A white-label portal for Vapi AI voice agents, step by step

You have built a Vapi AI voice agent that books appointments for a physiotherapy clinic. It works. Now the clinic owner wants to see the calls, and the Vapi dashboard is your workshop, not their report. Vapi white label, done well, gives that owner a branded portal of their own: your agency’s name, logo and colours, their calls and chats, and nothing from your other clients. Here is how to set up a white-label Vapi portal with Voice AI Portal in five steps, with the Vapi details worth knowing along the way.

How white-label Vapi reporting fits around your AI agents

Nothing moves out of Vapi. Each client keeps their own Vapi organisation, with the assistants, phone numbers and workflow you built and deployed. Voice AI Portal connects to that organisation with a private Vapi API key and reads the inbound and outbound calls, SMS sessions and chats whenever your client opens a page. Your agents keep running in Vapi, and your Vapi bill stays between you and Vapi.

In the portal, Vapi assistants appear as agents, so your client sees one plain word whatever provider sits underneath. Your agency account holds every client, each in its own workspace, and a client only sees the workspaces you assign to them. For a voice AI agency with clients on different providers, that is one login instead of many.

Step by step: from Vapi API key to client login

Step 1: Copy a private Vapi API key

Sign in to the Vapi dashboard and switch to the client’s organisation. Open API Keys, and in the Private API Keys section select Add Key. Name it something you will recognise, such as “Voice AI Portal, Acme Physio”, then select Create Private Token and copy the key.

Use a private key, not a public one. Vapi’s API keys documentation (opens in a new tab) describes public keys as the ones for client-side code in a browser. The portal reads your client’s data from its own servers, so it needs a private key, and a public key will not validate.

Step 2: Connect the organisation

In Voice AI Portal, open Clients, pick Add client, name the client and choose Vapi. Paste the private key into API key and select Validate API Key and Load Assets. A successful check shows Connected, with a count of the assistants and numbers found. The Connect Vapi guide covers each field and the error messages.

Step 3: Choose the assistants and numbers

Tick the assistants and phone numbers this client should see. Long lists get a search box, plus Select all and Clear. SMS and chats run on the same assistants as calls, so they appear as long as the assistant that answers them is selected. Then set the client’s country and time zone, decide whether to show the estimated value of staff time handled, and switch on outbound calling if they will run campaigns.

Step 4: Add your brand

From Settings, White-Label (agency owner only), point a subdomain such as portal.youragency.com at the portal with one CNAME record and verify it; SSL is set up for you. Upload your logo, choose a login page template and set your brand colour, so every page carries your brand. To send sign-in codes and invites from your own address, connect your email sender in the Email Hub. See Set up a custom domain and Configure your branding.

Step 5: Give the client a login

Under Client users, select Add User, enter their name and email and assign the workspace. That is the last onboarding step: they sign in on your URL with a one-time code from their inbox. Select View as client first to check what they will see. Details in Invite a client user.

The Vapi call data your client sees

Every conversation their selected assistants handled sits in one list, newest first, with a badge for its channel:

Conversation in Vapi	Badge in the portal
Phone call	Phone
Web call	Web call
SMS session	SMS
Web chat session	Web chat
Chat thread	Chat

Calls open with the recording, a searchable transcript, the summary and the outcome. Chats open as a chat-style transcript and count in the client’s totals and analytics. You set up SMS and chat in Vapi, as before: Vapi’s SMS chat documentation (opens in a new tab) explains linking a Twilio number to an assistant, and those texts then show in the portal on their own. Their analytics dashboard adds agent performance, outcomes over time and the staff time their AI voice agents covered. See the client portal overview.

Vapi white label questions

How much does it cost to white-label Vapi?

There are two separate bills. Vapi charges you for usage, exactly as now. Voice AI Portal is priced by clients and seats, not minutes, and white label is included on every plan. Current prices are on the pricing page.

Can clients access their own branded portal and call data?

Yes. Each client user signs in to your portal and sees only the workspaces you assign. They get recordings, transcripts, outcomes and analytics, but never your API key, the call cost or raw provider data.

Do I need to write code?

No. The setup is no-code: you paste a key and choose from lists. Keep building each voice agent, its automation and any CRM connections in Vapi, as you do today.

What if a client’s Vapi key changes?

Replace it in the client’s settings without starting again. The portal checks the new key and shows which assistants and numbers match before you save. See Update a provider API key.

Ready to try it with one client? The Vapi integration page lists everything that shows up, and the 14-day free trial needs no card.