zahir khan This workflow corresponds to n8n.io template #12526 — we link there as the canonical source.
This workflow follows the Airtable → HTTP Request recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"nodes": [
{
"id": "acabbd66-4d43-42ca-9d07-a463e7d5685a",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
6336,
7360
],
"parameters": {
"color": 3,
"width": 564,
"height": 480,
"content": "### How it works\nThis workflow automates outbound lead qualification calls using **Vapi AI**. \n\n1. **Trigger:** Every 1 minute, it fetches leads from Airtable marked as 'TBC'.\n2. **Action:** It sends lead data to Vapi to initiate a voice call.\n3. **Feedback:** A Webhook receives the 'end-of-call-report' from Vapi.\n4. **Logic:** The workflow categorizes the result (Answered, Voicemail, or Failed) and updates Airtable.\n5. **Retry:** If a voicemail is detected, it schedules follow-up calls (Attempt #2 after 1 min, Attempt #3 after 24 hours).\n\n### Setup steps\n1. **Airtable:** Create a base with fields: `First Name`, `Mobile`, `Status`, `Attempt`, and `Summary`.\n2. **Vapi:** Add your `Assistant ID` and `Phone Number ID` in the HTTP Request nodes.\n3. **Credentials:** Set up Header Auth in n8n for Vapi (Name: `Authorization`, Value: `Bearer YOUR_VAPI_KEY`)."
},
"typeVersion": 1
},
{
"id": "495ebfca-789c-476e-ac5c-379366a047c2",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
6992,
7568
],
"parameters": {
"color": 7,
"width": 1360,
"height": 250,
"content": "## SECTION 1: OUTBOUND SCHEDULER"
},
"typeVersion": 1
},
{
"id": "92689ad6-5671-4d08-8158-c061cfd4bfe1",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
6352,
7904
],
"parameters": {
"color": 7,
"width": 2492,
"height": 786,
"content": "## SECTION 2: RESULTS CALLBACK & RETRY LOGIC"
},
"typeVersion": 1
},
{
"id": "1d7207f2-a591-4695-afe0-7614a1a8b17d",
"name": "Schedule Every Minute",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
7072,
7632
],
"parameters": {
"rule": {
"interval": [
{
"field": "minutes",
"minutesInterval": 1
}
]
}
},
"typeVersion": 1.2
},
{
"id": "0b1241f0-a87d-42c0-8b48-f0c932b73e0c",
"name": "Fetch TBC Leads",
"type": "n8n-nodes-base.airtable",
"position": [
7344,
7632
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "YOUR_BASE_ID"
},
"limit": 10,
"table": {
"__rl": true,
"mode": "list",
"value": "YOUR_TABLE_ID"
},
"options": {},
"operation": "search",
"returnAll": false,
"filterByFormula": "({Status} ='TBC')"
},
"typeVersion": 2.1
},
{
"id": "4eb8e9cc-23f5-478b-869a-e87b1d212e6d",
"name": "Prepare Call Metadata",
"type": "n8n-nodes-base.set",
"position": [
7600,
7632
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "fdc97028-eb65-45f0-9b3f-d86d7cf0e5cb",
"name": "ID",
"type": "string",
"value": "={{ $json.id }}"
},
{
"id": "340dd9b3-9799-4997-8d2b-d445282b2ee6",
"name": "First Name",
"type": "string",
"value": "={{ $json[\"First Name\"] }}"
},
{
"id": "d453c719-f462-449c-81eb-a55c4a29db5c",
"name": "Mobile",
"type": "string",
"value": "={{ $json.Mobile }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "e5361d54-7f98-41c4-89d7-bd2916d61886",
"name": "POST: Trigger Vapi Call",
"type": "n8n-nodes-base.httpRequest",
"position": [
7840,
7632
],
"parameters": {
"url": "https://api.vapi.ai/call",
"method": "POST",
"options": {},
"jsonBody": "={\n \"assistantId\": \"YOUR_ASSISTANT_ID\",\n \"customer\": {\n \"name\": \"{{ $json['First Name'] }}\",\n \"number\": \"{{ $json.Mobile }}\"\n },\n \"phoneNumberId\": \"YOUR_PHONE_ID\"\n}",
