New leads go cold before anyone calls
When the owner or sales team is busy, form submissions and ad leads wait hours or days for a call, and by then many have moved on or chosen someone else.
A Virtual Appointment Setter Who Contacts Every New Lead Quickly
A trained remote setter calls and texts your inbound leads soon after they come in, qualifies them with your script, books suitable prospects into your GoHighLevel calendar and follows up when people miss their appointment.
- Home service companies running paid ads
- Med spas, dental and chiropractic clinics
- Coaches and consultants booking discovery calls
Available this month
What you get
- Speed-to-lead calls
- SMS and email follow-up
- Qualifying scripts
- Booking into GHL calendars
- Confirmations and reminders
Channels
Phone, SMS and email
Booking
GoHighLevel calendars
The short answer
Appointment Setter, explained simply
A virtual appointment setter is a remote assistant who contacts new leads by phone and SMS soon after they come in, asks qualifying questions from your script and books suitable prospects into your calendar, usually in GoHighLevel. They also confirm upcoming appointments, follow up no-shows and record every call outcome in your CRM.
- Channels
- Phone, SMS and email
- Booking
- GoHighLevel calendars
- Outreach
- Inbound and opted-in leads
- Starting price
- $20/hr or $1,099/mo
Sound familiar?
These are the problems that usually bring people to us. If two or more apply, this service is worth a closer look.
Closers spend time on unqualified calls
Without a qualifying step, your calendar fills with people who are outside your area, budget or service range.
No-shows are left without follow-up
A missed appointment often ends the conversation because nobody has time to reach out and rebook.
Call outcomes are not recorded
If attempts and results are not logged in the CRM, you cannot see which leads were contacted or why they did not book.
What is included
Everything below is part of the work, written into your quote, and handed over with notes so you are never locked in.
Speed-to-lead calls
Calls new inbound leads as soon as they are assigned during shift hours, using GoHighLevel notifications or a dedicated pipeline view.
SMS and email follow-up
Sends personal follow-up texts and emails when a lead does not answer, using approved templates and your sending numbers.
Qualifying scripts
Works from a qualifying script we build with you, covering need, timeline, location, budget and decision-maker questions.
Booking into GHL calendars
Books qualified leads directly into the right GoHighLevel calendar and team member, triggering your confirmation workflow.
Confirmations and reminders
Confirms upcoming appointments by call or text and checks that automated reminders are firing correctly.
No-show follow-up
Contacts people who missed their appointment, offers a new time and moves the opportunity to the correct pipeline stage.
CRM notes and pipeline updates
Logs every call attempt, outcome and note against the contact and keeps opportunities in the correct stage.
Consent-aware outreach
Contacts only leads with a record of consent, respects calling hours and opt-out requests, and checks your do-not-contact list.
Daily activity reporting
Reports calls made, conversations held, appointments booked, no-shows rebooked and leads disqualified, with reasons.
How the work runs
A clear path from first call to handover. You always know what is happening, what we need from you, and what comes next.
- 1 Day 1-2
Lead flow review
We map where your leads come from, how they reach GoHighLevel, your calendars and how you currently follow up.
- 2 Day 3-5
Script and rules
We write the qualifying script, objection notes and booking rules with you, and confirm how consent is captured on every lead source.
- 3 Week 1
Setter matching and setup
We place a trained setter on your hours, set up their GHL user, phone access and notifications, and run practice calls using your script.
- 4 Weeks 1-2
Trial period
The setter works live leads while you review call recordings and booking quality. If the fit is wrong, we replace them.
- 5 Week 3 onward
Weekly tuning
We review booked, shown and disqualified leads each week and adjust the script, timing and follow-up sequence.
Before and after
What changes in your day-to-day once this is done properly.
Area
Before
With Getcustomerservices
First contact
Before: Lead called when someone is free
With Getcustomerservices: Lead called soon after assignment during shift
Qualification
Before: Anyone who asks gets booked
With Getcustomerservices: Script-based questions before booking
No-shows
Before: Missed appointments are forgotten
With Getcustomerservices: Follow-up and rebooking attempt
Compliance
Before: No consistent check on consent or hours
With Getcustomerservices: Consent, quiet hours and opt-outs respected
Tracking
Before: Outcomes live in someone's memory
With Getcustomerservices: Every attempt logged in GoHighLevel
What you can expect
Leads contacted while they are still interested
A setter whose only job is follow-up reaches new leads far sooner than a busy owner or closer usually can.
Better-qualified appointments
Qualifying questions filter out poor fits before they reach your calendar, so sales time goes to realistic prospects.
Fewer lost no-shows
Systematic no-show follow-up gives missed appointments a second chance instead of letting them drop out of the pipeline.
A clear record of every lead
Logged attempts and outcomes show exactly what happened to each lead, which makes ad spend and lead sources easier to judge.
Who this is for
- Home service companies running paid ads
- Med spas, dental and chiropractic clinics
- Coaches and consultants booking discovery calls
- Agencies offering appointment setting to clients
- Real estate, mortgage and insurance teams
- Businesses already using GoHighLevel calendars
Simple, fixed pricing
Clear prices, agreed before work starts. If your project needs something different, we will quote it in writing first.
Hourly
For low lead volume or short campaigns. Minimum of 40 hours per month.
$20/hr billed monthly
- Trained appointment setter
- Calls, texts and booking in GHL
- Time tracked and itemized
- Daily activity summary
Part-time
20 hours per week, usually scheduled around your peak lead times.
