In “Training AI with VAPI and Make.com for Fitness Calls,” you get a friendly, practical walkthrough from Henryk Brzozowski that shows an AI posing as a personal trainer and the learning moments that follow. You’ll see how he approaches the experiment, sharing clear examples and outcomes so you can picture how the setup might work for your projects.
The video moves from a playful AI trainer call into a more serious fitness conversation, then demonstrates integrating VAPI with the no-code Make.com platform to capture and analyze call transcripts. You’ll learn step-by-step how to set up the automation, review timestamps for key moments, and take away next steps to apply the workflow yourself.
Project objectives and success metrics
You should start by clearly stating why you are training AI to handle fitness calls and what success looks like. This section gives you a concise view of high-level aims and the measurable outcomes you will use to evaluate progress. By defining these upfront, you keep the project focused and make it easier to iterate based on data.
Define primary goals for training AI to handle fitness calls
Your primary goals should include delivering helpful, safe, and personalized guidance to callers while automating routine interactions. Typical goals: capture accurate intake information, provide immediate workout recommendations or scheduling, escalate medical or safety concerns, and collect clean transcripts for analytics and coaching improvement. You also want to reduce human trainer workload by automating common follow-ups and improve conversion from call to paid plans.
List measurable KPIs such as call-to-plan conversion rate, transcription accuracy, and user satisfaction
Define KPIs that map directly to your goals. Measure call-to-plan conversion rate (percentage of calls that convert to a workout plan or subscription), average call length, first-call resolution for scheduling or assessments, transcription accuracy (word error rate, WER), intent recognition accuracy, user satisfaction scores (post-call NPS or CSAT), and safety escalation rate (number of calls correctly flagged for human intervention). Track cost-per-call and average time saved per call as operational KPIs.
Establish success criteria for persona fidelity and response relevance
Set objective thresholds for persona fidelity—how closely the AI matches the trainer voice and style—and response relevance. For instance, require that 90% of sampled calls score above a fidelity threshold on human review, or that automated relevance scoring (semantic similarity between expected and actual responses) meets a defined cutoff. Also define acceptable error rates for safety-critical advice; any advice that may harm users should trigger human review.
Identify target users and sample user stories for different fitness levels
Identify who you serve: beginners wanting guidance, intermediate users refining programming, advanced athletes optimizing performance, and users with special conditions (pregnancy, rehab). Create sample user stories: “As a beginner, you want a gentle 30-minute plan with minimal equipment,” or “As an injured runner, you need low-impact alternatives and clearance advice.” These stories guide persona conditioning and branching logic in conversations.
Outline short-term milestones and long-term roadmap
Map out short-term milestones: prototype an inbound call flow, capture and transcribe 100 test calls, validate persona prompts with 20 user interviews, and achieve baseline transcription accuracy. Long-term roadmap items include multi-language support, full real-time coaching with audio feedback, integration with wearables and biometrics, compliance and certification for medical-grade advice, and scaling to thousands of concurrent calls with robust analytics and dashboards.
Tools and components overview
You need a clear map of the components that will power your fitness call system. This overview helps you choose which pieces to prototype first and how they will work together.
Describe VAPI and the functionality it provides for voice calls and AI-driven responses
VAPI provides the voice API layer for creating, controlling, and interacting with voice sessions. You can use it to initiate outbound calls, accept inbound connections, stream or record audio, and inject or capture AI-driven responses. VAPI acts as the audio and session orchestration engine, enabling you to combine telephony, transcription, and generative AI in real time or via post-call processing.
Explain Make.com (Make) as the no-code automation/orchestration layer
Make (Make.com) is your no-code automation platform to glue services together without writing a full backend. You use Make to create scenarios that listen to VAPI webhooks, fetch recordings, call transcription services, branch logic based on intent, store data in spreadsheets or databases, and trigger downstream actions like emailing summaries or updating CRM entries. Make reduces development time and lets non-developers iterate on flows.
Identify telephony and recording options (SIP, Twilio, Plivo, PSTN gateways)
For telephony and recording you have multiple options: SIP trunks for on-prem or cloud PBX integration, cloud telephony providers like Twilio or Plivo that manage numbers and PSTN connectivity, and PSTN gateways for legacy integrations. Choose a provider that supports recording, webhooks for event notifications, and the codec/sample rate you need. Consider provider pricing, regional availability, and compliance requirements like call recording consent.
