Issue with Vapi Webhook Handling Large Call Volume
# support
m
Hey team — quick question about Vapi's call handling: If I trigger a webhook to have the Vapi assistant make 100 outbound calls, will it automatically process all of them, or does it need to be done in a drip sequence? I know Vapi supports up to 10 concurrent calls, but when I recently triggered 100 via webhook, only a handful were executed — many are still pending and haven’t been dialed yet. Any idea why that’s happening or how to ensure all calls get processed?
k
Vapi default is 10 concurrent calls so if you trigger 100 calls via webhook using single-call requests, only 10 will start and the rest won’t queue..
Use the batch customers array to ensure all 100 are processed automatically in a throttled sequence, or implement manual throttling with webhooks and retries..
m
can you achieve that in GHL?
@Kings_big💫
k
Yes
m
how would I do this in GHL?
without using N8N?
k
Use a workflow with the “HTTP Request” action to send a batched /calls request to vapi using the customers array and schedulePlan, letting vapi handle throttling and queuing.. https://docs.vapi.ai/tools/go-high-level
m
bro
when sending batches calls, does it have to be static? as in the code itself? this is what i have for instance in GHL { "assistantId": "3b605399-dd5a-4829-bd49-93b6e999b65d", "phoneNumberId": "945d2177-be9b-42f1-9c5a-157368252909", "customer": { "number": "+1{{contact.phone}}" }, "assistantOverrides": { "variableValues": { "first_name": "{{contact.first_name}}", "street_address": "{{contact.full_address}}" } } } i add a contact to the workflow and it calls it based on that but when I do more than 100 contacts it only calls a few of them and ignores the rest, whats the best way to go about this?
i checked the document it doesnt mention any of the batch calling
k
Replace "customer" with a "customers" array in your GHL HTTP request..
m
is that it?
Copy code
{
  "assistantId": "3b605399-dd5a-4829-bd49-93b6e999b65d",
  "phoneNumberId": "945d2177-be9b-42f1-9c5a-157368252909",
  "customers": [
    {
      "number": "+1{{contact.phone}}"
    }
  ],
  "assistantOverrides": {
    "variableValues": {
      "first_name": "{{contact.first_name}}",
      "street_address": "{{contact.full_address}}"
    }
  }
}
like that?
@Kings_big💫
i dont have to hard incode each contact number or name? i can still trigger the automations by adding bulk tags?
because in the example in the documentation { "assistantId": "assistant-id", "phoneNumberId": "phone-number-id", "customers": [ { "number": "+11231231234" }, { "number": "+12342342345" } ], "schedulePlan": { "earliestAt": "2025-05-30T00:00:00Z" } } it shows that i need to hardcode each number
c
Hey Mahmood, Thank you for reaching out. Please note that our team does not operate over the weekend. We’ll be back in the office on Monday and will dive straight into your issue then to determine the best way forward. Regards, Shubham Bajaj Solutions Engineer
Hi, First off, we want to sincerely apologize for the delay in getting back to you. We understand how frustrating it is to wait - especially when you're counting on us - and we owe you a clear explanation of what’s been happening and how we’re addressing it. Over the past few weeks, we've seen a significant increase in support requests. While this reflects exciting growth, it has also stretched our small team and exposed some real challenges in scaling our support operations. To improve your experience, we’ve taken a step back to reassess our approach. Here’s what we’re implementing: - Smarter Support Through Automation: We’re investing in our AI support systems to help you resolve issues more efficiently. Soon, our support bot will offer expanded capabilities, making it easier to access accurate, instant help—particularly for common or repetitive queries. - Expanding the Support Team: To meet growing demand, we’re adding 2–3 new team members focused on managing support volume and improving response times. - Prioritized SLAs for High-Usage Accounts: We’re introducing service level improvements for users who are growing with us: - Accounts with usage over 1,000 minutes/month will receive prioritized support. - For all general inquiries, we’re establishing a standardized 48-hour response time. We’re confident these steps will lead to faster, more reliable support and help us better serve you as you grow with us. Also, in case you still need help with this ongoing ticket, do let us know, and we will help you get this resolved as soon as possible. Thank you for your continued patience and for being part of our journey. Warm regards, Vapi Team
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