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 the Notification email in the Reply notifications card above the Appointment Setter, which defaults to the sender account's email. With the Setter off, the same card emails you each reply instead. See Notifications and alert emails.

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. When a prospect proposes a time or asks you to send an invite, it answers with a short holding line, such as that you'll get it confirmed, and hands the conversation to you straight away.
• 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 aims to share the link at most 2 times in a conversation, and counts the goal as reached when the prospect says they booked or checked it out.

Connect Calendly so a booking closes the conversation

With a Calendly booking link, connect Calendly. A booking made through the link then marks the conversation as booked, even when the prospect never writes to say so, and the agent stops pitching. Without it, the agent only knows about a booking the prospect tells it about, and may follow up on someone who already booked.

Below the Booking link, one line says whether bookings through it are tracked, with the one thing to do when they aren't: connect Calendly, connect the missing hosts of a team link, reconnect, or use an event-type link instead of a routing form or single-use link. A link you've typed but not saved is checked when you leave the field. While the booking signal is healthy, the agent doesn't ask prospects to reply once they've booked; when it isn't, it asks again so no booking is missed. If the prospect cancels in Calendly, the conversation comes back to you as Needs you.

Connections, team hosts, health and bookings to review are managed in Settings → Integrations → Calendly. See Connect Calendly to track booked meetings.

What the Appointment Setter knows

The agent answers only from what you give it, in its own words. Prices, terms, integrations and dates it states only when they're written in your material, and figures exactly as written; it never guesses them.

• 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. Put your pricing here if you're happy for the agent to quote it, along with what the call covers and your answers to the objections you hear most. Leave pricing out, or add "pricing" to Always hand off when…, and price questions come to you instead.
• Custom instructions: rules for how it works, such as "always suggest a 15-minute call". If they hold the booking link back ("ask before sending the link"), a prospect who asks for the link outright still gets it in that reply.
• Always hand off when…: topics that should always go to a person, even when your material covers them.
• 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 answers anything your campaign description and knowledge base cover, pricing included when it's there. It escalates and stops replying when the prospect:

• asks something the material you gave it doesn't answer;
• asks to speak to a person;
• raises legal or contract terms, a security questionnaire or a complaint;
• says they're the wrong person and names someone else;
• proposes a meeting time or asks for a calendar invite (it replies with a holding line first);
• mentions anything in Always hand off when….

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.

It hands you the conversation, too, when it can't deliver: a reply that fails to send, a follow-up LinkedIn won't deliver (the person blocked the sender or left LinkedIn), or a sender account that's disconnected or removed goes to you with the reason instead of being retried in silence. A prospect who replies on a disconnected sender is handed to you as well, with an in-app notification. For a disconnected or removed sender you get one email per account per day, saying how many conversations wait on it, rather than one per conversation. Reconnect the sender and answer from the Inbox. See Reconnect a sender.

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.

Teams that work from Linear or Asana can have each hand-off become a task: Turn Appointment Setter hand-offs into Linear or Asana tasks in the API docs' Cookbook.

Messages after a meeting is booked

Once a conversation is booked, the agent never pitches again. When the prospect writes later to reschedule, says they didn't get the invite, is running late or cancels, the agent hands the conversation to you, at most with a one-line acknowledgement, and it never claims to have moved the meeting or sent an invite. The conversation stays booked and still counts in Meetings booked; it shows Needs you in the Inbox until you answer. A simple "see you then" gets no reply.

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.

Flag a wrong reply and review corrections

When the agent says something it shouldn't have, flag it. In the Inbox, open the conversation, select the Victoria chip on the agent's message to see why it replied that way, then select Flag this reply. Pick what was wrong (Wrong reply, Should have handed off to me, Too pushy, Wrong facts or Something else) and, optionally, say what it should have said.

Flags are listed under Recent corrections on the campaign's Appointment Setter tab. The agent doesn't learn from them on its own: fold each one into the Knowledge base, Custom instructions or Always hand off when…. Ask Copilot to fold these in opens the Copilot with your corrections, and it proposes the edits for you to approve.

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, the Appointment Setter spends the trial's 400 credits like any other credits. See Free trial.