"sendBody": true,
"sendHeaders": true,
"specifyBody": "json",
"headerParameters": {
"parameters": [
{
"name": "Authorization",
"value": "Bearer YOUR_TOKEN_HERE"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "06b5d428-146c-47ce-a7ae-1e7a8f764e1c",
"name": "Update Lead: In Progress",
"type": "n8n-nodes-base.airtable",
"position": [
8112,
7632
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "YOUR_BASE_ID"
},
"table": {
"__rl": true,
"mode": "list",
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $('Prepare Call Metadata').item.json.ID }}",
"Status": "In progress"
},
"mappingMode": "defineBelow"
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "7c11ac6f-0ab4-4000-8d8a-4361230ffb09",
"name": "Vapi Callback Webhook",
"type": "n8n-nodes-base.webhook",
"position": [
6448,
8192
],
"parameters": {
"path": "vapi-callback",
"options": {},
"httpMethod": "POST"
},
"typeVersion": 2
},
{
"id": "e961b67d-0f5d-4848-b58c-db998772adf9",
"name": "Log Raw Call Data",
"type": "n8n-nodes-base.airtable",
"position": [
6848,
8064
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "YOUR_BASE_ID"
},
"table": {
"__rl": true,
"mode": "list",
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.body.message.call.id }}",
"recording": "={{ $json.body.message.recordingUrl }}",
"transcript": "={{ $json.body.message.transcript }}"
},
"mappingMode": "defineBelow"
},
"options": {},
"operation": "create"
},
"typeVersion": 2.1
},
{
"id": "307b5aeb-0184-4a7b-889b-3e0ba43ee9dd",
"name": "Update: Call Connected",
"type": "n8n-nodes-base.airtable",
"position": [
7488,
8048
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Called",
"Attempt": "#Success",
"Summary": "={{ $('Is End Report?').item.json.body.message.analysis.summary }}"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "b4de198b-1345-49a0-98a0-fb8477fc29d7",
"name": "Update: Call Failed",
"type": "n8n-nodes-base.airtable",
"position": [
7664,
8448
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Failed",
"Summary": "={{ $('Is End Report?').item.json.body.message.analysis.summary }}"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "dc4b6b1b-d4c2-4601-a8dc-a34019f14f79",
"name": "Update: Lead Unreachable",
"type": "n8n-nodes-base.airtable",
"position": [
8192,
8368
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Voicemail",
"Attempt": "Unreachable"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "f8e543fc-f2a7-41ba-9c0f-9a1271c0a098",
"name": "Log: Voicemail Attempt 3",
"type": "n8n-nodes-base.airtable",
"position": [
8592,
8160
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Voicemail",
"Attempt": "#3"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "8db5bef3-c0f6-4a81-83d8-4eda73631e07",
"name": "Log: Voicemail Attempt 2",
"type": "n8n-nodes-base.airtable",
"position": [
8592,
7936
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Voicemail",
"Attempt": "#2"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "7ac2c94b-8fa2-4b8d-81fd-d2a77a7f9f2f",
"name": "Filter: Was Answered?",
"type": "n8n-nodes-base.if",
"position": [
7072,
8064
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "notEquals"
},
"leftValue": "={{ $json.fields['ended reason'] }}",
"rightValue": "customer-did-not-answer"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "76edddbb-bc4a-4dae-bb1a-c42573757bbf",
"name": "Check: Is Voicemail?",
"type": "n8n-nodes-base.if",
"position": [
7200,
8240
