Build a Voice AI Coach with Slack, Notion, and Vapi to help you crush goals and stay accountable. You’ll learn how to set goals with voice memos, get motivational morning and evening calls, receive Slack reminder calls, and track progress seamlessly in Notion.
Based on Henryk Brzozowski’s video, the article lays out clear, timestamped sections covering Slack setup, morning and evening calls, reminder calls, call-overview analytics, Vapi configuration, and a concise business summary. Follow the step-by-step guidance to automate motivation and keep your progress visible every day.
System Overview: What a Voice AI Coach Does
A Voice AI Coach combines voice interaction, goal tracking, and automated reminders to help you form habits, stay accountable, and complete tasks more reliably. The system listens to your voice memos, calls you for short check-ins, transcribes and stores your inputs, and uses simple coaching scripts to nudge you toward progress. You interact primarily through voice — recording memos, answering calls, and speaking reflections — while the backend coordinates storage, automation, and analytics.
High-level description of the voice AI coach workflow
You begin by setting a goal and recording a short voice memo that explains what you want to accomplish and why. That memo is recorded, transcribed, and stored in your goals database. Each day (or at times you choose) the system initiates a morning call to set intentions and an evening call to reflect. Slack is used for lightweight prompts and uploads, Notion stores the canonical goal data and transcripts, Vapi handles call origination and voice features, and automation tools tie events together. Progress is tracked as daily check-ins, streaks, or completion percentages and visible in Notion and Slack summaries.
Roles of Notion, Vapi, Slack, and automation tools in the system
Notion acts as the single source of truth for goals, transcripts, metadata, and reporting. Vapi (the voice API provider) places outbound calls, records responses, and supplies text-to-speech and IVR capabilities. Slack provides the user-facing instant messaging layer: reminders, link sharing, quick uploads, and an in-app experience for requesting calls. Automation tools like Zapier, Make, or custom scripts orchestrate events — creating Notion records when a memo is recorded, triggering Vapi calls at scheduled times, and posting summaries back to Slack.
Primary user actions: set goal, record voice memo, receive calls, track progress
Your primary actions are simple: set a goal by filling a Notion template or recording a voice memo; capture progress via quick voice check-ins; answer scheduled calls where you confirm actions or provide short reflections; and review progress in Notion or Slack digests. These touchpoints are designed to be low-friction so you can sustain the habit.
Expected outcomes: accountability, habit formation, improved task completion
By creating routine touchpoints and turning intentions into tracked actions, you should experience increased accountability, clearer daily focus, and gradual habit formation. Repeated check-ins and vocalizing commitments amplify commitment, which typically translates to better follow-through and higher task completion rates.
Common use cases: personal productivity, team accountability, habit coaching
You can use the coach for personal productivity (daily task focus, writing goals, fitness targets), team accountability (shared goals, standup-style calls, and public progress), and habit coaching (meditation streaks, language practice, or learning goals). It’s equally useful for individuals who prefer voice interaction and teams who want a lightweight accountability system without heavy manual reporting.
Required Tools and Services
Below are the core tools and the roles they play so you can choose and provision them before you build.
Notion: workspace, database access, templates needed
You need a Notion workspace with a database for goals and records. Give your automation tools access via an integration token and create templates for goals, daily reflections, and call logs. Configure database properties (owner, due date, status) and create views for inbox, active items, and completed goals so the data is organized and discoverable.
Slack: workspace, channels for calls and reminders, bot permissions
Set up a Slack workspace and create dedicated channels for daily-checkins, coaching-calls, and admin. Install or create a bot user with permissions to post messages, upload files, and open interactive dialogs. The bot will prompt you for recordings, show call summaries, and let you request on-demand calls via slash commands or message actions.
Vapi (or voice API provider): voice call capabilities, number provisioning
Register a Vapi account (or similar voice API provider) that can provision phone numbers, place outbound calls, record calls, support TTS, and accept webhooks for call events. Obtain API keys and phone numbers for the regions you’ll call. Ensure the platform supports secure storage and usage policies for voice data.
