select your assistant. 2. Open the Tools tab, choose the Google Sheets tool, and fill in the required fields (like spreadsheetId, range, and description) as shown in your code. 3. Click Publish to save. You do not paste the code directly; instead, enter the values into the dashboard fields as described above.
See the official guide for details. Source: - Google Sheets Integration Guide

eastern-cyanOP•4mo ago

can you share me the calendar booking integration too

stormy-gold•4mo ago

Hey @ACT Clinic what's your current issue, and what's blocking you?

eastern-cyanOP•4mo ago

well, I was not able to determine the correct way to do it, so i have now taken a different approach. I found a video explaining how to connect vapi and google sheets, it is helpful. now i am getting most details in my sheets. But from the webhook, not via a tool . is it possible to get the customer name and number via webhook? if you can tell me how to send data to sheets calendar and availability directly through vapi, that would be great too

Vapi Support Bot•4mo ago

To add Google Calendar booking integration in Vapi, configure your assistant like this:

"tools": [
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events. All appointments are 30 mins."
  },
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  }
]

"tools": [
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events. All appointments are 30 mins."
  },
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  }
]

Add these tools in the Vapi Dashboard under your assistant's Tools tab, not in the prompt.
See the official Google Calendar integration guide for details. Source: - Google Calendar Integration Guide To enable direct calendar booking and availability checks through Vapi, add the Google Calendar tools to your assistant: 1. Go to Dashboard > Assistants and select your assistant. 2. In the Tools tab, add the Google Calendar tool(s) (Create Event, Check Availability), and fill in required fields like calendarId, summary, and times. 3. Click Publish to save. This lets your assistant check availability and book events during calls, without needing a webhook.
See the Google Calendar Integration Guide for details. Source: - Google Calendar Integration Guide To enable direct calendar booking and availability checks in Vapi, add the following to your assistant's tools array:

"tools": [
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events."
  }
]

"tools": [
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events."
  }
]

Configure these tools in the Vapi Dashboard under your assistant's Tools tab, making sure to connect your Google Calendar account and fill in required fields like calendar ID and time zone. This lets your assistant check availability and book events directly during calls—no external webhooks needed.
See the official guide for more details. Source: - Google Calendar Integration Guide To enable direct calendar booking and availability checks in Vapi, add the following to your assistant's tools array:

"tools": [
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events."
  }
]

"tools": [
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to schedule appointments and create calendar events."
  }
]

eastern-cyanOP•4mo ago

ok got it, lemme check any prompt to initiate this tool?

Sahil•4mo ago

Just add Trigger google.calendar.event.create tool when X thing happen

eastern-cyanOP•4mo ago

This is my prompt _ Thank you for calling Wellness Partners. This is Riley, your scheduling assistant. Let’s get you booked. May I have your full name? → {{name}} Thanks {{name}}. Can I get your phone number? → {{phone}} And your email address? → {{email}} On which date and time would you like to schedule your appointment? → {{appointment_date}} And briefly, what’s the reason for your visit? → {{summary}} Thank you, {{name}}. Just to confirm: - Phone: {{phone}}
- Email: {{email}}
- Appointment Date: {{appointment_date}}
- Reason: {{summary}} [TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapi_sheets tool with these values. [TASK] After triggering the vapi_sheets tool use collected information like the user's name, email, phone, appointment date and time, to trigger google.calendar.event.create tool with these values. Let me now send your information to our system for confirmation. You’ll get an email shortly. and this is structured data__ { "model": { "provider": "openai", "model": "gpt-4", "messages": [ { "role": "system", "content": " You are an AI scheduler who takes data from customer for their seamless scheduling of appointments and bookings" } ], "tools": [ { "type": "google.sheets.row.append", "name": "vapi_sheets", "description": "Use this tool to add customer data to the AI Call Data spreadsheet. Collect all required information (name, email, phone number, appointment date and summary) before adding the row." }{"type": "google.calendar.event.create", "name": "scheduleAppointment", "description": "Use this tool to schedule appointments and create calendar events on the appointment date and time collected on call. All appointments are 30 mins."},{ "type": "google.calendar.availability.check", "name": "checkAvailability", "description": "Use this tool to check calendar availability."}]}} Please have a look and suggest any required changes

Vapi Support Bot•4mo ago

Your configuration looks well-structured for sending data directly to Google Sheets, creating calendar events, and checking availability through Vapi. You've correctly included the relevant tools in your assistant's configuration and your prompt clearly instructs the assistant on when to trigger each tool after collecting the necessary information. One thing to double-check is that all required fields for each tool (like spreadsheet ID for Sheets, calendar ID and time zone for Calendar) are filled in within the Tools tab of your assistant's settings. Also, make sure your JSON is syntactically valid and that each tool object is properly separated (for example, with commas between objects). If everything is set up in the Tools tab and your prompt matches the tool names, your assistant should be able to log data to Sheets and schedule calendar events directly during calls, without needing external webhooks. If you encounter any issues, reviewing the required fields for each tool and ensuring your JSON structure is correct will help ensure smooth operation. To send data directly to Google Sheets and Google Calendar (including availability checks) through Vapi, add the tools in your assistant's Tools tab and use clear prompt instructions. For example:

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "vapi_sheets",
    "description": "Use this tool to add customer data to the spreadsheet after collecting name, email, phone, appointment date, and summary."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to create a calendar event with the collected appointment details."
  },
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  }
]

"tools": [
  {
    "type": "google.sheets.row.append",
    "name": "vapi_sheets",
    "description": "Use this tool to add customer data to the spreadsheet after collecting name, email, phone, appointment date, and summary."
  },
  {
    "type": "google.calendar.event.create",
    "name": "scheduleAppointment",
    "description": "Use this tool to create a calendar event with the collected appointment details."
  },
  {
    "type": "google.calendar.availability.check",
    "name": "checkAvailability",
    "description": "Use this tool to check calendar availability."
  }
]

In your prompt, instruct the assistant to trigger these tools after collecting the required info. No webhook is needed—Vapi will handle the tool calls directly.
See the official guides for setup details. Sources: - Google Calendar Integration Guide - Google Sheets Integration Guide Your configuration is almost complete! One key suggestion:
Add a step to check calendar availability before creating the event, to avoid double-booking. Update your prompt like this:

[TASK] After collecting the user's details, trigger the checkAvailability tool for the requested date/time. If available, proceed to trigger google.calendar.event.create and vapi_sheets with the collected info.

[TASK] After collecting the user's details, trigger the checkAvailability tool for the requested date/time. If available, proceed to trigger google.calendar.event.create and vapi_sheets with the collected info.

This ensures a smooth booking flow and follows best practices from the documentation. Sources: - Google Calendar Integration Guide - Prompting Guide To send data directly to Google Sheets and Google Calendar through Vapi (no webhook needed), make sure your assistant's Tools tab includes both integrations, and use clear [TASK] instructions in your prompt. For example:

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapi_sheets tool with these values.
[TASK] After triggering the vapi_sheets tool, use the collected information to trigger google.calendar.event.create tool with these values.

[TASK] After collecting the user's name, email, phone, summary, and appointment date, trigger the vapi_sheets tool with these values.
[TASK] After triggering the vapi_sheets tool, use the collected information to trigger google.calendar.event.create tool with these values.

Configure the tools in your assistant's structured data, not just in the prompt. This setup lets your assistant add rows to Sheets and book Calendar events automatically during the call.
See the Google Calendar integration guide and Google Sheets integration guide for more details. Sources: - Google Calendar Integration Guide - Google Sheets Integration Guide

Sahil•4mo ago

Hey can you book a quick call with the team? https://calendly.com/kyle-brunker-vapi/15-min-meeting

eastern-cyanOP•3mo ago

Hey that issue was resolved now i need help with dtmf tool. { "model": { "provider": "openai", "model": "gpt-4", "messages": [ { "role": "system", "content": " You are an AI scheduler who takes data from customer for their seamless scheduling of appointments and bookings" } ], "tools": [ { "type": "google.sheets.row.append", "name": "aleethia_sheets", "description": "Use this tool to add customer data to the spreadsheet after collecting name, email, phone, appointment date, and summary." }, { "type": "google.calendar.event.create", "name": "Aleethia_Calendar", "description": "Use this tool to create a calendar event with the collected appointment details." }, { "type": "google.calendar.availability.check", "name": "Aleethia_calendar_check_availability", "description": "Use this tool to check calendar availability." }, { "type": "function", "name": "dtmf_tool", "description": "Captures the digit pressed by the caller via the keypad (DTMF input).", "parameters": { "type": "object", "properties": { "digits": { "type": "string", "description": "The digit the caller pressed on their phone (e.g., 1 for English, 2 for Spanish, 3 to transfer)." } }, "required": ["digits"] } } ] } } this is the structured data

eastern-cyanOP•3mo ago

this is the prompt

message.txt

eastern-cyanOP•3mo ago

and this is the tool setup

eastern-cyanOP•3mo ago

I have a client waiting for this feature ? ? anyone? ????

Sahil•3mo ago

Hey Apologies for the delay! To help track down this issue, could you share: - The call ID - When exactly this happened (the timestamp) - What response you expected to get - What response you actually got instead
This would really help us figure out what went wrong!

eastern-cyanOP•3mo ago

we had a meeting with Kyle and shared the details , he also said that he is raising the issue to tech team Please respond ASAP DTMF tool is not working, but the config and tool call is ok Tool need to be called at the start of call to switch between language of assistant

Sahil•3mo ago

Hey ACT Clinic, could you share the information again? Kyle is still a bit uncleared about your requirements and what your expectations are. If you could write them here in above format, it would really help me. I want to reproduce the issues and align with you to suggest some solutions.

eastern-cyanOP•3mo ago

yeah my teammate is talking with you from hius ID frostgamergod , So I am updated about the conversation. will keep that channel open to avoid the confusion.

Tool Call not working for Make.com webhook

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