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $('Is End Report?').item.json.body.message.endedReason }}",
"rightValue": "voicemail"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "137a3824-872a-4ada-a5af-c5cfc5d23b44",
"name": "If First Call",
"type": "n8n-nodes-base.if",
"position": [
7600,
8240
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "notExists"
},
"leftValue": "={{ $json.Attempt }}"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "a2bef2bb-38ba-4cca-a9ee-e67129b0546b",
"name": "If Second Call",
"type": "n8n-nodes-base.if",
"position": [
7776,
8240
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.Attempt }}",
"rightValue": "#1"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "dbe8a201-dbaf-416f-b81f-52b647434e30",
"name": "If Third Call",
"type": "n8n-nodes-base.if",
"position": [
8000,
8240
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.Attempt }}",
"rightValue": "#2"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "4394485c-5df2-4f10-90da-874400604e09",
"name": "Retry: Call #2",
"type": "n8n-nodes-base.httpRequest",
"position": [
8368,
7936
],
"parameters": {
"url": "https://api.vapi.ai/call",
"method": "POST",
"options": {},
"jsonBody": "{\n \"assistantId\": \"YOUR_ID\",\n \"customer\": {\"name\": \"{{ $json.fields['First Name'] }}\", \"number\": \"{{ $json.fields.Mobile }}\"}\n}",
"sendBody": true,
"specifyBody": "json"
},
"typeVersion": 4.2
},
{
"id": "d7f6f489-6555-4dd1-930b-cf2ca8a1fc0e",
"name": "Retry: Call #3",
"type": "n8n-nodes-base.httpRequest",
"position": [
8368,
8160
],
"parameters": {
"url": "https://api.vapi.ai/call",
"method": "POST",
"options": {},
"jsonBody": "{\n \"assistantId\": \"YOUR_ID\",\n \"customer\": {\"name\": \"{{ $json['First Name'] }}\", \"number\": \"{{ $json.Mobile }}\"}\n}",
"sendBody": true,
"specifyBody": "json"
},
"typeVersion": 4.2
},
{
"id": "a6eb0235-0d7c-4f20-9e13-aa2877fbec29",
"name": "Get Lead ID #1",
"type": "n8n-nodes-base.airtable",
"position": [
7296,
8048
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"options": {},
"operation": "search",
"filterByFormula": "=({Mobile} = '{{ $(\"Is End Report?\").item.json.body.message.call.customer.number }}')"
},
"typeVersion": 2.1
},
{
"id": "eb23f1f5-fc2d-4501-b2f3-9fd4066e4c73",
"name": "Get Lead ID #2",
"type": "n8n-nodes-base.airtable",
"position": [
7408,
8240
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"options": {},
"operation": "search",
"filterByFormula": "=({Mobile} = '{{ $(\"Is End Report?\").item.json.body.message.call.customer.number }}')"
},
"typeVersion": 2.1
},
{
"id": "0a4e8d31-45df-4a93-9482-2f8234e37a5d",
"name": "Get Lead ID #3",
"type": "n8n-nodes-base.airtable",
"position": [
7488,
8448
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"options": {},
"operation": "search",
"filterByFormula": "=({Mobile} = '{{ $(\"Is End Report?\").item.json.body.message.call.customer.number }}')"
},
"typeVersion": 2.1
},
{
"id": "644722b0-0955-433a-8c26-30bae23095ab",
"name": "Is End Report?",
"type": "n8n-nodes-base.if",
"position": [
6640,
8192
],
"parameters": {
"options": {},
"conditions": {
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.body.message.type }}",
"rightValue": "end-of-call-report"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "dddb49bf-a5a5-4a4d-8aa8-f65693fd8f1e",
"name": "Log: Voicemail Attempt 1",
"type": "n8n-nodes-base.airtable",
"position": [
8000,
7936
],
"parameters": {
"base": {
"value": "YOUR_BASE_ID"