Compare transcription engines and models (real-time vs batch) and where they fit
Transcription choices fall into real-time low-latency ASR and higher-accuracy batch transcription. Real-time ASR (WebRTC or streaming APIs) fits scenarios where live guidance or immediate intent detection is needed. Batch transcription suits post-call analysis where you can use larger models or additional cleanup steps for higher accuracy. Evaluate options on latency, accuracy for accents, cost, speaker diarization, and punctuation. You may combine both: a fast real-time model for intent routing and a higher-accuracy batch pass for analytics.
List data storage, analytics, and dashboarding tools (Google Sheets, Airtable, BI tools)
Store raw and processed data in places that match your scale and query needs: Google Sheets or Airtable for small-scale operational data and fast iteration; cloud databases like BigQuery or PostgreSQL for scale; object storage for audio files. For analytics and dashboards, use BI tools such as Looker, Tableau, Power BI, or native dashboards in your data warehouse. Instrument event streams for metrics feeding your dashboards and alerts.
Account setup and credential management
Before you build, set up accounts and credentials carefully. This ensures secure and maintainable integration across VAPI, Make, telephony, and transcription services.
Steps to create and configure a VAPI account and obtain API keys
Create a VAPI account through the provider’s onboarding flow, verify your identity as required, and provision API keys for development and production. Generate scoped keys: one for session control and another read-only key for analytics if supported. Record base endpoints and webhook URLs you will register with telephony providers. Apply rate limits or usage alerts to your keys.
Register a Make.com account and enable necessary modules and connections
Sign up for Make and select a plan that supports the number of operations and scenarios you expect. Enable modules or connectors you need—HTTP calls, webhooks, Google Sheets/Airtable, and your chosen transcription module if available. Create a workspace for the project and set naming conventions for scenarios to keep things organized.
Provision telephony/transcription provider accounts and configure webhooks
On your telephony provider, buy numbers or configure SIP trunks, enable call recording, and register webhook URLs that point to your Make webhooks or your middleware. For transcription providers, create API credentials and set callback endpoints for asynchronous processing if applicable. Test end-to-end flow with a sandbox number before production.
Best practices for storing secrets and API keys securely in Make and environment variables
Never hard-code API keys in scenarios or shared documents. Store secrets using secure vault features or environment variables Make provides, or use a secrets manager and reference them dynamically. Limit key scope and rotate keys periodically. Log only the minimal info needed for debugging; scrub sensitive data from logs.
Setting up role-based access control and audit logging
Set up RBAC so only authorized team members can change scenarios or access production keys. Use least-privilege principles for accounts and create service accounts for automated flows. Enable audit logging to capture changes, access events, and credential usage so you can trace incidents and ensure compliance.
Designing the fitness call flow
A well-designed call flow ensures consistent interactions and reliable data capture. You will map entry points, stages, consent, branching, and data capture points.
Define call entry points and routing logic (incoming inbound calls, scheduled outbound calls)
Define how calls start: inbound callers dialing your number, scheduled outbound calls triggered by reminders or sales outreach, or callbacks requested via web forms. Route calls based on intent detection from IVR choices, account status (existing client vs prospect), or time of day. Implement routing to human trainers for high-risk cases or when AI confidence is low.
Map conversation stages: greeting, fitness assessment, workout recommendation, follow-up
Segment the interaction into stages. Start with a friendly greeting and consent prompt, then a fitness assessment with questions about goals, experience, injuries, and equipment. Provide a tailored workout recommendation or schedule a follow-up coaching session. End with a recap, next steps, and optional feedback collection.
Plan consent and disclosure prompts before recording calls
Include a clear consent prompt before recording or processing calls: state that the call will be recorded for quality and coaching, explain data usage, and offer an opt-out path. Log consent choices in metadata so you can honor deletion or non-recording requests. Ensure the prompt meets legal and regional compliance requirements.
Design branching logic for different user intents and emergency escalation paths
Build branching for major intents: workout planning, scheduling, injury reports, equipment questions, or billing. Include an emergency escalation path if the user reports chest pain, severe shortness of breath, or other red flags—immediately transfer to human support and log the escalation. Use confidence thresholds to route low-confidence or ambiguous cases to human review.
Specify data capture points: metadata, biometric inputs, explicit user preferences
Decide what you capture at each stage: caller metadata (phone, account ID), self-reported biometrics (height, weight, age), fitness preferences (workout duration, intensity, equipment), and follow-up preferences (email, SMS). Store timestamps and call context so you can reconstruct interactions for audits and personalization.
Crafting the AI personal trainer persona
Your AI persona defines tone, helpfulness, and safety posture. Design it deliberately so users get a consistent and motivating experience.
