VAPI•7mo ago

Appointment Booking Workflow Help

I have been following the steps of the appointment scheduling example in the support docs with a few minor modifications, and certain elements are not working despite having set up the Google Calendar availability check tool and event creation tool.

I'm having trouble sending date timeframes to the availability tool to properly check dates and for the event creation tool to properly create an event. I'm also looking for the variable parameters I can insert into a first message to share the potential available times with the caller.

What is the best way for me to get some assistance with this workflow so that I can get it up and running?

Appointment scheduling workflow | Vapi

Build a voice AI appointment scheduling workflow with calendar integration, availability checking, and automated confirmations using Vapi's workflow builder.

Vapi Support BotAPP•6/17/25, 7:23 PM

For the fastest and most effective help with your appointment booking workflow, join the Vapi Discord community:
Join our Discord for Google Calendar integration support

You can ask your specific workflow questions there and get real-time assistance from the Vapi team and other users.

Source:

Google Calendar Integration – Vapi Docs

⤵️ Mention @Vapi Support Bot for follow-ups 🐥

KyleAPP•6/18/25, 1:43 AM

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!

brilliant-limeOP•6/19/25, 1:20 PM

Hi @Shubham Bajaj, Thanks for the quick response. Here is some additional info.

Call ID: 6d482497-1431-4874-95f9-78a946c37e6b
It was about 60 seconds into the call
The response I was looking to get was either a confirmation of the meeting time or offering other available options near the proprosed time.
- For some reason, the requested date and time is not being passed to the Google Availability Tool or Event Creation Tool, or at least it seems. At times it seems to work if I explicitly list the entire date including the year, but still, when it confirms an event being created on the calendar, I'm not seeing it on the calendar.
It's a very short call, so if you were to take a look at the transcript, you'll get an idea of what's taking place. And the few calls before this one are similar attempts with varying results. But the bottom line is that I am not getting the potential times listed back to me. I usually have to ask for it to list the available times. And once a time is confirmed, it does not get added to my calendar.

KyleAPP•6/23/25, 9:12 AM

looking into it.

KyleAPP•6/23/25, 10:19 AM

Thank you for your patience. I apologize for the delay in getting back to you due to the weekend. I couldn't respond earlier. I investigated this issue, and the appointment is now scheduled using Google Calendar Tool. However, the scheduled time is incorrect, which may not be what you expected. I've reported this issue to the team, and once it's resolved, you'll be informed or can check in with me in one or two days.

Ccomprehensive-tomato Thank you for your patience. I apologize for the delay in getting back to you du...

brilliant-limeOP•6/23/25, 2:35 PM

I can understand the challenges of supporting an app where so many different users run into roadblocks with so many different use cases.

So I appreciate you getting back to me and looking into it.

I look forward to getting this resolved so that I can update it and implement it.

KyleAPP•6/24/25, 1:09 AM

Hey Frantz, thanks for understanding. I really appreciate it.

brilliant-limeOP•7/2/25, 1:37 PM

Hey @Shubham Bajaj, Any news on this? Thanks.

KyleAPP•7/2/25, 11:39 PM

I’ve looked into the shared call ID logs workflow and related aspects. The user input is being passed correctly, including the date and time you requested. However, I’m noticing an issue with the confirmation process. Instead of receiving the confirmation all at once, you need to ask for it again before it returns the correct data.

To reproduce this issue and get it fixed, I will need a few more call IDs (2-3 should suffice). The additional call IDs will help confirm that this isn't just an isolated instance — it appears to be a consistent issue. Analyzing these will allow me to identify a pattern and ultimately suggest findings and solutions for resolving this problem.

Let me know your thoughts on this!

KyleAPP•7/3/25, 12:10 PM

The Availability Results node lacks a mechanism to access the tool response data. Are you certain that you have configured the variableExtractionPlan to capture the tool.response.body? Because As of now, there are no template variables in the prompt to access tool data.

brilliant-limeOP•7/14/25, 6:00 PM

Hi @Shubham Bajaj, sorry for the delay. I was busy working on another project that just wrapped up. To be honest, I would need your assistance to determine what’s missing, as I’m not familiar with the variableExtractionPlan you mentioned. I started with a template and updated it along the way based on my knowledge of workflows and by using Sonnet 4 as a co-pilot for the more technical items. Please help me understand what the final solution should look like. Thanks!

