VAPI: Automate AI Calls, Chats and Knowledge Base Management

Integrate VAPI with CrocoClick to automate AI calls, AI chats and file management via your automations: triggers, actions, configuration, use cases, concurrency limits and best practices.

Written By Baptiste Lorreyte

Last updated About 1 month ago

Automate AI calls, AI chats, and knowledge file management directly from your CrocoClick automations.

No Zapier.
No external webhooks.
No DIY.

What is VAPI in automations?

VAPI allows your automations to control voice assistants and AI chats.

Two possible directions:

1) VAPI → Automations (triggers)

An event in VAPI triggers an automation.

Examples:

  • New call created

  • New file uploaded

  • New AI assistant created

2) Automations → VAPI (actions)

A CrocoClick event triggers an AI action in VAPI.

Examples:

  • Form submitted → automatic AI call

  • Appointment created → AI voice reminder

  • Deal won → AI onboarding chat

Why connect VAPI?

Key benefits

  • ✅ Instant AI qualification after a lead

  • ✅ CRM ↔ AI synchronization

  • ✅ Automated appointment reminders

  • ✅ Assistants enriched by your internal documents

  • ✅ Elimination of intermediary tools

Less friction.
More automation.
More control.

Connect your VAPI account

Method 1 – From the automation builder

  1. Go to Automation → Workflow

  2. Add a VAPI action or trigger

  3. Click Connect now

  4. Authorize your VAPI account

Method 2 – From integrations

  1. Go to Settings → Integrations

  2. Select VAPI

  3. Click Connect

  4. Complete the authentication

Once connected, the VAPI steps will automatically appear in the automation builder.

Find your VAPI API key

  1. Go to dashboard.vapi.ai

  2. Open the Account menu

  3. Click on API Keys

  4. Generate a new key if necessary

  5. Copy the Private API Key

Available triggers (VAPI → CrocoClick)

Triggers

Description

New Assistant

Triggered when an AI assistant is created in VAPI

New Call

Triggered when a call is initiated in VAPI

New File

Triggered when a file is uploaded to VAPI

⏱ Triggers poll every 5 minutes.

You can add filters to limit registrations to automation.

Available actions (CrocoClick → VAPI)

Action

Description

Create a Call

Initiates an AI call

Create Chat

Start an AI chat

Upload File

Upload a knowledge file

Delete Call Data

Delete call data

Delete Chat Data

Deletes a chat session

Delete File

Deletes a file

Update Call Name

Modifies call metadata

Find Call

Retrieves call details

Upload File: supported types

⚠️ Only one file per Upload File step.

If you need multiple files, add multiple Upload File actions in sequence.

Compatible formats

  • Markdown (.md)

  • PDF (.pdf)

  • Text (.txt, .log)

  • CSV / TSV (.csv, .tsv)

  • HTML / CSS / JS / TS (.html, .css, .js, .ts)

  • XML (.xml)

  • JSON (.json)

  • YAML (.yaml, .yml)

  • Microsoft Word (.doc, .docx)

These files generally serve as a knowledge base for your AI assistants.

Concurrency & rate limits

Default concurrency

Each VAPI account includes:

10 simultaneous calls

This means:

  • A maximum of 10 calls in parallel

  • Additional calls are queued and then restarted

Example

25 calls triggered at the same time:

  • 10 start immediately

  • 15 wait for a slot to become available

Increase concurrency

In:

VAPI Dashboard → Settings → Billing → Reserved Concurrency

⚠️ Additional billing may apply depending on your subscription.

API limits

API limits may apply depending on your VAPI plan.

Best practices

  • Avoid triggering hundreds of calls simultaneously

  • Add Wait steps to your automations

  • Stagger your outgoing campaigns

  • Monitor execution logs in case of API errors

Supported phone numbers

Currently:

✅ Numbers purchased directly in VAPI

Not supported:

  • Custom CrocoClickk numbers (coming soon)

  • Imported external numbers (coming soon)

If you initiate a call with an unsupported number, the call will fail.

Put VAPI in an automation

  1. Go to Automation → Workflows

  2. Create or open an automation

  3. Choose a CRM trigger:

    • Form Submitted

    • Appointment Created

    • Pipeline Stage Changed

  4. Add a VAPI action (e.g., Create a Call)

  5. Map dynamic fields using merge values:

{{contact.first_name}} {{contact.phone}} {{opportunity.name}} {{custom_values}}

  1. Add conditions and/or Wait steps if necessary

  2. Test in draft mode

  3. Publish

Concrete use cases

Instant AI qualification

Trigger: Form Submitted
Action: Create Call

  • If IA = Qualified → move to Sales pipeline

  • If IA = Unqualified → add to nurture

AI appointment reminder

Trigger: Appointment Created
Wait (before appointment) → Create Call

  • If no response → Automatic SMS

AI onboarding assistant

Trigger: Deal Closed Won
Upload File (PDF onboarding) → Create Chat → Internal notification

Automatic data cleanup

Trigger: Deal Closed Lost
Find Call → Delete Call Data → Delete Chat Data

Where can I see the details of a call?

CrocoClick confirms that the call has been made.

For call-level details, everything is in the VAPI Dashboard:

  • Transcription

  • Duration

  • Latency

  • AI interaction logs

  • Recording (if enabled)

  • Status and outcome

  • Assistant analytics

Detailed data is stored in VAPI.

FAQ