},
"table": {
"value": "YOUR_TABLE_ID"
},
"columns": {
"value": {
"id": "={{ $json.id }}",
"Status": "Voicemail",
"Attempt": "#1"
}
},
"options": {},
"operation": "update"
},
"typeVersion": 2.1
},
{
"id": "8698439a-afed-48bc-b247-b8f47d25d7ca",
"name": "Wait: 1 Minute",
"type": "n8n-nodes-base.wait",
"position": [
8192,
7936
],
"parameters": {
"unit": "minutes",
"amount": 1
},
"typeVersion": 1.1
},
{
"id": "77cac942-d8c5-49bd-953d-9d841c441f8f",
"name": "Wait: Next Day 4pm",
"type": "n8n-nodes-base.wait",
"position": [
8192,
8160
],
"parameters": {
"resume": "specificTime",
"dateTime": "={{ $now.plus(1, \"day\").setZone(\"Australia/Sydney\").set({ hour: 16, minute: 0 }).toISO() }}"
},
"typeVersion": 1.1
}
],
"connections": {
"If First Call": {
"main": [
[
{
"node": "Log: Voicemail Attempt 1",
"type": "main",
"index": 0
}
],
[
{
"node": "If Second Call",
"type": "main",
"index": 0
}
]
]
},
"If Third Call": {
"main": [
[
{
"node": "Wait: Next Day 4pm",
"type": "main",
"index": 0
}
],
[
{
"node": "Update: Lead Unreachable",
"type": "main",
"index": 0
}
]
]
},
"Get Lead ID #1": {
"main": [
[
{
"node": "Update: Call Connected",
"type": "main",
"index": 0
}
]
]
},
"Get Lead ID #2": {
"main": [
[
{
"node": "If First Call",
"type": "main",
"index": 0
}
]
]
},
"Get Lead ID #3": {
"main": [
[
{
"node": "Update: Call Failed",
"type": "main",
"index": 0
}
]
]
},
"If Second Call": {
"main": [
[
{
"node": "Log: Voicemail Attempt 1",
"type": "main",
"index": 0
}
],
[
{
"node": "If Third Call",
"type": "main",
"index": 0
}
]
]
},
"Is End Report?": {
"main": [
[
{
"node": "Log Raw Call Data",
"type": "main",
"index": 0
}
]
]
},
"Retry: Call #2": {
"main": [
[
{
"node": "Log: Voicemail Attempt 2",
"type": "main",
"index": 0
}
]
]
},
"Retry: Call #3": {
"main": [
[
{
"node": "Log: Voicemail Attempt 3",
"type": "main",
"index": 0
}
]
]
},
"Wait: 1 Minute": {
"main": [
[
{
"node": "Retry: Call #2",
"type": "main",
"index": 0
}
]
]
},
"Fetch TBC Leads": {
"main": [
[
{
"node": "Prepare Call Metadata",
"type": "main",
"index": 0
}
]
]
},
"Log Raw Call Data": {
"main": [
[
{
"node": "Filter: Was Answered?",
"type": "main",
"index": 0
}
]
]
},
"Wait: Next Day 4pm": {
"main": [
[
{
"node": "Retry: Call #3",
"type": "main",
"index": 0
}
]
]
},
"Check: Is Voicemail?": {
"main": [
[
{
"node": "Get Lead ID #2",
"type": "main",
"index": 0
}
],
[
{
"node": "Get Lead ID #3",
"type": "main",
"index": 0
}
]
]
},
"Filter: Was Answered?": {
"main": [
[
{
"node": "Get Lead ID #1",
"type": "main",
"index": 0
}
],
[
{
"node": "Check: Is Voicemail?",
"type": "main",
"index": 0
}
]
]
},
"Prepare Call Metadata": {
"main": [
[
{
"node": "POST: Trigger Vapi Call",
"type": "main",
"index": 0
}
]
]
},
"Schedule Every Minute": {
"main": [
[
{
"node": "Fetch TBC Leads",
"type": "main",
"index": 0
}
]
]
},
"Vapi Callback Webhook": {
"main": [
[
{
"node": "Is End Report?",
"type": "main",
"index": 0
}
]
]
},
"POST: Trigger Vapi Call": {
"main": [
[
{
"node": "Update Lead: In Progress",
"type": "main",
"index": 0
}
]
]
},
"Log: Voicemail Attempt 1": {
"main": [
[
{
"node": "Wait: 1 Minute",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
Stop wasting hours on manual dialing and listening to ringtones. This workflow transforms your Airtable into a high-velocity AI Call Center using Vapi AI**.
Source: https://n8n.io/workflows/12526/ — original creator credit. Request a take-down →
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