Automation/Integration layers: Zapier, Make/Integromat, or custom scripts
Choose an automation platform to glue services together. Zapier or Make work well for no-code flows; custom scripts (hosted on a serverless platform or your own host) give you full control. The automation layer handles scheduled triggers, API calls to Vapi and Notion, file transfers, and business logic like selecting which goal to discuss.
Supporting services: speech-to-text, text-to-speech, authentication, hosting
You’ll likely want a robust STT provider with good accuracy for your language, and TTS for outgoing prompts when a human voice isn’t used. Add authentication (OAuth or API keys) for secure integrations, and hosting to run webhooks and small services. Consider analytics or DB services if you want richer reporting beyond Notion.
Setup Prerequisites and Account Configuration
Before building, get accounts and policies in place so your automation runs smoothly and securely.
Create and configure Notion workspace and invite collaborators
Start by creating a Notion workspace dedicated to coaching. Add collaborators and define who can edit, comment, or view. Create a database with the properties you need and make templates for goals and reflections. Set integration tokens for automation access and test creating items with those tokens.
Set up Slack workspace and create dedicated channels and bot users
Create or organize a Slack workspace with clearly named channels for daily-checkins, coaching-calls, and admin notifications. Create a bot user and give it permissions to post, upload, create interactive messages, and respond to slash commands. Invite your bot to the channels where it will operate.
Register and configure Vapi account and obtain API keys/numbers
Sign up for Vapi, verify your identity if required, and provision phone numbers for your target regions. Store API keys securely in your automation platform or secret manager. Configure SMS/call settings and ensure webhooks are set up to notify your backend of call status and recordings.
Choose an automation platform and connect APIs for Notion, Slack, Vapi
Decide between a no-code platform like Zapier/Make or custom serverless functions. Connect Notion, Slack, and Vapi integrations and validate simple flows: create Notion entries from Slack, post Slack messages from Notion changes, and fire a Vapi call from a test trigger.
Decide on roles, permissions, and data retention policies before building
Define who can access voice recordings and transcriptions, how long you’ll store them, and how you’ll handle deletion requests. Assign roles for admin, coach, and participant. Establish compliance for any sensitive data and document your retention and access policies before going live.
Designing the Notion Database for Goals and Audio
Craft your Notion schema to reflect goals, audio files, and progress so everything is searchable and actionable.
Schema: properties for goal title, owner, due date, status, priority
Create properties like Goal Title (text), Owner (person), Due Date (date), Status (select: Idea, Active, Stalled, Completed), Priority (select), and Tags (multi-select). These let you filter and assign accountability clearly.
Audio fields: link to voice memos, transcription field, duration
Add fields for Voice Memo (URL or file attachment), Transcript (text), Audio Duration (number), and Call ID (text). Store links to audio files hosted by Vapi or your storage provider and include the raw transcription for searching.
Progress tracking fields: daily check-ins, streaks, completion percentage
Model fields for Daily Check-ins (relation or rollup to a check-ins table), Current Streak (number), Completion Percentage (formula or number), and Last Check-in Date. Use rollups to aggregate check-ins into streak metrics and completion formulas.
Views: inbox, active goals, weekly review, completed goals
Create multiple database views to support your workflow: Inbox for new goals awaiting review, Active Goals filtered by status, Weekly Review to surface goals updated recently, and Completed Goals for historical reference. These views help you maintain focus and conduct weekly coaching reviews.
Templates: goal template, daily reflection template, call log template
Design templates for new goals (pre-filled prompts and tags), daily reflections (questions to prompt a short voice memo), and call logs (fields for call type, timestamp, transcript, and next steps). Templates standardize entries so automation can parse predictable fields.
Voice Memo Capture: Methods and Best Practices
Choose capture methods that match how you and your team prefer to record voice input while ensuring consistent quality.
Capturing voice memos in Slack vs mobile voice apps vs direct upload to Notion
You can record directly in Slack (voice clips), use a mobile voice memo app and upload to Notion, or record via Vapi when the system calls you. Slack is convenient for quick checks, mobile apps give offline flexibility, and direct Vapi recordings ensure the call flow is archived centrally. Pick one primary method for consistency and allow fallbacks.
