Step 2: Connect Airtable

Create the initial lead record and prepare Airtable for later updates.

1. Add Add Airtable Row and set Operation to create.
2. Select Base Leads and Table Table 1.
3. Map name to {{ $json.name }}, Email to {{ $json.Email }}, and Phone number to {{ $json["Phone Number"].toString() }}.
4. Credential Required: Connect your airtableTokenApi credentials.

Step 3: Set Up Call Handling and Normalization

Trigger the phone call, receive results, normalize the payload, and branch based on qualification.

1. Add Vapi Phone Request after Add Airtable Row and set URL to https://api.vapi.ai/call/phone with Method POST.
2. Set JSON Body to the provided template and confirm expressions like {{ '+230' + $json.fields['Phone number']}} and {{ $json.fields.name }} are intact.
3. Credential Required: Connect your httpBasicAuth and httpHeaderAuth credentials in Vapi Phone Request.
4. Add Call Result Webhook with HTTP Method POST and Path cf226daa-a404-4c24-a44a-33526891e5f2.
5. Add Normalize Call Data and map fields like Call summary to {{ $json.body.message.analysis.summary }} and Type of Insurance to {{ $json.body.message.artifact.messages[4].message }}.
6. Configure Qualification Check with two conditions: {{ $json.Success }} regex true and {{ $json['Type of Insurance'] }} notEmpty.
7. Qualification Check outputs to both Update Airtable Qualified and Update Airtable Unqualified in parallel branches.

⚠️ Common Pitfall: The webhook must be reachable by Vapi. Copy the production URL from Call Result Webhook into your Vapi configuration.

Step 4: Set Up Processing/AI Node

Generate the insurance blueprint email with AI for qualified leads.

1. Add Generate Coverage Blueprint after Update Airtable Qualified.
2. Set Model to gpt-4.1-mini.
3. Ensure the system prompt references expressions like {{ $json.fields.name }}, {{ $json.fields['Type of Insurance'] }}, and {{ $json.fields['Call summary'] }}.
4. Credential Required: Connect your openAiApi credentials in Generate Coverage Blueprint.

Step 5: Configure Output/Action Nodes

Update Airtable with status, send the blueprint email, and notify Slack for unqualified leads.

1. In Update Airtable Qualified, set Status to Qualify, map Email to {{ $json.Email }}, Call summary to {{ $json['Call summary '] }}, and Type of Insurance to {{ $json['Type of Insurance'] }}.
2. Credential Required: Connect your airtableTokenApi credentials in Update Airtable Qualified.
3. In Email Blueprint Dispatch, set Send To to {{ $('Update Airtable Qualified').item.json.fields.Email }} and Message to {{ $json.output[0].content[0].text }}, with Subject Your insurance blueprint and Email Type text.
4. Credential Required: Connect your gmailOAuth2 credentials in Email Blueprint Dispatch.
5. In Update Airtable Unqualified, set Status to Unqualified and map name, Email, Call summary, and Phone number using the provided expressions.
6. Credential Required: Connect your airtableTokenApi credentials in Update Airtable Unqualified.
7. Configure Slack Unqualified Alert with the message template and choose your Channel.
8. Credential Required: Connect your slackOAuth2Api credentials in Slack Unqualified Alert.

Step 6: Add Error Handling

Notify Slack when the email fails to send so you can manually intervene.

1. Open Email Blueprint Dispatch and confirm On Error is set to continue to the error output (this is already configured).
2. Connect the error output to Slack Email Failure Alert.
3. In Slack Email Failure Alert, keep the message expression that references {{ $('Qualification Check').item.json.Name }}, {{ $('Qualification Check').item.json.Email }}, and {{ $('Generate Coverage Blueprint').item.json.output[0].content[0].text }}.
4. Credential Required: Connect your slackOAuth2Api credentials in Slack Email Failure Alert.

⚠️ Common Pitfall: If the Slack channel ID is left as [YOUR_ID], alerts will fail silently. Replace it with a real channel ID.

Step 7: Test and Activate Your Workflow

Validate the end-to-end flow and enable it for production use.

1. Click Execute Workflow and submit a test entry to Form Entry Trigger with valid name, email, and phone number.
2. Confirm Add Airtable Row creates a record and Vapi Phone Request returns a call initiation response.
3. Post a sample payload to Call Result Webhook and verify Normalize Call Data populates fields like Call summary and Type of Insurance.
4. Check that Qualification Check routes qualified leads to Update Airtable Qualified and unqualified leads to Update Airtable Unqualified and Slack Unqualified Alert.
5. For qualified leads, confirm Generate Coverage Blueprint outputs text and Email Blueprint Dispatch sends the message successfully.
6. Turn the workflow Active once all tests succeed.