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MAKE_WORKFLOW.md

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Make.com Workflow Documentation

Overview

This Make.com workflow orchestrates an end-to-end AI calling automation system. It manages data flow from user submission through intelligent call execution using VAPI AI and Twilio infrastructure.

Workflow Architecture

1. Webhook Trigger

  • Acts as the entry point for the automation
  • Receives user data (phone number, name, email) from the web form
  • Initiates the entire workflow pipeline

2. Supabase Integration

Database operations for contact management:

  • Store: Saves new contact information
  • Retrieve: Fetches phone numbers and user data for calling campaigns
  • Database Configuration: Set appropriate rate limits and query parameters 
    Max rows per request: As per your requirements
Auto-backup: Enabled

3. Data Processing & Aggregation

  • Normalization: Cleans and validates phone numbers and contact data
  • Array Aggregator: Processes batch calls by iterating through the contact list
  • Ensures each contact is called individually regardless of batch size

4. VAPI AI Configuration Module

Defines the AI assistant's behavior and capabilities:

  • Assistant Behavior: Sets conversational scripts and response logic
  • Language Support: Configured for both English and Hindi
  • Multi-turn Conversations: Handles complex dialogues with proper context
  • Response Templates: Predefined responses for common scenarios

Important: Ensure you input your VAPI Assistant ID in this module

5. JSON Parsing Module

  • Structures and validates the assistant configuration
  • Formats data for VAPI consumption
  • Ensures proper JSON schema compliance

6. HTTP Request Module (VAPI Call Trigger)

Initiates outbound calls through VAPI API:

Authentication Header:

Authorization: Bearer YOUR_VAPI_PRIVATE_KEY
Content-Type: application/json

Request Payload:

{
  "customer": {
    "number": "{{phone_number}}",
    "name": "{{user_name}}",
    "extension": ""
  },
  "phoneNumberId": "<your_twilio_phone_id>",
  "assistant": {{parsed_assistant_config}}
}

Configuration Details:

  • customer.number: Target phone number for outbound call
  • customer.name: Caller identification name
  • phoneNumberId: Your Twilio phone number identifier
  • assistant: The AI assistant configuration JSON

Setup Instructions

Step 1: Configure Supabase Connection

  • Connect your Supabase project
  • Set up contact table with fields: phone, name, email
  • Test read/write permissions

Step 2: Define Assistant Behavior

  • Enter your VAPI Assistant ID
  • Configure speaking preferences
  • Set language parameters (English/Hindi)
  • Define conversation flow and responses

Step 3: Set Up HTTP Module

  • Retrieve your VAPI API key from vapi.ai
  • Get your Twilio phone number ID from Twilio Console
  • Configure authentication headers in Make.com
  • Test the payload structure

Step 4: Test Workflow

  • Submit a test contact through the web form
  • Monitor Make.com execution logs
  • Verify call initiation in VAPI dashboard
  • Check call logs in Twilio console

Workflow Flow Diagram

┌─────────────────────────────────────┐
│   1. Webhook (User Submission)      │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   2. Supabase Store Contact Data    │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   3. Fetch & Normalize Data         │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   4. Array Aggregator (Batch Loop)  │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   5. AI Assistant Config Module     │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   6. JSON Parsing Module            │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   7. HTTP Request to VAPI           │
│      (Initiate Call)                │
└────────────────┬────────────────────┘
                 │
┌────────────────▼────────────────────┐
│   8. Twilio Call Execution          │
└─────────────────────────────────────┘

Troubleshooting

Issue Solution
Webhook not triggering Verify webhook URL configuration and test with sample payload
Supabase connection fails Check credentials and network permissions
VAPI call not initiating Verify API key, assistant ID, and phoneNumberId
Calls failing Check Twilio account balance and phone number status
Assistant not responding correctly Review assistant configuration and conversation prompts

Best Practices

  • ✅ Test workflow with individual contacts before bulk operations
  • ✅ Monitor Make.com execution history for errors
  • ✅ Keep VAPI Assistant ID and API keys secure
  • ✅ Validate phone numbers before storing in Supabase
  • ✅ Set up webhook error notifications
  • ✅ Regularly review call logs in Twilio console