Recommended audio formats, quality settings, and max durations
Use compressed but high-quality formats like AAC or MP3 at 64–128 kbps for speech clarity and reasonable file size. Keep memo durations short — 15–90 seconds for check-ins, up to 3–5 minutes for deep reflections — to maintain focus and reduce transcription costs.
Automated transcription: using STT services and storing results in Notion
After a memo is recorded, send the file to an STT service for transcription. Store the resulting text in the Transcript field in Notion and attach confidence metadata if provided. This enables search and sentiment analysis and supports downstream coaching logic.
Metadata to capture: timestamp, location, mood tag, call ID
Capture metadata like Timestamp, Device or Location (optional), Mood Tag (user-specified select), and Call ID (from Vapi). Metadata helps you segment patterns (e.g., low mood mornings) and correlate behaviors to outcomes.
User guidance: how to structure a goal memo for maximal coaching value
Advise users to structure memos with three parts: brief reminder of the goal and why it matters, clear intention for the day (one specific action), and any immediate obstacles or support needed. A consistent structure makes automated analysis and coaching follow-ups more effective.
Vapi Integration: Making and Receiving Calls
Vapi powers the voice interactions and must be integrated carefully for reliability and privacy.
Overview of Vapi capabilities relevant to the coach: dialer, TTS, IVR
Vapi’s key features for this setup are outbound dialing, call recording, TTS for dynamic prompts, IVR/DTMF for quick inputs (e.g., press 1 if done), and webhooks for call events. Use TTS for templated prompts and recorded voice for a more human feel where desired.
Authentication and secure storage of Vapi API keys
Store Vapi API keys in a secure secrets manager or environment variables accessible only to your automation host. Rotate keys periodically and audit usage. Never commit keys to version control.
Webhook endpoints to receive call events and user responses
Set up webhook endpoints that Vapi can call for call lifecycle events (initiated, ringing, answered, completed) and for delivery of recording URLs. Your webhook handler should validate requests (using signing or tokens), download recordings, and trigger transcription and Notion updates.
Call flows: initiating morning calls, evening calls, and on-demand reminders
Program call flows for scheduled morning and evening calls that use templates to greet the user, read a short prompt (TTS or recorded), record the user response, and optionally solicit quick DTMF input. On-demand reminders triggered from Slack should reuse the same flow for consistency.
Handling call states: answered, missed, voicemail, DTMF input
Handle states gracefully: if answered, proceed to the script and record responses; if missed, schedule an SMS or Slack fallback and mark the check-in as missed in Notion; if voicemail, save the recorded message and attempt a shorter retry later if configured; for DTMF, interpret inputs (e.g., 1 = completed, 2 = need help) and store them in Notion for rapid aggregation.
Slack Workflows: Notifications, Voice Uploads, and Interactions
Slack is the lightweight interface for immediate interaction and quick actions.
Creating dedicated channels: daily-checkins, coaching-calls, admin
Organize channels so people know where to expect prompts and where to request help. daily-checkins can receive prompts and quick uploads, coaching-calls can show summaries and recordings, and admin can hold alerts for system issues or configuration changes.
Slack bot messages: scheduling prompts, call summaries, progress nudges
Use your bot to send morning scheduling prompts, notify you when a call summary is ready, and nudge progress when check-ins are missed. Keep messages short, friendly, and action-oriented, with buttons or commands to request a call or reschedule.
Slash commands and message shortcuts for recording or requesting calls
Implement slash commands like /record-goal or /call-me to let users quickly create memos or request immediate calls. Message shortcuts can attach a voice clip and create a Notion record automatically.
Interactive messages: buttons for confirming calls, rescheduling, or feedback
Add interactive buttons on call reminders allowing you to confirm availability, reschedule, or mark a call as “do not disturb.” After a call, include buttons to flag the transcript as sensitive, request follow-up, or tag the outcome.
Storing links and transcripts back to Notion automatically from Slack
Whenever a voice clip or summary is posted to Slack, automation should copy the audio URL and transcription to the appropriate Notion record. This keeps Notion as the single source of truth and allows you to review history without hunting through Slack threads.
