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Merge branch 'main' into update-openapi-spec-2025-08-27T00-26-20-343Z
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‎fern/apis/api/openapi.json‎

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‎fern/assets/styles.css‎

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border: 1px solid #C7D2FE;
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}
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/* Optional: Squad badge (reuse assistant palette for now) */
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.vapi-badge-squad {
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background-color: #EEF2FF;
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color: #4338CA;
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border: 1px solid #C7D2FE;
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}
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/* Dark mode adjustments */
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:is(.dark) .vapi-badge-assistant {
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background-color: #134E4A;
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border: 1px solid #6366F1;
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}
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:is(.dark) .vapi-badge-squad {
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background-color: #312E81;
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color: #C7D2FE;
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border: 1px solid #6366F1;
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}
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/* for a grid of videos */
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.video-grid {
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.light .fern-theme-default.fern-container {
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background-color: #fff !important;
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}
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}

‎fern/assistants/examples/appointment-scheduling.mdx‎

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---
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title: Appointment scheduling assistant
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subtitle: Build an AI receptionist that books, reschedules, and cancels appointments using Assistants and tools
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slug: assistants/examples/appointment-scheduling
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description: Build a voice AI appointment scheduling assistant with Google Calendar integration, availability checking, and automated confirmations using Vapi Assistants.
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---
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## Overview
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Build an AI-powered appointment scheduling assistant that handles inbound calls for booking, rescheduling, and canceling appointments. This approach uses a single Assistant with tools for calendar availability, customer lookups, and confirmations.
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**Assistant Capabilities:**
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* Real-time availability checks and booking
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* Reschedule and cancel with confirmation
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* Customer verification and data lookups
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* SMS/email confirmations via tools
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**What You'll Build:**
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* An assistant with a focused prompt for scheduling flows
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* Tools for calendar availability and booking
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* Optional CSV knowledge bases for customers/services
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* A phone number attached to your assistant
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## Prerequisites
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* A [Vapi account](https://dashboard.vapi.ai/)
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* Google Calendar or a scheduling backend
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## 1. Prepare data (optional)
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Use sample CSVs for customers, services, and appointments during development.
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<Steps>
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<Step title="Download sample spreadsheets">
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<div className="flex gap-2">
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<Download src="../../static/spreadsheets/appointment-scheduling/services.csv">
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<Button intent="primary">Download services.csv</Button>
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</Download>
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<Download src="../../static/spreadsheets/appointment-scheduling/customers.csv">
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<Button intent="primary">Download customers.csv</Button>
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</Download>
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<Download src="../../static/spreadsheets/appointment-scheduling/appointments.csv">
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<Button intent="primary">Download appointments.csv</Button>
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</Download>
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</div>
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</Step>
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<Step title="Upload files (optional)">
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<Tabs>
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<Tab title="Dashboard">
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1. Open your [Vapi Dashboard](https://dashboard.vapi.ai) → Files
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2. Upload the three CSVs and note their file IDs
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<video autoPlay loop muted src="../../static/videos/upload-files.mp4" type="video/mp4" style={{ aspectRatio: '16 / 9', width: '100%' }} />
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</Tab>
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<Tab title="TypeScript (Server SDK)">
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```typescript
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import { VapiClient } from "@vapi-ai/server-sdk";
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import fs from "fs";
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const vapi = new VapiClient({ token: process.env.VAPI_API_KEY! });
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async function upload(file: string) {
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const res = await vapi.files.create({ file: fs.createReadStream(file) });
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console.log(file, res.id);
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return res.id;
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}
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const servicesFileId = await upload("services.csv");
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const customersFileId = await upload("customers.csv");
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const appointmentsFileId = await upload("appointments.csv");
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```
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</Tab>
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<Tab title="Python (Server SDK)">
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```python
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import requests, os
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def upload(path: str):
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r = requests.post(
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"https://api.vapi.ai/file",
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headers={"Authorization": f"Bearer {os.getenv('VAPI_API_KEY')}"},
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files={"file": open(path, "rb")},
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)
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r.raise_for_status()
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print(path, r.json()["id"])
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return r.json()["id"]
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services_file_id = upload("services.csv")
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customers_file_id = upload("customers.csv")
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appointments_file_id = upload("appointments.csv")
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```
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</Tab>
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</Tabs>
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</Step>
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</Steps>
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---
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## 2. Create calendar tools
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Use the Google Calendar integration for availability and booking, or your own API via a custom tool.
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<Tabs>
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<Tab title="Use Google Calendar (recommended)">
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See: [Google Calendar Integration](/tools/google-calendar)
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Configure tools for:
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- `check_availability(service, date)`
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- `book_appointment(customer, service, time)`
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- `reschedule_appointment(appointmentId, time)`
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- `cancel_appointment(appointmentId)`
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</Tab>
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<Tab title="Custom tools (HTTP)">
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See: [Custom Tools](/tools/custom-tools)
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Define function tools that call your scheduling backend. Attach CSV knowledge bases (customers/services) if using the sample data above.
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</Tab>
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</Tabs>
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---
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## 3. Create the assistant
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<Tabs>
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<Tab title="Dashboard">
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<Steps>
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<Step title="Create assistant">
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- Go to Assistants → Create Assistant → Blank template
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- Name it `Receptionist`
