# VAPI Outbound Calling System [ Human Resource Team]: n8n workflow

> Started by someone submitting a form, and works across Google Drive and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/vapi-outbound-calling-system-human-resource-team (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# VAPI Outbound Calling System [ Human Resource Team]

Started by someone submitting a form, and works across Google Drive and Google Sheets. It hands the judgement calls to OpenAI. 16 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fvapi-outbound-calling-system-human-resource-team)

**16 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 3 Model 4 Logic 2 Service 7

The steps in the order they run, from what starts it.

- 1 **Application form** Form trigger *Starts it*
- 2 **gpt4-1 model** Lm Chat Open Ai *Model*
- 3 **Structured Output Parser1** Output Parser Structured *Model*
- 4 **Open_Positions** Google Sheets Tool *Service*
- 5 **When clicking ‘Execute workflow’** Manual trigger *Starts it*
- 6 **Schedule Trigger** Schedule trigger *Starts it*
- 7 **Upload to Google Drive** Google Drive *Service*
- 8 **Extract profile** Extract From File *Service*
- 9 **HR_RTS_Agent** Agent *Model*
- 10 **AI Agent** Agent *Model*
- 11 **Get Applicant info** Google Sheets *Service*
- 12 **Update_HR_Application_System** Google Sheets *Service*
- 13 **Update_HR_Application_System1** Google Sheets *Service*
- 14 **Set fields** Set *Logic*
- 15 **If** If *Logic*
- 16 **Start outbound Vapi call** Http Request *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 16, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Google Drive, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Google Drive and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 16 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 16 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fvapi-outbound-calling-system-human-resource-team)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Google Drive](https://millionrounds.com/workflows?service=Google+Drive#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

- [**AI-powered knowledge assistant with Google Sheets and OpenAI** 16 steps · calls a model · Google Sheets, Supabase vectors](https://millionrounds.com/workflow/ai-powered-knowledge-assistant-with-google-sheets-and-openai)
- [**Analyze search intent for keywords with Google and Bright Data** 16 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/analyze-search-intent-for-keywords-with-google-and-bright-da)
- [**AppSheet intelligent query orchestrator- query any data** 16 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/appsheet-intelligent-query-orchestrator-query-any-data)
- [**Automate Real Estate Listing Scraper with ScrapeGraph AI** 16 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/automate-real-estate-listing-scraper-with-scrapegraph-ai)
- [**Clean and deduplicate supplier master data with Google Sheets** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/clean-and-deduplicate-supplier-master-data-with-google-sheet)
- [**Compare gold and equity performance with Google Sheets** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/compare-gold-and-equity-performance-with-google-sheets)