KyleAPP•7/15/25, 10:47 PM

Hey Frantz,

Thanks for reaching out! We're currently swamped with a bunch of tickets and it's taking us longer than usual to get back to everyone. I know waiting isn't fun, but we want to make sure we give your issue the attention it deserves rather than rushing through it.

We'll circle back with you soon to get this sorted out.

brilliant-limeOP•7/15/25, 10:54 PM

Thank you and good luck with the backlog.

KyleAPP•7/16/25, 11:43 PM

Hey Frantz,

I wanted to let you know that we're managing a high volume of support requests at
the moment, so our response time might be a bit slower than usual.
I truly appreciate your understanding and will get back to you as soon as possible!

Thanks again for your patience!

KyleAPP•7/16/25, 11:45 PM

KyleAPP•7/19/25, 6:11 PM

Hey Frantz,

I sincerely apologize for the delay in our responses this week. We experimented with some process adjustments that didn’t work as intended, and unfortunately, this caused some disruptions. That’s entirely my responsibility.

Just a quick note—our team is unavailable on weekends. However, if something urgent or critical comes up, feel free to reach out to me directly, and I’ll assist you.

The support issues will be resolved in the coming weeks, and starting Monday, you can expect more consistent and improved support. Thank you so much for your patience and for continuing to stick with us!

KyleAPP•7/26/25, 1:34 PM

Hi,

First off, we want to sincerely apologize for the delay in getting back to you. We understand how frustrating it is to wait - especially when you're counting on us - and we owe you a clear explanation of what’s been happening and how we’re addressing it.

Over the past few weeks, we've seen a significant increase in support requests. While this reflects exciting growth, it has also stretched our small team and exposed some real challenges in scaling our support operations. To improve your experience, we’ve taken a step back to reassess our approach. Here’s what we’re implementing:

Smarter Support Through Automation: We’re investing in our AI support systems to help you resolve issues more efficiently. Soon, our support bot will offer expanded capabilities, making it easier to access accurate, instant help—particularly for common or repetitive queries.
Expanding the Support Team: To meet growing demand, we’re adding 2–3 new team members focused on managing support volume and improving response times.
Prioritized SLAs for High-Usage Accounts: We’re introducing service level improvements for users who are growing with us:
Accounts with usage over 1,000 minutes/month will receive prioritized support.
For all general inquiries, we’re establishing a standardized 48-hour response time.

We’re confident these steps will lead to faster, more reliable support and help us better serve you as you grow with us. Also, in case you still need help with this ongoing ticket, do let us know, and we will help you get this resolved as soon as possible.

Thank you for your continued patience and for being part of our journey.

Warm regards,

Vapi Team

brilliant-limeOP•8/5/25, 2:41 AM

in case you still need help with this ongoing ticket, do let us know.

Yes, I am still waiting for assistance. Thanks.

KyleAPP•8/6/25, 8:06 PM

hey, let me check with our team and get back to you with an update.

Ccomprehensive-tomato hey, let me check with our team and get back to you with an update.

brilliant-limeOP•8/12/25, 2:10 PM

Hi Praveen, how are things going with the check-up with your team?

brilliant-limeOP•8/20/25, 2:44 PM

Hi @Shubham Bajaj, I mentioned I was still waiting for assistance. Parveen got back to me and said he would check with the team. This was eight days ago and I've not heard back yet.

KyleAPP•10/11/25, 9:58 PM

Hey,

Would you be available to schedule a brief call at your earliest convenience so that we may discuss this matter in detail?

Please use the following link to book a suitable time: https://calendly.com/kyle-brunker-vapi/15-min-meeting

Ccomprehensive-tomato Hey, Would you be available to schedule a brief call at your earliest convenien...

brilliant-limeOP•10/13/25, 1:38 AM

Hey Kyle, I’ll take it into consideration. I’m still trying to get over the fact that it took almost two months to respond to my last follow up and that this case has been open since June 17th with no acknowledgment of that. We’re talking about four months. When I say it out loud, it seems unbelievable.

KyleAPP•11/18/25, 4:32 AM

I sincerely apologize for the delayed response to your support request.
We implemented better tracking for support tickets to ensure timely responses going forward, but due to a technical limitation, this only applies to tickets created after this past week.
I'm closing this older ticket, but if your issue still needs attention, please:
Reply with 'REOPEN' or
Email support@vapi.ai with any updates
I'll personally ensure your new request gets prompt attention.
Thank you for your patience.
Best regards,
Vapi Support Team

Appointment Booking Workflow Help

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