Appointment Setter

The Appointment Setter is an AI agent that handles replies on a campaign. It answers questions, works each prospect toward your goal, follows up when they go quiet, and hands the conversation to you when a person is needed. It's set per campaign in Campaigns → your campaign → Appointment Setter.

Turn on the Appointment Setter

1. Open Campaigns → your campaign → Appointment Setter.
2. Choose a Mode, a Goal and its link (below).
3. Fill in what the agent should know: Campaign description and Knowledge base at least.
4. Select Save settings, then turn on the switch at the top of the card.

In Autonomous mode the switch won't turn on until there's a valid https:// link for the goal. To try it first, select Test it: you play the prospect, and the agent answers with your unsaved settings and shows each decision it makes.

Appointment Setter modes: Autonomous or Notify only

• Autonomous: the agent replies to prospects, follows up, and escalates only when it can't make progress.
• Notify only: the agent never messages prospects. It reads each reply, records its sentiment, and emails you a short brief so you can answer yourself.

Briefs and hand-offs go to Notification email, which defaults to the sender account's email.

Appointment Setter goal and booking link

Goal is Book a meeting or Drive traffic to a link.

• Book a meeting: enter your Booking link, such as a Calendly or Cal.com page. The agent shares it when the prospect shows interest and asks them to reply once they've picked a time. It never proposes times, holds slots or sends calendar invites; the link is the only way it books.
• Drive traffic to a link: enter a Destination link. The agent shares it with one line of context when the prospect is interested.

The agent shares the link at most 2 times in a conversation, and counts the goal as reached only when the prospect says they booked or checked it out. With a Calendly link, a panel below the link lets you connect Calendly so real bookings are matched to the campaign.

What the Appointment Setter knows

The agent answers only from what you give it. It doesn't guess pricing, contract terms, security claims, integrations or dates.

• Company name, Agent name (how it signs off; defaults to the sender's name) and Tone: Friendly, Direct or Formal. Replies always go from the campaign's sender account, written in the first person.
• Campaign description: who you're targeting and what you offer, so it can answer "what is this about?".
• Knowledge base: facts it may state when asked, one per line.
• Custom instructions: rules for how it works, such as "always suggest a 15-minute call".
• Always hand off when…: topics that should always go to a person.
• Assets: links it may share when relevant, each with a description of what it is. It shares at most one per message and never the same one twice.

The Appointment Setter configuration playbook has guidance on writing these.

When the Appointment Setter hands a conversation to you

The agent escalates and stops replying when the prospect:

• asks to speak to a person;
• raises pricing, legal or contract terms, security questionnaires or a complaint;
• asks something the material you gave it doesn't answer;
• says they're the wrong person and names someone else;
• mentions anything in Always hand off when…;
• asks for a calendar invite.

It also hands off after Max agent replies per conversation (default 12). A prospect on your Do Not Contact list who writes in is handed to you without a reply.

A handed-off conversation shows Needs you in the Inbox, with a banner giving the reason, and you get an email at the notification address.

How the Appointment Setter ends a conversation

• Booked or visited: closes as won when the prospect confirms. It counts in Meetings booked.
• A clear no: closes as declined, with at most a one-line acknowledgement.
• "Remove me" or "stop messaging me": closes as an opt-out and adds the prospect to your organization's Do Not Contact list, for every campaign and channel.
• Out of office: it doesn't reply to an automatic reply and waits at least 7 days before the next touch.
• Silence: it follows up on the schedule below, then stops.

Appointment Setter follow-ups and timing

• Follow-ups when a prospect goes quiet: how many nudges (default 5, up to 10) and the spacing in days (default 2, 3, 5, 7, 10). Each nudge takes a different angle, the last is a polite break-up, and any reply resets the clock. Follow-ups run only in Autonomous mode.
• Timing & limits → Reply delay (minutes): a short pause before answering (default 10 minutes, up to 240 minutes).
• Timing & limits → Respect work hours: on, replies wait for the campaign's work hours; off, they go out any time.
• Timing & limits → Max agent replies per conversation: from 1 to 40.

Take over or hand back an Appointment Setter conversation

In the Inbox, open the conversation:

• Take over pauses the agent on this thread. It won't reply or follow up until you hand it back; new replies are still classified. Sending your own reply from the composer also takes over.
• Hand back to agent lets the agent pick the thread up again. If the prospect stays quiet, it resumes following up.

Closing a conversation in the Inbox or marking a meeting booked also stops the agent on that thread. See Inbox basics.

Pause the Appointment Setter

To stop it for one conversation, use Take over. To stop it for the whole campaign, turn off the switch on the Appointment Setter card. Pausing the campaign also stops its follow-up nudges.

What the Appointment Setter costs

An Appointment Setter conversation costs about 1.5 credits on average, metered from the model's usage. Credits are spent as replies and nudges are written. When the balance is empty, it sends no nudges. See Credits and rollover.

During the free trial, 20 Appointment Setter conversations end the trial early and start billing. See Free trial.