Morning Call Flow: Motivation and Planning
The morning call is your short daily kickstart to align intentions and priorities.
Purpose of the morning call: set intention, review key tasks, energize
The morning call’s purpose is to help you set a clear daily intention, confirm the top tasks, and provide a quick motivational nudge. It’s about focus and momentum rather than deep coaching.
Script structure: greeting, quick goal recap, top-three tasks, motivational prompt
A concise script might look like: friendly greeting, a one-line recap of your main goal, a prompt to state your top three tasks for the day, then a motivational prompt that encourages a commitment. Keep it under two minutes to maximize response rates.
How the system selects which goal or task to discuss
Selection logic can prioritize by due date, priority, or lack of recent updates. You can let the system rotate active goals or allow you to pin a single goal as the day’s focus. Use simple rules initially and tune based on what helps you most.
Handling user responses: affirmative, need help, reschedule
If you respond affirmatively (e.g., “I’ll do it”), mark the check-in complete. If you say you need help, flag the goal for follow-up and optionally notify a teammate or coach. If you can’t take the call, offer quick rescheduling choices via DTMF or Slack.
Logging the call in Notion: timestamp, transcript, next steps
After the call, automation should save the call log in Notion with timestamp, full transcript, audio link, detected mood tags, and any next steps you spoke aloud. This becomes the day’s entry in your progress history.
Evening Call Flow: Reflection and Accountability
The evening call helps you close the day, capture learnings, and adapt tomorrow’s plan.
Purpose of the evening call: reflect on progress, capture learnings, adjust plan
The evening call is designed to get an honest status update, capture wins and blockers, and make a small adjustment to tomorrow’s plan. Reflection consolidates learning and strengthens habit formation.
Script structure: summary of the day, wins, blockers, plan for tomorrow
A typical evening script asks you to summarize the day, name one or two wins, note the main blocker, and state one clear action for tomorrow. Keep it structured so transcriptions map cleanly back to Notion fields.
Capturing honest feedback and mood indicators via voice or DTMF
Encourage honest short answers and provide a quick DTMF mood scale (e.g., press 1–5). Capture subjective tone via sentiment analysis on the transcript if desired, but always store explicit mood inputs for reliability.
Updating Notion records with outcomes, completion rates, and reflections
Automation should update the relevant goal’s daily check-in record with outcomes, completion status, and your reflection text. Recompute streaks and completion percentages so dashboards reflect the new state.
Using reflections to adapt future morning prompts and coaching tone
Use insights from evening reflections to adapt the next morning’s prompts — softer tone if the user reports burnout, or more motivational if momentum is high. Over time, personalize prompts based on historical patterns to increase effectiveness.
Conclusion
A brief recap and next steps to get you started.
Recap of how Notion, Vapi, and Slack combine to create a voice AI coach
Notion stores your goals and transcripts as the canonical dataset, Vapi provides the voice channel for calls and recordings, and Slack offers a convenient UI for prompts and on-demand actions. Automation layers orchestrate data flow and scheduling so the whole system feels cohesive.
Key benefits: accountability, habit reinforcement, actionable insights
You’ll gain increased accountability through daily touchpoints, reinforced habits via consistent check-ins, and actionable insights from structured transcripts and metadata that let you spot trends and blockers.
Next steps to implement: prototype, test, iterate, scale
Start with a small prototype: a Notion database, a Slack bot for uploads, and a Vapi trial number for a simple morning call flow. Test with a single user or small group, iterate on scripts and timings, then scale by automating selection logic and expanding coverage.
Final considerations: privacy, personalization, and business viability
Prioritize privacy: get consent for recordings, define retention, and secure keys. Personalize scripts and cadence to match user preferences. Consider business viability — subscription models, team tiers, or paid coaching add-ons — if you plan to scale commercially.
Encouragement to experiment and adapt the system to specific workflows
This system is flexible: tweak prompts, timing, and templates to match your workflow, whether you’re sprinting on a project or building long-term habits. Experiment, measure what helps you move the needle, and adapt the voice coach to be the consistent partner that keeps you moving toward your goals.
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