Appointment Setter Online

BACKGROUND

Introduce your business and what you do there.

I’m the marketing manager of Thrive Internet Marketing Agency. We mainly do marketing for real estate agencies, realtors, and listing companies. Our primary focus is the US, but we also work with international clients. We mainly do paid and organic marketing.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We were receiving a good number of queries from online forms, but we couldn’t convert them. Previously, we were doing this ourselves. Our specialist was calling leads and trying to book the appointments, but we had limited staff. We weren’t able to call them most of the time, and there was a lot of drop in the showings from our leads. We needed someone to contact those interested prospects and schedule an appointment or a meeting with them.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online conducts cold calls. They speak with prospects, confirm appointments, and answer queries. We've provided the team with a detailed procedure to follow. They call the leads and ask specific questions to see if they qualify for paid marketing or the campaign we're running. The team gets the feedback and fills out the CRM form. Then, based on that information, one of our agents joins the meeting with the prospect, and we try to close the deal.

The team has done the training themselves, and we've given them the necessary documentation. They have access to our CRM, and they manage their part of the CRM for the prospect. There's a procedure they need to follow. The team adds comments for each lead and moves it to the next stage.

What is the team composition?

We only work with one appointment setter who's managing the project. We don't speak with the team's sales reps; we only speak with the appointment setter.

How did you come to work with Appointment Setter Online?

We found them online.

How much have you invested with them?

We've invested more than $100,000.

What is the status of this engagement?

We've been working together since November 2023, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

After collaborating with them, we've seen many conversions. They're very good at appointment setting, so we've seen many cost reductions and an increase in appointment setting.

How did Appointment Setter Online perform from a project management standpoint?

Project management isn't involved because we hire the agents from them. Those agents do their shift, and they have to contact the lead within a few seconds as soon as we receive the form over the website. The team has been doing that on time; they never miss a lead.

The team has been very detailed. They give us a detailed overview every week, and we're happy with that. They use our system to manage the leads. In that system, we can see how many leads are converted and how many are pending.

We have weekly meetings. For regular communication, we use Slack.

What did you find most impressive about them?

They quickly learn the advertising and marketing process. When they book the appointment, the prospects ask a lot of questions. The team's training is very good. They've gone through all the materials we normally speak about in the discovery call. They set up good expectations for the prospect, so it's easy for us to convert.

Are there any areas they could improve?

I don't think there's anything they can improve on. They're doing good for us.

Do you have any advice for potential customers?

Give them a detailed overview of what you need from them. Once they have the details, they have excellent trainers. They can train the agents, and you never have to speak with any agent or tell them anything about the product. Just give them a detailed document; they're the best team you can work with.

BACKGROUND

Introduce your business and what you do there.

I’m the sales and marketing manager at a roofing company. We mainly service the New York area, but we’ve recently started working in New Jersey. Our main focus is in New York. 

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We were running ads and brought a lot of leads, but we were losing them. We needed someone to do appointment setting for us.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online provides appointment-setting services via phone calls. We run ads on different channels and receive leads through phone and email. Our main priority is to call the customers. If they don’t answer, we reach out to them via email.

I interviewed them and checked their communication skills. Once I was satisfied, they sent me the invoice, and we were able to start.

We sometimes receive construction requests from businesses and sometimes from homeowners themselves, so it depends on who's filling out the form.

What is the team composition?

Three teammates are working on the project.

How did you come to work with Appointment Setter Online?

We found them online. In April of last year, we interviewed a couple of service providers. They were the only ones that aligned with us because they only focused on appointment setting. 

How much have you invested with them?

We pay them monthly, and we’ve spent between $60,000–$70,000 so far.

What is the status of this engagement?

We found them in April 2024, and the onboarding process took around a month. We were able to onboard them at the end of April 2024, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The number of booked appointments has increased, and we’ve been able to convert around 80% of the leads. The team has definitely saved us a lot of time. We tried to hire agents on-site previously, but we weren’t able to get any good agents.

The team is also price-competitive. The quality of their work has exceeded our expectations. They’re solely working in the appointment-setting domain. Once they started the project, they went through an unpaid one-month training period. That was something that made us stay with them from the start.

Now, the three agents know everything about the roofing business. We have access to the recordings, so we can hear how they can answer any question a prospect might have. Appointment Setter Online has over-delivered what we expected from them.

How did Appointment Setter Online perform from a project management standpoint?