Define tone, energy level, and language style for the trainer voice
Decide whether the trainer is upbeat and motivational, calm and clinical, or pragmatic and no-nonsense. Define energy level per user segment—high-energy for athletes, gentle for beginners. Keep language simple, encouraging, and jargon-free unless the user signals advanced knowledge. Use second-person perspective to make it personal (“You can try…”).
Create system prompts and persona guidelines for consistent responses
Write system prompts that anchor the AI: specify the trainer’s role, expertise boundaries, and how to respond to common queries. Include examples of preferred phrases, greetings, and how to handle uncertainty. Keep the persona guidelines version-controlled so you can iterate on tone and content.
Plan personalization variables (user fitness level, injuries, equipment) and how they influence responses
Store personalization variables in user profiles and reference them during calls. If the user is a beginner, suggest simpler progressions and lower volume. Flag injuries to avoid specific movements and recommend consults if needed. Adjust recommendations based on available equipment—bodyweight, dumbbells, or gym access.
Handle sensitive topics and safety recommendations with guarded prompts
Tell the AI to avoid definitive medical advice; instead, recommend that the user consult a healthcare professional for medical concerns or new symptoms. For safety, require the AI to ask clarifying questions and to escalate when necessary. Use guarded prompts that prioritize conservative recommendations when the AI is unsure.
Define fallback strategies when the AI is uncertain or user requests specialist advice
Create explicit fallback actions: request clarification, transfer to a human trainer, schedule a follow-up, or provide vetted static resources and disclaimers. When the user asks for specialist advice (nutrition for chronic disease, physical therapy), the AI should acknowledge limitations and arrange human intervention.
Integrating VAPI with Make.com
You will integrate VAPI and Make to orchestrate call flow, data capture, and processing without heavy backend work.
Set up Make webhooks to receive call events and recordings from VAPI
Create Make webhooks that VAPI can call for events such as session started, recording available, or DTMF input. In your Make scenario, parse incoming webhook payloads to trigger downstream modules like transcription or database writes. Test webhooks with sample payloads before going live.
Configure HTTP modules in Make to call VAPI endpoints for session control and real-time interactions
Use Make’s HTTP modules to call VAPI endpoints: initiate calls, inject TTS or audio prompts, stop recordings, or fetch session metadata. For real-time interactions, you may use HTTP streaming or long-polling endpoints depending on VAPI capabilities. Ensure headers and auth are managed securely via environment variables.
Decide between streaming audio to VAPI or uploading recorded files for processing
Choose streaming audio when you need immediate transcription or real-time intent detection. Use upload/post-call processing when you prefer higher-quality batch transcription and can tolerate latency. Streaming is more complex but enables live coaching; batch is simpler and often cheaper for analytics.
Map required request and response fields between VAPI and Make modules
Define the exact JSON fields you exchange: session IDs, call IDs, correlation IDs, audio URLs, timestamps, and user metadata. Map VAPI’s event schema to Make variables so modules downstream can reliably find recording URLs, audio formats, and status flags.
Implement idempotency and correlation IDs to track call sessions across systems
Attach a correlation ID to every call and propagate it through webhooks, transcription jobs, and storage records. Use idempotency keys when triggering retries to avoid duplicate processing. This ensures you can trace a single call across VAPI, Make, transcription services, and analytics.
Building a no-code automation scenario in Make.com
With architecture and integrations mapped, you can build robust no-code scenarios to automate the call lifecycle.
Create triggers for incoming call events and scheduled outbound calls
Create scenarios that trigger on Make webhooks for inbound events and schedule modules for outbound calls or reminders. Use filters to selectively process events — for example, only process recorded calls or only kick off outbound calls for users in a certain timezone.
Chain modules for audio retrieval, transcription, and post-processing
After receiving a recording URL from VAPI, chain modules to fetch the audio, call a transcription API, and run post-processing steps like entity extraction or sentiment analysis. Use data stores to persist intermediate results and ensure downstream steps have what they need.
Use filters, routers, and conditional logic to branch based on intent or user profile
Leverage Make routers and filters to branch flows: route scheduling intent to calendar modules, workout intent to plan generation modules, and injury reports to escalation modules. Apply user profile checks to customize responses or route to different human teams.
Add error handlers, retries, and logging modules for robustness
Include error handling paths that retry transient failures, escalate persistent errors, and log detailed context for debugging. Capture error codes from APIs and store failure rates on dashboards so you can identify flaky integrations.
Schedule scenarios for batch processing of recordings and nightly analysis
Schedule scenarios to run nightly jobs that reprocess recordings with higher-accuracy models, compute daily KPIs, and populate dashboards. Batch processing lets you run heavy NLP tasks during off-peak hours and ensures analytics reflect the most accurate transcripts.
