Any Solutions for Webhook and Automation Challenges?

I am developing an ai voice system that will allow my clients to call (outbound) the prospects that are saved in GoHighLevel (Contacts). The main goal is to provide some informations about the services they provide, in case the prospect is interested they can book a meeting to discuss their services further. In addition, they 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:

In GHL, we use a contact tag trigger followed by a webhook to post (name, email, phone, etc) to a custom webhook in Make then we check the available slots in the calendar so that the prospect can choose from the suggested available slots. For this reason we built a custom function in Vapi to return the name of the user and the date/time of the appointment. The problem is that I used the same server url (of the aforementioned custom webhook) to get the returned values by 'booking' function but it did not work because the workflow finishes while the call is still ongoing and we did not talk about the date/time of the appointment yet. I tried to add another custom webhook to store the properties of the 'booking' function but it did not work, because I don't think that I can have two custom webhook in the same scenario.
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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