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Estimated time: 4 minutes

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Overview

Assistants are always created in your provider’s dashboard (Vapi or Retell), never inside Vapify. This page covers syncing them and assigning one to the sub account you just created.

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Prerequisites

  • Client created
  • At least one assistant created in your provider’s dashboard, with a phone number attached if it needs to take phone calls

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Steps

Sub Account Assistants tab showing assignment options
1

Open the General tab

Open the client’s sub account and go to the General tab.
2

Sync assistants

Add your provider API key here if this sub account uses a different provider account than your agency default, then click Save Settings. This syncs assistants from your provider.
3

Assign an assistant

Switch to the Assistants tab, and under Assign New Assistant, select the assistant(s) to assign to this sub account.
4

Refresh if needed

If a recently created assistant doesn’t appear, click Refresh Assistant List.
An assistant can only be assigned to one sub account at a time. For similar assistants across multiple clients, create separate assistants in your provider and assign each to its own sub account.

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Tips

  • Attach phone numbers to assistants that need to handle phone calls. Web-call-only assistants don’t need one.
  • Use a consistent naming convention in your provider dashboard (e.g., “ClientName-SalesBot”) to keep assignments easy to audit.

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Troubleshooting

  • Assistant not appearing: Confirm the provider API key is correct, save settings again, then click Refresh Assistant List.
  • Cannot edit provider API key: This sub account has already gone live (a Billing Start Date is set); provider keys lock permanently once that happens.