Capturing and transcribing calls
High-quality audio capture and smart transcription choices form the backbone of trustworthy automation and analytics.
Specify recommended audio formats, sampling rates, and quality settings for reliable transcription
Capture audio in lossless or high-bitrate formats: 16-bit PCM WAV at 16 kHz is a common baseline for speech recognition; 44.1 kHz may be used if you also want music fidelity. Use mono channels when possible for speech clarity. Preserve original recordings for reprocessing.
Choose between real-time streaming transcription and post-call transcription workflows
Use real-time streaming if you need immediate intent detection and live interaction. Choose post-call batch transcription for higher-accuracy processing and advanced NLP. Many deployments use a hybrid approach—real-time for routing, batch for analytics and plan creation.
Implement timestamped transcripts for mapping exercise guidance to specific audio segments
Request timestamped transcripts so you can map exercise cues to audio segments. This enables features like clickable playback in dashboards and time-aligned feedback for video or voice overlays when you later produce coaching clips.
Assign speaker diarization or speaker labels to separate trainer and user utterances
Enable speaker diarization to separate trainer and user speech. If diarization is imperfect, use heuristics like voice activity and turn-taking or pass in expected speaker roles for better labeling. Accurate speaker labels are crucial for extracting user-reported metrics and trainer instructions.
Ensure audio retention policy aligns with privacy and storage costs
Define retention windows for raw audio and transcripts that balance compliance, user expectations, and storage costs. For example, keep raw files for 90 days unless the user opts in to allow longer storage. Provide easy deletion paths tied to user consent and privacy requirements.
Processing and analyzing transcripts
Once you have transcripts, transform them into structured, actionable data for personalization and product improvement.
Normalize and clean transcripts (remove filler, normalize units, correct contractions)
Run cleaning steps: remove fillers, standardize units (lbs to kg), expand or correct contractions, and normalize domain-specific phrases. This reduces noise for downstream entity extraction and improves summary quality.
Extract structured entities: exercises, sets, reps, weights, durations, rest intervals
Use NLP to extract structured entities like exercise names, sets, reps, weights, durations, and rest intervals. Map ambiguous or colloquial terms to canonical exercise IDs in your taxonomy so recommendations and progress tracking are consistent.
Detect intents such as goal setting, injury reports, progress updates, scheduling
Run intent classification to identify key actions: defining goals, reporting pain, asking to reschedule, or seeking nutrition advice. Tag segments of the transcript so automation can trigger the correct follow-up actions and route to specialists when needed.
Perform sentiment analysis and confidence scoring to flag low-confidence segments
Add sentiment analysis to capture user mood and motivation, and compute model confidence scores for critical extracted items. Low-confidence segments should be flagged for human review or clarified with follow-up messages.
Generate concise conversation summaries and actionable workout plans
Produce concise summaries that highlight user goals, constraints, and the recommended plan. Translate conversation data into an actionable workout plan with clear progressions, equipment lists, and next steps that you can send via email, SMS, or populate in a coach dashboard.
Conclusion
You should now have a clear path to building AI-driven fitness calls using VAPI and Make as the core building blocks. The overall approach balances immediacy and safety, enabling you to prototype quickly and scale responsibly.
Recap key takeaways for training AI using VAPI and Make.com for fitness calls
You learned to define measurable goals, choose the right telephony and transcription approaches, design safe conversational flows, create a consistent trainer persona, and integrate VAPI with Make for no-code orchestration. Emphasize consent, data security, fallback strategies, and robust logging throughout.
Provide a practical checklist to move from prototype to production
Checklist for you: (1) define KPIs and sample user stories, (2) provision VAPI, Make, and telephony accounts, (3) implement core call flows with consent and routing, (4) capture and transcribe recordings with timestamps and diarization, (5) build persona prompts and guarded safety responses, (6) set up dashboards and monitoring, (7) run pilot with real users, and (8) iterate based on data and human reviews.
Recommend next steps: pilot with real users, iterate on prompts, and add analytics
Start with a small pilot of real users to validate persona and KPIs, then iterate on prompts and branching logic using actual transcripts and feedback. Gradually add analytics and automation, such as nightly reprocessing and coach review workflows, to improve accuracy and trust.
Point to learning resources and templates to accelerate implementation
Gather internal templates for prompts, call flow diagrams, consent scripts, and Make scenario patterns to accelerate rollout. Use sample transcripts to build and test entity extraction rules and to tune persona guidelines. Keep iterating—real user conversations will teach you the most about what works.
By following these steps, you can build a friendly, safe, and efficient AI personal trainer experience that scales and improves over time. Good luck—enjoy prototyping and refining your AI fitness calls!
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