By Sagar Shankaran, Founder of CallSphere
Step-by-step guide to migrating from Vapi to CallSphere. Covers data migration, number porting, integration setup, and go-live checklist.
Key takeaways
Businesses typically switch from Vapi to CallSphere for three reasons: predictable flat pricing instead of per-minute charges, voice + chat in one unified platform, and faster deployment with no engineering required.
Most Vapi to CallSphere migrations complete in 5-7 business days. Here is the step-by-step process:
flowchart LR
CUR(["On Vapi"])
AUDIT["1. Audit current<br/>flows and data"]
EXPORT["2. Export contacts,<br/>scripts, recordings"]
BUILD["3. Build CallSphere<br/>agent and integrations"]
PILOT{"4. Pilot on<br/>10 percent of traffic"}
CUTOVER["5. Forward all<br/>numbers"]
LIVE(["Live on<br/>CallSphere"])
CUR --> AUDIT --> EXPORT --> BUILD --> PILOT
PILOT -->|Pass| CUTOVER --> LIVE
PILOT -->|Issues| BUILD
style CUR fill:#dc2626,stroke:#b91c1c,color:#fff
style PILOT fill:#f59e0b,stroke:#d97706,color:#1f2937
style LIVE fill:#059669,stroke:#047857,color:#fff
Will I lose my phone numbers? No. We port your existing numbers to CallSphere. The process takes 1-3 business days and we coordinate the timing to ensure zero downtime.
Is there a contract lock-in? No. CallSphere offers month-to-month billing with no long-term contracts required.
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Can I run both platforms simultaneously? Yes. During migration, we recommend a brief parallel period where both systems are active. This ensures no calls are missed during the transition.
How long until I see ROI? Most businesses see positive ROI within the first month. The combination of flat pricing, 24/7 coverage, and zero missed calls typically pays for itself quickly.
Ready to switch from Vapi to CallSphere? Book a migration consultation — our team handles the technical details so you can focus on your business.
How to Switch from Vapi to CallSphere: Migration Guide sits on top of a regional VPC and a cold-start problem you only see at 3am. This walkthrough section adds the steps a buyer (or builder) actually has to execute, not just the high-level pitch. If your voice stack lives in us-east-1 but your customer is calling from a Sydney mobile network, the round-trip time alone wrecks turn-taking. Multi-region routing, GPU residency, and warm pools become the difference between "natural" and "robotic" — and it's all infra, not the model.
Before signing a pilot, verify five things in this order. One, vertical depth — does the provider already have an agent template for your vertical (dental, salon, MSP, real estate, behavioral health), or are they pitching a generic chatbot they'll customize? Templates that already exist mean an integrations layer that already exists.
Two, integrations — your scheduler (Athena, NexHealth, Boulevard, Square Appointments), your CRM (HubSpot, Salesforce), your messaging (Twilio for SMS, AWS SES for email). If any of these are "on the roadmap," your pilot is actually a beta. Three, support model — do you get a Slack channel and a named CSM, or a help-desk ticket queue?
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CallSphere ships complete AI voice agents per industry — 14 tools for healthcare, 10 agents for real estate, 4 specialists for salons. See how it actually handles a call before you book a demo.
Four, compliance — HIPAA BAA for healthcare, SOC 2 for B2B, PCI scope kept out of the call path. Five, time-to-live. CallSphere pilots launch in 3–5 business days with a 14-day trial, no credit card. If your provider is quoting 6 weeks of "implementation," that's a red flag — the integrations work should already be done.
Is this realistic for a small business, or is it enterprise-only? The IT Helpdesk product is built on ChromaDB for RAG over runbooks, Supabase for auth and storage, and 40+ data models covering tickets, assets, MSP clients, and escalation chains. For a topic like "How to Switch from Vapi to CallSphere: Migration Guide", that means you're not starting from scratch — you're configuring an agent template that's already been hardened across thousands of conversations.
Which integrations have to be in place before launch? Day one is integration mapping (scheduler, CRM, messaging) and prompt tuning against your top 20 real call transcripts. Day two through five is shadow-mode running, where the agent transcribes and recommends but a human still answers, so you can compare side-by-side. Go-live is the moment your eval pass-rate clears your internal bar.
How do we measure whether it's actually working? The honest answer: it scales until your tool catalog gets stale. The agent is only as good as the integrations it can actually call, so the operational discipline is keeping schemas, webhooks, and fallback paths green. The platform handles the rest — observability, retries, multi-region routing — without your team owning the GPU layer.
Want to see how this maps to your stack? Book a live walkthrough at calendly.com/sagar-callsphere/new-meeting, or try the vertical-specific demo at sales.callsphere.tech. 14-day trial, no credit card, pilot live in 3–5 business days.
Written by
Sagar Shankaran· Founder, CallSphere
Sagar Shankaran is the founder of CallSphere, where he builds production AI voice and chat agents deployed across healthcare, hospitality, real estate, and home services. He writes about agentic AI, LLM engineering, and shipping voice agents that handle real calls in production.
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