$1,099 per month
- Dedicated appointment setter
- Qualifying script built with you
- No-show follow-up
- Daily activity report
- Two-week trial period
Full-time
40 hours per week for businesses with steady daily lead flow.
$1,999 per month
- Everything in Part-time
- Confirmation calls for upcoming appointments
- Weekly script and sequence review
- Choice of shift hours
- Replacement if the setter is not a fit
Prices in USD. GoHighLevel subscription, phone, SMS and email usage are billed by HighLevel directly and are not included.
What is speed to lead, and why does it matter for appointment setting?
Speed to lead is the time between a person submitting an enquiry and your business making contact. When someone fills in a form or replies to an ad, they are usually comparing options and thinking about the problem right then. The longer they wait, the more likely they are to book with a competitor, lose interest or simply forget they asked. Responding quickly is one of the few parts of lead conversion you fully control.
Most owners know this but cannot act on it, because they are on a job, in a meeting or with a patient when the lead arrives. An appointment setter solves that by making follow-up their main task. In GoHighLevel, a workflow can assign each new lead to the setter and send an instant notification, so the setter can call within their shift hours, then text if there is no answer.
How does an appointment setter qualify leads before booking?
Qualifying means checking that a lead is a realistic fit before they take up a slot on your calendar. We build a short script with you that covers the questions that matter for your business, such as what service they need, where they are located, when they want to start, their approximate budget and whether they make the decision. The aim is a natural conversation, not an interrogation.
Leads who fit are booked straight into the correct GoHighLevel calendar, and their answers are saved to custom fields so your team sees them before the appointment. Leads who do not fit are tagged with a reason and either referred elsewhere or moved to a longer-term nurture sequence. Reviewing these reasons each week shows whether your ads and forms are attracting the right people.
- Need: what problem or service are they asking about
- Fit: location, property type or eligibility
- Timing: when they want to start
- Budget: whether the range is realistic for your offer
- Authority: who else is involved in the decision
What should appointment setters know about TCPA and consent?
In the United States, the Telephone Consumer Protection Act (TCPA) and related rules limit how businesses call and text people for marketing. In general, automated marketing calls and texts require prior express written consent, telemarketing calls are restricted before 8 a.m. and after 9 p.m. in the recipient's local time, numbers on do-not-call lists need special care and opt-out requests must be honored promptly. Many states add their own rules.
Our setters are trained to work only with leads whose consent is recorded, usually through a form checkbox with clear wording, to respect quiet hours in the lead's time zone and to stop contact immediately after a STOP reply or verbal request. They also log consent source and opt-outs in GoHighLevel. This is general information, not legal advice, so please confirm your consent language and processes with a qualified attorney.
Frequently asked questions
Straight answers to the questions people ask us most. If yours is not here, ask us directly.
Do your appointment setters make cold calls?
No. Our appointment setters focus on inbound leads and contacts who have opted in to hear from you, such as form submissions, ad leads, website chats and past customers who agreed to be contacted. We do not call or text purchased lists. This keeps outreach within consent rules and means setters spend their time on people who have already shown interest in your business.
Can the appointment setter use my GoHighLevel phone numbers?
Yes. The setter is added as a GoHighLevel user and calls and texts through your LC Phone or connected numbers, so every conversation is recorded in the contact's history and leads see a familiar number. Your numbers should have A2P 10DLC registration completed for business texting in the US. Call recording can also be enabled, subject to the consent rules in your state.
Who writes the qualifying script for the appointment setter?
We write it together. You explain your services, ideal customer and common reasons a lead is not a fit, and we draft a short script with opening lines, qualifying questions, objection notes and booking instructions. You approve it before the setter starts. During the first weeks, we adjust the wording based on call recordings and the questions leads actually ask.
How does the setter follow up with no-shows?
When an appointment is marked as a no-show, the setter calls the lead, sends a short text if there is no answer and offers a new time. If the lead does not respond after an agreed number of attempts, the opportunity moves to a no-show or nurture stage in GoHighLevel. The setter logs every attempt so you can see what was tried.
Do appointment setters close sales as well?
No. An appointment setter's job is to contact leads, qualify them and book the appointment. Closing is handled by you or your sales team, who know your pricing, offers and technical details. Keeping the roles separate lets the setter focus on speed and volume while your closers spend their time only on prospects who have already been qualified.
How do you make sure appointment setting follows TCPA rules?
We start by checking how consent is captured on each lead source and recording it in GoHighLevel. Setters only contact leads with recorded consent, follow calling hours in the lead's local time, honor opt-outs straight away and check your do-not-contact list. We share our process with you, but we recommend your consent wording is reviewed by an attorney, since we cannot provide legal advice.
How is an appointment setter's performance measured?
We track activity and results together: leads received, contact attempts, conversations held, appointments booked, show rate and the reasons leads were disqualified. These figures come from your GoHighLevel data and appear in the daily and weekly reports. Results depend heavily on lead quality and your offer, so we review the numbers with you rather than promising a fixed booking rate.
Can the setter work evenings and weekends when my leads come in?
Yes. Many leads arrive in the evening or on weekends, when people have time to browse. Because our setters cover different time zones, we can schedule shifts to match your busiest lead times while staying within calling hours in each lead's location. Your GoHighLevel reports on lead submission times are a good starting point for choosing the shift.
Talk to us about Appointment Setter
Book a free 30-minute call. We will look at what you have, tell you what we would change, and give you a fixed quote. No pressure, no jargon.