Step 1
A call happens
Vaami answers an inbound call or places an outbound one, and holds the conversation in the caller's language.
Workflow automation
AI voice agent workflow automation: every call ends in an action.
Vaami turns each call into follow-through. It updates your CRM, books the appointment on your calendar, sends SMS or email follow-ups, fires webhooks and Zapier triggers, and hands the caller to a human with context when the AI should not continue. Native integrations need no code.
How it works
How does a call become an action?
Step 2
The agent decides the next action
While the call is live, Vaami looks up calendars, CRMs and booking platforms and applies your business rules to choose what happens next.
Step 3
The outcome is written back
The call outcome is logged to your CRM as structured data, during and after the call.
Step 4
Events fire to the rest of your stack
Call events trigger webhooks, Zapier automations or your own systems through the REST API.
Events, actions, systems
Which call events trigger which actions?
Each row is an event Vaami produces, the action it can take, and the systems it connects to. Only integrations that have a page on this site are listed.
| Call event | Action | Systems |
|---|---|---|
| Call completed | Log call outcome and transcript to the CRM record | |
| Appointment booked or rescheduled | Create or move the booking on a live calendar | |
| Clinical or dental booking | Book directly in the practice management system | |
| Support call | Create a ticket with transcript and resolution status attached | |
| Lead qualified, call escalated, call failed | Fire a trigger into any app, for example a Slack alert or a spreadsheet row | |
| Any intelligence event | Send a webhook to your own system via the REST API | |
| Call summary ready | Post the summary to a team channel |
Hand-offs
What happens when a human should take over?
Vaami tracks confidence during the call. When it drops below the threshold you set, the agent offers a warm transfer and briefs your team member with the caller's name, intent and sentiment before the caller arrives. In outbound campaigns, a prospect who meets your qualification criteria can be conferenced to a sales rep. Escalations also surface as a “call escalated to human” event you can route through Zapier.
More on inbound routing in the inbound product page.
Triggers
What starts a workflow?
- Inbound call: the caller's intent starts a booking, ticket or lookup.
- Outbound campaign: a contact list, reminder schedule or CRM record launches the calls. See outbound campaigns.
- Call event: call completed, appointment booked, lead qualified, escalated or failed fires a Zapier trigger or webhook.
- Custom disposition: outcomes you define can trigger their own automations.
Workflow examples by use case
Appointment-based practices
Vaami checks real-time availability, books the slot and sends reminders 48 and 24 hours before the appointment.
Property enquiries
Viewings are booked straight into agent calendars on the same call, and the enquiry is logged to the CRM.
Solar and home services
Site-survey and emergency-job bookings land in the sales or dispatch team's calendar during the call.
Outbound follow-ups
Callback requests are logged to the CRM and queued for the time the contact asked for, with configurable retries and optional SMS follow-up.
Limits
What workflow automation does not do
- Only the integrations listed on the integrations page are native. Anything else goes through Zapier, webhooks or the REST API, which your team or an integrator has to configure.
- Vaami writes outcomes and fires events; it does not replace your CRM, ticketing or scheduling system.
- Workflow quality depends on clean data in the connected system, such as correct calendars and CRM fields.
- The Vaami team confirms compatibility with your specific systems during onboarding.
Common questions
Workflow automation FAQ
What is workflow automation in an AI voice agent?
It is what happens after and during a call. Vaami looks up calendars and CRMs while it talks, then writes the outcome back, books appointments, sends follow-ups and fires events to your other tools, so nobody retypes call notes.
Which systems can Vaami update after a call?
Native integrations include CRMs such as Salesforce, HubSpot, Pipedrive and Zoho CRM, calendars such as Google Calendar, Calendly and Acuity, support desks such as Zendesk and Freshdesk, and practice systems such as Cliniko and Dentally. See the integrations page for the full list.
Can Vaami connect to apps that are not on the integrations list?
Yes. Vaami works through Zapier, webhooks and a documented REST API. Call events such as call completed, appointment booked, lead qualified and call escalated to human can trigger actions in other apps.
Does Vaami send SMS after a call?
SMS and email follow-up are part of Vaami's outbound campaign flow, and you choose whether SMS fires after unanswered attempts. For India, DLT sender registration is completed per customer during onboarding; see the TRAI and DLT page.
What happens when the AI cannot resolve a call?
Vaami tracks its confidence during the call. When it falls below a threshold you define, the agent offers a warm transfer to a human and briefs your team member with the caller's context first.
Do I need developers to set up workflows?
Not for native integrations or Zapier, which are configured without code. Custom webhooks and REST API work needs a developer. Most standard configurations go live in under one business day.
Is call data safe when it flows into other systems?
Data flows to a connected system only as you configure it. See the security page for how Vaami encrypts and retains call data, and which parts are your responsibility.
See your own call flow end in an action.
Tell us your CRM and calendar and we will show the workflow on a live call.