Top 5 setup problems (what Test it on the setup page tells you)
| # | Test it says | Cause | Fix |
|---|---|---|---|
| 1 | "Your n8n refused the secret (HTTP 401)" | The secret in the Config nodes differs from the one on the page, Vapi or Retell, or it is still CHANGE_ME |
Use Fill my workflows and re-import all five, or paste the same secret into every Config node. Then re-publish. In Vapi, re-run setup_vapi.py --update ASSISTANT_ID with the same secret |
| 2 | "Could not reach …" or "webhook does not exist (404)" | Workflow 01 or 02 is not published, you used the Test URL (/webhook-test/), the address has a typo, or n8n is asleep or behind a login |
Publish workflows 01 and 02. Use the Production URL (/webhook/…). Open n8n once to wake it. Firewalls, VPNs and Cloudflare Access must let the webhook through |
| 3 | "n8n hit an error (HTTP 500)" or "trouble with our system" | Google Sheets login not connected on every Sheets node, the wrong sheet ID, or a renamed tab or column | Open Executions in n8n and click the red node. Reconnect Google Sheets, paste the sheet link again on the page, and keep the tab names (Services, FAQ, Appointments …) |
| 4 | "No free times were found" or "Services tab has no active services" | Opening hours empty, wrong time zone, every service set to active = no, or max_days_ahead too small |
Set hours on the page and re-fill the workflows. Use an IANA time zone like America/New_York. Mark services active = yes |
| 5 | Test passes, but no alert arrives | SMTP login not set on the email nodes, the Slack webhook is wrong, or workflow 05 is not the Error workflow | Connect SMTP on the email node in every workflow. Paste a https://hooks.slack.com/… webhook. Set workflow 05 under Settings > Error workflow in workflows 01 to 04 |
Other symptoms
Find your symptom below. If it is not listed, open the failed run in n8n (Executions), click the red node and read its error.
| Symptom | Fix |
|---|---|
| 401 on every call | The secret differs between Vapi/Retell and the n8n Config nodes, or it is still CHANGE_ME |
| "I'm having trouble with our system" | Check the n8n execution log. Usually Sheets credentials or a renamed tab or column |
| No times offered | hours_json is invalid JSON, the timezone is wrong, or max_days_ahead is too small |
| Calendar events missing | calendar_enabled must be true and workflow 04 must be active |
| Caller is told "booked" but no row appears | Not possible by design: the agent only says booked after the row is saved. Check the Calls tab and the error alert email for that time. |
| No daily report email | Workflow 03 must be published and the SMTP login set on its email node. It runs at the time set in its Config node. |
setup_vapi.py fails with 401 |
Use your Vapi private API key, and run it with --dry-run first to see what it will create. |
| Error alerts never arrive | Set workflow 05 as the Error workflow in the settings of workflows 01 to 04. |
FAQ
Is it for clinics? No. Not for medical or healthcare use.
Does it make outbound calls? No. It answers inbound calls only and says it is a virtual assistant and that the call is recorded.
What does the phone line cost? Your own Vapi or Retell plan and phone number, billed by them per minute. Check their current pricing.
Can it double-book? Retried tool calls and two bookings in the same request are tested not to double-book; the slot is re-checked when the booking is written.
Can I set it up for a client? Yes, one install per client business under the licence in LICENSE.md. You may not resell or share the kit itself.
Where do I get help? This file, README.md and SETUP-GUIDE.md. There is no call, chat or email support. Fixes ship as new versions at your download link.