Developing An AI Voice System

Hello everyone,

I am developing an ai voice system that will allow us to call (outbound) potential clients saved in GoHighLevel (Contacts). The main goal is to provide some informations about the services we provide, in case the client is interested we book them a meeting to discuss our services further. In addition, we want to save the call transcript in GoHighLevel notes. I was able to develop some features of the solution using GoHighLevel, VAPI and Make.com, but I encountered some issues:

Taking into consideration that I am making the calls using a custom webhook in GoHighLevel, I tried to save response from the webhook but I did not get the real response I needed, I only got some metadata about the custom webhook. Especially because I want to get date/time of the appointment and add the call transcript to notes in GoHighLevel.
In VAPI, I built a custom function to return the name of the user and the date/time of the appointment. The returned name was correct but the date and time were randomly generated (the date and time I booked during the call was different). Moreover, it returns the date/time before even talking (during the call) about the right date/time to book a call.
While testing one single call, I have been getting more 50 records in the queue of the webhook, and the automation workflow finishes before the the end of the call. I am not sure if that's normal or not.

Can you suggest some possible solutions to fix the issues above?

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