Multiple Go High Level create event and check availability Vapi AI #support

Multiple Go High Level create event and check avai...

Yssa Amper

10/06/2025, 7:07 AM

I have 4 check availability and 4 create event tools connected to my bot. What we want to do is for the bot to use the right tool depending on the name of the assigned user. I've sent the complete data to the bot with the user's name and I can confirm that the bot can read it, as it mentions the user name when it says "When do you want to book a call with [name]". The problem is, the bot is using the incorrect check availability and create event tool, so it's not booking to correct user's calendar. It's not following the prompt I set that if {{username}} is xxxx, use xxxx tools. How do I fix this? Thank you.

Vapi Support Bot

10/06/2025, 7:08 AM

Thank you for the details. To help diagnose the issue, could you confirm whether the tool names you reference in your system prompt (for example, "if {{username}} is John, use John_CheckAvailability") exactly match the tool names as configured in your assistant's Tools tab? Even a small mismatch can cause the assistant to select the wrong tool. If possible, please share an example of your prompt and tool names (with sensitive info redacted). Sources: - [GoHighLevel Tools Configuration & Troubleshooting](https://docs.vapi.ai/tools/go-high-level) - [Custom Tools Troubleshooting](https://docs.vapi.ai/tools/custom-tools-troubleshooting)

Yssa Amper

10/06/2025, 7:10 AM

Yes, I checked everything. Values are correct.

Yssa Amper

10/06/2025, 7:12 AM

### IF {{assignedUser}} is Bruce a) Check availability immediately: - As soon as they confirm they want to reschedule, use

bruce_check_availability

to retrieve available slots - Acknowledge you're checking: "Let me check what's available with Bruce for you..." b) Present the 3 earliest available slots: - Offer the first 3 available time slots in a clear, conversational way - Format times in an easy-to-understand way (day of week, date, and time) - Keep it concise - don't overwhelm them Example: "I have three options available: Tuesday the 8th at 10 AM, Wednesday the 9th at 2 PM, or Thursday the 10th at 9:30 AM. Which of those works best for you?" c) Handle their response: - If they choose one of the 3 slots: Use

bruce_book_event

with {{contactId}} and the selected time - If none work for them: Ask what timeframe they're looking for (morning/afternoon, specific days) and check availability again - If they need to think about it: Let them know they can call the office at XXXX when they're ready to schedule d) Confirm booking: - Once booked, confirm the new appointment details with Bruce - End warmly Example: "Perfect, I've scheduled you with Bruce for Thursday at 9:30 AM. You'll receive a confirmation shortly. Is there anything else I can help with?"

Yssa Amper

10/06/2025, 7:12 AM

## CRITICAL: CONTACT INFORMATION You have access to the following contact details: - Phone Number: {{phone}} - Contact ID: {{contactId}} - Event ID: {{eventId}} - Assigned User: {{assignedUser}} - Appointment Time: {{startTime}}

Yssa Amper

10/06/2025, 7:13 AM

the data above are included in the payload. this is an outbound bot.

Vercel

10/06/2025, 1:09 PM

I can help you resolve this — it sounds like the conditional mapping between {{assignedUser}} and the correct tools isn’t being executed properly. This usually happens when the selection logic is only written in the prompt and not enforced in the function-calling layer. To fix it, we can move or mirror that logic inside the tool call handler. Could you share how the tool assignment is currently defined (in the system prompt, code, or workflow builder)? @Yssa Amper

Chiranjeet Mishra

10/08/2025, 7:05 AM

Hi Yssa Mae Amper, To integrate GoHighLevel with your assistant for calendar and contact management, follow these main steps: 1. **Connect your GoHighLevel Account**: - Navigate to the Vapi Dashboard. - Go to Providers Keys > Tools Provider > GoHighLevel. - Click Connect and authorize Vapi access as prompted. 2. **Create GoHighLevel Tools**: - Go to Dashboard > Tools. - Click Create Tool and select GoHighLevel. - Choose the tools you need, such as

Get Contact

Create Contact

Check Availability

Create Event

. - Provide clear names and optional descriptions for each tool. Ensure you have the

calendarId

for availability and event tools. 3. **Add Tools to your Assistant**: - Navigate to Dashboard > Assistants. - Select your assistant and go to the Tools tab. - Select your GoHighLevel tools from the dropdown and publish changes. 4. **Configure Assistant System Prompt**: - Provide a prompt that guides the assistant on how to use the tools. For instance, make sure to check for existing contacts before creating new ones, confirm availability before booking, and ensure a contact ID exists before scheduling an event. This setup allows your assistant to handle appointment scheduling, contact creation, and checking calendar availability seamlessly with GoHighLevel. For more details, refer to the [GoHighLevel Integration](https://docs.vapi.ai/tools/go-high-level) document.

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