I am using HubSpot triggers to make outbound calls and record their results in HubSpot. Now, I want to set up a process with VAPI to automatically schedule a callback under these conditions: No Answer: If a client does not pick up, the system should try again at a later time. Rescheduled Call: If a client picks up but asks to be called back tomorrow (or another specific time), the system should schedule a new call at that exact date/time. Key Points: Current Setup: HubSpot triggers the initial call. I store the call outcome in HubSpot. Goal: Automate callback logic in VAPI, so I don’t have to manually set the next call. Keep the call history linked to the same contact in HubSpot. Questions: How can I capture the call result in HubSpot and pass it to VAPI so that VAPI knows when to schedule a new call? Is there a native “delay” or scheduling feature in VAPI (for example, to wait 24 hours before calling again)? If not, what is the recommended approach? How do I avoid creating duplicate call logs in HubSpot when the callback happens? Do you have any example code or best practices for implementing callbacks or retries with VAPI? Any guidance, links to documentation, or code snippets you can share would be very helpful. My main focus is to make sure calls are automatically rescheduled and still appear correctly in HubSpot. Thank you for your support!

Hi there! 👋 I'd be happy to help with your HubSpot + VAPI integration for automatic callbacks. I don't have specific information about capturing call results in HubSpot or HubSpot triggers for outbound calls. However, I can definitely help with the integration between HubSpot and VAPI, scheduling features, avoiding duplicate logs, and implementation best practices. ## Passing Call Results from HubSpot to VAPI To pass call results from HubSpot to VAPI for automatic callback scheduling, you have several options: 1. **Using Dynamic Variables**: You can pass data to VAPI as dynamic variables using

assistantOverrides

with

variableValues

in the payload:

json
   {
     "variableValues": {
       "callResult": "NoAnswer",
       "rescheduleTime": "2025-03-26T14:00:00Z"
     }
   }

[Source](https://discord.com/channels/1211482211119796234/1211483291191083018/threads/1335054553250533439) 2. **Webhooks**: After a call, VAPI can send the confirmation status back to your server using a webhook. Your server can then process this information and schedule callbacks accordingly. [Source](https://discord.com/channels/1211482211119796234/1211483291191083018/threads/1335932034518089741) 3. **API-Based Call Handoff**: VAPI can manage the call, then send caller details via API to another system. This approach could be adapted to pass call results from HubSpot to VAPI. [Source](https://discord.com/channels/1211482211119796234/1211483291191083018/threads/1340813822193041499) ## VAPI Delay and Scheduling Features Yes, VAPI does have some native delay features: 1. You can add a delay before the assistant starts speaking at the beginning of a call using `startSpeakingPlan.waitSeconds`:

javascript
   const assistant = {
     firstMessageMode: 'assistant-speaks-first',
     startSpeakingPlan: {
       waitSeconds: 2 // Waits 2 seconds before speaking
     }
     // ... other configurations
   };

@Tr4Ks_ITA You need a system that can: 1. Recognize when calls don't connect or need to be rescheduled 2. Automatically schedule follow-up calls in VAPI 3. Link these callbacks to the original contact in HubSpot 4. Avoid creating duplicate call records in HubSpot Overview of the Solution: You'll need to implement a workflow using VAPI's schedulePlan feature and webhook integrations to automate your callback process. This will involve setting up server webhooks to receive call results, then scheduling new calls at appropriate times. 1. Capturing Call Results in HubSpot and Passing to VAPI VAPI offers a robust webhook system that can send call events to your server. Here's how to set it up: 1. Create a webhook endpoint on your server that can: - Receive webhook events from VAPI (status-update, end-of-call-report) - Connect to HubSpot's API to update contact records 2. Configure server URL in VAPI: - In VAPI dashboard, go to your assistant configuration - Add your server URL in the webhook configuration section - VAPI will now send call events to your server 3. Update your server to process these events: 2. Avoiding Duplicate Call Logs in HubSpot To prevent duplicate logs in HubSpot, you'll need to: 1. Use HubSpot's API to create a call activity when the callback is completed 2. Include metadata in your VAPI call to track related calls: ### Answering Your Specific Questions: 1. How can I capture the call result in HubSpot and pass it to VAPI? - Use VAPI's webhook system to receive end-of-call events - Store the call results in HubSpot via their API - When a callback is needed, use VAPI's API to schedule new calls 2. Is there a native "delay" or scheduling feature in VAPI? - can you please rephrase this question with a better example? 3. How do I avoid creating duplicate call logs in HubSpot? - Use metadata in your VAPI calls to track related calls - Create custom properties in HubSpot to link original calls and callbacks