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</Step>
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<Step title="Configure system prompt">
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```txt title="System Prompt" maxLines=12
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You are an AI receptionist for a barbershop. Your goals:
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1) Verify the customer
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2) Offer booking, rescheduling, or cancellation
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3) Confirm details and send a confirmation
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When needed, call tools: check_availability, book_appointment, reschedule_appointment, cancel_appointment.
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Keep replies under 30 words. Confirm date/time clearly.
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```
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</Step>
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<Step title="Attach tools">
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Add your scheduling tools to the assistant and publish.
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</Step>
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</Steps>
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</Tab>
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<Tab title="TypeScript (Server SDK)">
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```typescript
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import { VapiClient } from "@vapi-ai/server-sdk";
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const vapi = new VapiClient({ token: process.env.VAPI_API_KEY! });
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const systemPrompt = `You are an AI receptionist for a barbershop. Verify the customer, then offer booking, rescheduling, or cancellation. Use scheduling tools when needed. Keep replies under 30 words.`;
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const assistant = await vapi.assistants.create({
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name: "Receptionist",
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firstMessage: "Welcome to Tony's Barbershop! How can I help you today?",
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model: {
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provider: "openai",
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model: "gpt-4o",
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messages: [{ role: "system", content: systemPrompt }],
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// toolIds: [ "CHECK_AVAILABILITY_ID", "BOOK_ID", "RESCHEDULE_ID", "CANCEL_ID" ]
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}
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});
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```
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</Tab>
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<Tab title="Python (Server SDK)">
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```python
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from vapi import Vapi
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import os
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client = Vapi(token=os.getenv("VAPI_API_KEY"))
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assistant = client.assistants.create(
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name="Receptionist",
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first_message="Welcome to Tony's Barbershop! How can I help you today?",
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model={
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"provider": "openai",
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"model": "gpt-4o",
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"messages": [{"role": "system", "content": "You are an AI receptionist for a barbershop. Verify the customer, then handle booking/rescheduling/cancel."}]
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}
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)
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```
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</Tab>
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</Tabs>
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---
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## 4. Make calls
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<Tabs>
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<Tab title="TypeScript (Server SDK)">
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```typescript title="create web call"
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import { VapiClient } from "@vapi-ai/server-sdk";
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const vapi = new VapiClient({ token: process.env.VAPI_API_KEY! });
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await vapi.calls.create({
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transport: { type: "web" },
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assistant: { assistantId: "your-assistant-id" }
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});
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```
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```typescript title="create phone call"
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await vapi.calls.create({
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phoneNumberId: "your-phone-number-id",
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customer: { number: "+15551234567" },
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assistant: { assistantId: "your-assistant-id" }
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});
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```
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</Tab>
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<Tab title="Python (Server SDK)">
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```python title="create web call"
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import os
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from vapi import Vapi
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client = Vapi(token=os.getenv("VAPI_API_KEY"))
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client.calls.create(
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transport={"type": "web"},
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assistant_id="your-assistant-id",
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)
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```
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```python title="create phone call"
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client.calls.create(
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phone_number_id="your-phone-number-id",
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customer={"number": "+15551234567"},
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assistant_id="your-assistant-id",
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)
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```
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</Tab>
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<Tab title="cURL (web)">
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```bash
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curl -X POST "https://api.vapi.ai/call/web" \
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-H "Authorization: Bearer $VAPI_API_KEY" \
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-H "Content-Type: application/json" \
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-d '{
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"assistant": { "assistantId": "your-assistant-id" }
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}'
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```
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</Tab>
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<Tab title="cURL (phone)">
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```bash
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curl -X POST "https://api.vapi.ai/call" \
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-H "Authorization: Bearer $VAPI_API_KEY" \
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-H "Content-Type: application/json" \
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-d '{
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"assistant": { "assistantId": "your-assistant-id" },
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"phoneNumberId": "your-phone-number-id",
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"customer": { "number": "+15551234567" }
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}'
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```
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</Tab>
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</Tabs>
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## 5. Test and validate
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<Steps>
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<Step title="Attach a phone number">
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Create a phone number and assign your assistant. See [Phone calls quickstart](/quickstart/phone).
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</Step>
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<Step title="Test scenarios">
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- New booking → check availability → book → confirm
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- Reschedule existing appointment → confirm
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- Cancel appointment → confirm
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</Step>
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</Steps>
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## Next steps
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- **Tools**: [Google Calendar](/tools/google-calendar), [Custom Tools](/tools/custom-tools)
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- **Structured outputs**: [Extract structured data](/assistants/structured-outputs)
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- **Multichannel**: [Web integration](/quickstart/web)
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‎fern/assistants/examples/inbound-support.mdx‎

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* [**Knowledge Bases**](../knowledge-base/) - Learn more about knowledge bases to build knowledge-based agents.
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* [**External Integrations**](../tools/) - Configure integrations with [Google Calendar](../tools/google-calendar), [Google Sheets](../tools/google-sheets), [Slack](../tools/slack), etc.
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* [**Workflows**](../workflows/) - Learn about workflows to build voice agents for more complex use cases.
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* [**Squads**](../squads) - Learn how to compose multiple assistants and transfer seamlessly for complex use cases.
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<Callout>
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Need help? Chat with the team on our [Discord](https://discord.com/invite/pUFNcf2WmH) or mention us on [X/Twitter](https://x.com/Vapi_AI).

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