Automate outbound AI sales calls with double-dial using Airtable and Vapi AI

🚀 The Ultimate AI Sales Outbound Engine

Stop wasting hours on manual dialing and listening to ringtones. This workflow transforms your Airtable into a high-velocity AI Call Center using Vapi AI.

⚡ TL;DR

Automate lead qualification calls, handle voicemails like a pro, and sync every transcript back to your CRM without lifting a finger.

🧠 How it Works

1. The Scout: Every minute, n8n scans your Airtable for leads marked TBC.
2. The Dialer: It triggers a personalized Vapi AI call, passing along the lead’s name and context.
3. The Reporter: Once the call ends, a Webhook catches the data, including the recording, transcript, and AI summary.
4. The Strategist: * Success? Updates the lead to Called and logs the summary.

• Voicemail? Automatically triggers a double-dial retry after 1 minute.
• Still nothing? Schedules a final follow-up for the next day at the optimal time (your time).

🛠️ Setup Guide

• Airtable: Create a "Leads" table with fields for Status, Mobile, Attempt, and Summary.
• Vapi: Plug in your Assistant ID and set the Webhook URL to this workflow's address.
• n8n: Use the Header Auth credential for your Vapi API key to keep things secure.

💎 Why This Wins

• Aggressive Retries: Includes a built-in "Double-Dial" strategy to increase connection rates.
• Clean CRM: No more messy notes; get structured AI summaries for every call.
• Plug-and-Play: Designed to be easily customized for any industry—from real estate to SaaS.