Building Your First AI Appointment Setter

Ready to automate your lead follow-up? This guide walks you through building an AI appointment setter that works around the clock.

What You'll Need

• A lead capture system (landing page, form, etc.)
• An AI platform (we recommend GoHighLevel or custom solutions)
• A calendar booking system
• Clear qualification criteria

Step 1: Define Your Qualification Criteria

Before building anything, document exactly what makes a qualified lead: - Budget requirements - Timeline expectations - Decision-making authority - Specific needs or pain points

Step 2: Map the Conversation Flow

Design the conversation your AI will have:

**Opening**: Acknowledge their inquiry, introduce yourself **Qualification**: Ask 2-3 key qualifying questions **Objection Handling**: Prepare responses for common concerns **Booking**: Offer specific times, create urgency

Step 3: Choose Your Platform

Options range from simple (chatbot builders) to sophisticated (custom AI agents):

• **Simple**: ManyChat, MobileMonkey
• **Medium**: GoHighLevel, Drift
• **Advanced**: Custom GPT-powered agents

Step 4: Integration Setup

Connect your AI to: - Your CRM for lead tracking - Your calendar for real-time availability - Your notification system for alerts

Step 5: Test Extensively

Before going live: - Run through every conversation path - Test edge cases and unusual responses - Verify calendar integration works - Check CRM data is capturing correctly

Going Live

Start with a small percentage of leads, monitor closely, and iterate. Your AI will improve over time as you refine responses and add new handling for common scenarios.