Connect Vapi

You build and run your client’s assistants in Vapi. Voice AI Portal connects to that Vapi organisation with a private API key, then shows your client their calls, SMS conversations and web chats, with recordings, transcripts and results, under your brand. Vapi assistants appear in the portal as agents.

Before you begin

• Access to the client’s Vapi organisation, ideally one organisation per client.
• At least one assistant built in that organisation. Phone numbers are optional but recommended.

Create the API key in Vapi

1. Sign in to the Vapi dashboard and switch to the client’s organisation.

2. Open API Keys.

3. In the Private API Keys section, select Add Key.

4. Enter a name you will recognise later, for example Voice AI Portal, Acme Dental.

5. Select Create Private Token, then copy the key.

Use a private key, not a public key

Vapi has two kinds of key. Public keys are for code that runs in a web browser. Voice AI Portal reads your client’s data from its own servers, so it needs a private key. A public key will not validate.

Keep the key private

Treat the key like a password. Paste it only into Voice AI Portal. The portal stores it encrypted and never shows it in full again.

Connect the key in Voice AI Portal

1. Go to Clients and select Add client.

2. Enter the Client name and choose Vapi as the provider.

3. Paste the private key into API key and select Validate API Key and Load Assets.

4. Finish the Add client wizard: choose the agents and numbers for this client, then the regional, staff-time value and outbound settings. See Create a client workspace.

How the portal checks the key

When you validate, the portal uses the key to list the assistants and phone numbers in the Vapi organisation.

• If Vapi accepts the key, you see Connected and how many agents and numbers were found.
• If Vapi rejects the key, you see an error. Check that you copied a private key in full and that it has not been deleted.

After that, the portal reads calls and chats from Vapi each time a page in the client’s portal loads, so your client sees their latest conversations without any export or sync on your side.

What appears in the client’s portal

The client’s Conversations show everything their selected Vapi assistants handled, newest first:

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

Chats open with their transcript, and they count in the client’s conversation totals and analytics.

You set up SMS and chat in Vapi, and the portal reports them. They run on the same assistants as the client’s calls, so they appear as long as the assistant that answers them is selected for the client in Agents & numbers. See Set up web chat.

If you manage several clients in one Vapi organisation

You can, but choose carefully on the Assets step, and later in Agents & numbers in Client settings: select only the assistants and numbers that belong to this client. Everything you select is visible to them. Giving each client their own Vapi organisation keeps things simpler.

Next steps

• Create a client workspace
• Update a provider API key
• Integration page: Vapi