We have weekly meetings via Google Meet, and they give us the progress. We also manage a Google Sheet where we see how many leads have been closed and how many were not interested. The team is definitely delivering the target, and we’re happy with that.

They gather all the information from the prospect and put it in our CRM. Then, we allocate the nearest specialist, who goes to the site, provides the estimate to the client, and closes the deal.

What did you find most impressive about them?

The team is very trained. They have the same information about the roofing business as our specialist, who goes on-site. That’s their biggest strength. They even close deals over the phone, which is normally done by a specialist after visiting the site and giving a detailed inspection of the roof.

They are also quick. As soon as they land, they try to call the leads within a few seconds, which helps us convert more deals into inspections and estimates.

Are there any areas they could improve?

No, they’re doing good so far.

Do you have any advice for potential customers?

If you’re in the construction or home service business, they know what they’re doing. Their onboarding process is great. They train the representatives very well and master the industry. Definitely give them a shot.

BACKGROUND

Introduce your business and what you do there.

I am the general manager of a locksmith services company that deals with automated and residential locks. We provide 24/7 service, so if someone has a problem with their lock, they can call us, and we will go there immediately. I manage the company and work with two other locksmiths.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We hired Appointment Setter Online to answer calls when we are unavailable. We needed someone to answer the phone and book appointments for us.

SOLUTION

What was the scope of their involvement?

We usually receive calls if a customer has a lock problem. We run ads and other things so people can see the phone number and neighborhood. When we receive a call, Appointment Setter Online schedules the appointment on our calendar and CRM so that the nearest specialist can go and fix the lock. The team works remotely for us.

The team takes details when they receive a call, such as what type of lock it is. We have explained to Appointment Setter Online everything about the locks, and they know what we do and don't do. The team filters out the locks and then books the appointment.

Sometimes, the team calls customers back, but their responsibility is primarily answering calls.

What is the team composition?

We have four people from their team. One works a regular schedule from 9 a.m. to 5 p.m., another works from 5 p.m. to 11 p.m., the third one works during the night, and the last teammate works on weekends. Our main point of contact is their team lead.

How did you come to work with Appointment Setter Online?

I found them through Clutch.

How much have you invested with them?

We pay them $5,000 a month, around $15,000 so far.

What is the status of this engagement?

We started working together in April 2025, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We have a strict policy that no call should go more than 10 seconds without being answered, so Appointment Setter Online should answer within that time. The team also has specific questions to ask before booking an appointment, which they must ask. Appointment Setter Online is doing well, and we're satisfied with their work.

We haven't experienced issues during the three months we've been working with them.

How did Appointment Setter Online perform from a project management standpoint?

Appointment Setter Online's team lead takes care of the project management. We hold weekly meetings, and he shows us all the stats, the number of inquiries, and the wait time for the customer. We are satisfied with the team. We communicate via WhatsApp.

What did you find most impressive about them?

We are impressed with their response time. A customer can see four to five ads on Google after a few seconds, on their search page, YouTube, or anywhere else. It's a challenging thing to ensure that if a customer calls, they book the appointment.

It's a one-time opportunity: if the customer has booked a locksmith, they won't book a second one. Appointment Setter Online receives the call within a few seconds. The team doesn't miss any calls, and there's always one person available at the desk.

Are there any areas they could improve?

Appointment Setter Online is doing well so far. We've had no problems in the last three months.

Do you have any advice for potential customers?

Give Appointment Setter Online all the details that you need. Explain everything to the team, and they will excel at working with you. We've given Appointment Setter Online detailed instructions, and they follow them and our process.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO and owner of Primer Branding. We provide marketing services for companies to boost their sales and generate new prospects. We don’t have a specific industry; we deal with customers from all types of industries.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

I was looking for an innovative company to provide appointment-setting services.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online provided appointment setting and sales outsourcing services. They were also responsible for closing deals. The team set up B2B appointments via phone calls. Appointment Setter Online first did marketing on LinkedIn and social media platforms to attract people looking for marketing services. Then, the team scheduled an appointment and converted them into a sale.

What is the team composition?

We worked with three people from Appointment Setter Online, including the appointment setters. The fourth teammate was responsible for closing sales.

How did you come to work with Appointment Setter Online?

I found them on Google. I had a discovery call with a teammate who introduced me to their agents. He presented me with some good options for the agents and introduced me to some representatives. I was pretty impressed by their profiles and communication type, so I decided to give them a chance.

