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Quick Start Guide

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Step 1: Agency Settings Configuration

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Configure Agency Name, Logo, and Favicon

Agency Settings Screen
 When you get started, go to Agency > General to begin the configuration process. First, update the Agency Name field with your agency’s name. Next, upload your agency logo and favicon. These steps personalize the platform to reflect your agency’s branding. Click “Save Agency Settings.” Once you log out and back in, the changes will reflect.

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Configure Subdomain

If you’re on the Starter, Business, or Pro Plan, you can set up a custom subdomain for your platform. Go to Agency > General, and follow the instructions to create a CNAME record for your subdomain. After the CNAME record has been set up and propagated (this can take up to 48 hours, but often happens sooner), click “Verify Domain” to confirm. Once verified, your subdomain will be mapped to your agency. This process may take a few hours, and you’ll receive an email notification when it’s ready. In the meantime, you can continue using the platform at app.vapify.agency.

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Configure Email Address

Next, configure your email settings to ensure emails from the platform (e.g., password reset, new user notifications) appear to come from your agency’s email address. Choose either Postmark or Mailgun, and enter the corresponding API key. Alternatively, you can select SMTP and provide the necessary details (username, password, SMTP server hostname, and port). If using Google Workspace, generate an app password rather than using your Google password. Follow this guide to create an app password and enable “Less Secure Apps” in your Google account settings for SMTP to work. Your Agency Setup (Step One) is now complete. Let’s move on to Step Two.

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Step 2: Sub Accounts Configuration

Sub Accounts Configuration Screen
 Now let’s proceed with setting up your subaccounts. Enter your Vapi API private key and click “Save Settings.” If you’ve entered the correct VAPI.ai private API key, all the assistants associated with that Vapi account will be retrieved. Here’s how to get your Vapi.ai private key:
Getting Vapi.ai key screen
 With Step Two done, let’s move on to Step Three.

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Step 3: Assistant Mapping

Platform Assistants Screen
 Now that all the Vapi.ai assistants have been retrieved, it’s time to map them to a subaccount. Go to Agency > Assistant Mapping and map every assistant you want to have live for that subaccount. This step helps ensure that you each subaccount will only show the assistants that you want to show to your client. Every assistant you map to a subaccount will be shown to your client. Note: You cannot change which assistants are associated with a subaccount so be sure to map every assistant you’d like associated with a subaccount carefully.

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Step 4: Pricing Setup

Sub Accounts Assistants Pricing Screen

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Assistant Per Minute Pricing Setup

With your assistants activated, go to Agency > Sub Accounts and select each assistant. For each assistant, set the price per minute that you charge your client. Ensure this price is higher than what Vapi.ai charges you for that assistant. If you update an assistant’s price per minute in Vapi, you will need to update it here to avoid charging your client less than what Vapi charges you.

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Client Monthly Pricing Setup

If you’re on the Starter, Business, or Pro Plan, you can also set the monthly pricing for your client. This amount will be automatically charged to your client via Stripe and paid into the Stripe account you configured earlier.

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Manual Payment Mode

By default, your agency account is setup to automatically collect payments for you from your client using Stripe if you specify a client monthly fee. The client will see an invoice with your agency’s details. Also, the client will be able to topup credit on their account so that that credit is used to process voice minutes. In case you would like to receive payments from your client outside the system and then login and update their subscription end date, subscription status and update their credit balance yourself, you’ll need to reach out to support so that “Manual Payment Mode” is activated for your account.

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Step 5: Going Live

Sub Account Go Live Screen
 With pricing set up, all that’s left is to set a Go Live date for the subaccount. This is the date when per-minute pricing will start being applied for your client’s calls. You can select a past or future date, but it can only be set once. Note: You cannot change the assistants after the go-live date, and only call records from that date onward will be processed by Vapify. Be sure to select an appropriate date for your client’s subaccount to go live.

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Step 6: Review Reports

Billing Summary Screen
 After going live, call records will be retrieved from Vapi for that subaccount, and the pricing you set will be applied. Call records are retrieved at the top of every hour. To view the call records and see how the pricing has been applied, go to Billing & Usage.
  • Billing Summary: View all payments made, including subscriptions and credit top-ups.
Voice Usage Revenue Screen
  • Voice Usage Revenue: See pricing applied per call, including:
    • Call duration
    • Your charge per minute
    • Total charge
    • Vapi.ai Total Cost
    • Vapify Total Cost
    • Your profit
For subaccount users, the Voice Usage Revenue tab shows a simplified version, hiding:
  • Vapi.ai Total Cost
  • Vapify Total Cost
  • Profit
This ensures subaccounts focus only on their usage, without backend cost details.

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Step 7: Invite Your Client

Once you’re happy with the setup, invite your client to the platform. Go to Agency > Sub Account and click “New Sub Account User.” Enter your client’s name, email, and role (either Administrator or Member). If the subaccount requires top-ups, only the Administrator can handle them. Once you click “Invite User,” your client will receive an email from your agency (if you configured the email in Step One) and will be able to log in. To preview what your client will see, click View as Sub Account at the top of the screen. That’s it! Feel free to explore other aspects of Vapify under Platform Features.