AI Voice Receptionist for Real Estate Agents: Full Build

Create a Vapi assistant using a blank template. Configure the prompt to define the agent persona, lead qualification questions (buyer or seller, budget range), and instructions for handling scheduling, rescheduling, cancellations, and common questions.

Set model to OpenAI GPT-4o and voice to either Vapi Kylie or ElevenLabs. Set transcriber to Deepgram Flux General English for best transcription accuracy.

Connect Google Calendar in Vapi settings under Integrations. Create two tools: a check availability tool (with time zone and 45-minute booking duration configured) and a create event tool (books confirmed slots with caller phone number in the description).

Add both calendar tools to the assistant under the Tools section so the agent knows when and how to trigger each one.

Create a Make.com scenario with a custom webhook module. Copy the webhook URL into a new custom Vapi tool called send email. Configure the tool to send a message string containing the caller's query, booking details, or contact information.

In Make.com, add an email module after the webhook. Set the recipient to the real estate agent's email address, subject to new call message, and body to the message variable received from Vapi.

Update the Vapi prompt to instruct the agent to trigger the send email tool whenever a booking is confirmed or a caller has a specific query.

Test the full flow: call the assistant, request a time that is already booked, confirm the agent correctly identifies the conflict and offers alternatives, book the alternative slot, and verify the calendar event and agent email both appear correctly.