How much have you invested with them?

We spent around $10,000.

What is the status of this engagement?

We worked together from February–May 2025.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

I was truly satisfied with their services. The number of leads increased, and the conversion ratio of those leads and prospects was around 30%–40% higher than I achieved before.

How did Appointment Setter Online perform from a project management standpoint?

They were never even 10 minutes late. We used Microsoft Teams and Zoom to communicate and share all the documents related to the project.

What did you find most impressive about them?

Appointment Setter Online was the best in their field. The team knew how to grab the customers' attention and convert them into a good sale. The team's phone call skills and reporting time were great, and they were quite professional.

Are there any areas they could improve?

No, I can’t remember anything. I had a great experience with them.

Do you have any advice for potential customers?

During the discovery phase, discuss each aspect of the project. It might take a good amount of time, but discuss it clearly, and Appointment Setter Online will deliver.

BACKGROUND

Introduce your business and what you do there.

I'm the head of production at Webcore Digitals, a publishing company that helps with e-commerce businesses.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We needed help with sales and appointment setting over phone calls.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online provides us with B2B appointment-setting services to increase our revenue. We initially closed sales by ourselves, but Appointment Setter Online's specialists have trained on the closing part and now handle that for us. We've given them our scripts, product details, and information about our business.

What is the team composition?

We work with two appointment setters and one closer from Appointment Setter Online. The closer started working after two weeks, once the training was completed. We also work with a team lead, a trainer, and their CMO.

How did you come to work with Appointment Setter Online?

Our team found Appointment Setter Online on Google and set an appointment with them. We talked to Appointment Setter Online's CMO; it was a great experience. We chose them because we experienced professionalism and commitment that was truly rare in the appointment-setting industry.

How much have you invested with them?

We've spent $28,000. We've agreed on a monthly rate per teammate, depending on their position.

What is the status of this engagement?

We started working together in September 2024, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Appointment Setter Online has helped us significantly improve the quality of our leads, with a 68.7% increase in appointment settings and a 37.8% conversion rate for closing sales. The team provides seamless integration into our systems, real-time updates, and quality checks.

Appointment Setter Online fully complies with all the regulations and standards required in our industry.

How did Appointment Setter Online perform from a project management standpoint?

Appointment Setter Online's reporting and transparency have been impressive. We communicate internally via Slack, leverage GoHighLevel for our CRM needs, and also use emails and WhatsApp chats.

What did you find most impressive about them?

Appointment Setter Online consistently aligns their strategy to support our growth targets. We've never felt that they're not a part of our business; they're always part of it. They're the only company that brought appointment setters online with us, and we interviewed them as well.

Are there any areas they could improve?

Appointment Setter Online has addressed things we've previously mentioned, and they have an excellent team, so there's nothing we'd have them improve.

Do you have any advice for potential customers?

Train the Appointment Setter Online's representatives assigned to you, or at least the team leads, so that the team can scale hands-on training to others.

BACKGROUND

Introduce your business and what you do there.

I'm an executive at a cleaning services company. We provide air duct and chimney cleaning services for residential and commercial clients. Our company also offers repair services, but our primary focus is on cleaning.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We needed someone to call leads and book appointments for our technicians to visit and provide services. We hired Appointment Setter Online for this purpose. We were getting too many leads, and our team couldn't close them all. Our team was taking around 5–6 hours to call each lead, and we were losing those leads. We wanted to contact any lead within 1–2 minutes as soon as it landed in our CRM.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online initially provided appointment-setting services. They now manage our team's dispatching and assign technicians to different jobs. We've given them detailed and complete documentation because our in-house team previously handled this. Now, whenever we receive a lead, they call them or send them a message or email to confirm the booking.

What is the team composition?

We work with an account manager who manages our team. We also have around six people working on our appointment-setting jobs. Two of those people are always available for appointment setting.

How did you come to work with Appointment Setter Online?

They were referred to us by someone. A friend who also owned a cleaning business was using them, so they referred them to us.

How much have you invested with them?

We've spent around $130,000–$140,000.

What is the status of this engagement?

We started working with them in November 2023, and our relationship is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Appointment Setter Online has provided us with a cost-effective solution. Before mid-2023, we had in-house appointment setters. We used to pay our in-house appointment setter $20 per hour. Now, we pay a flat fee of $1,200 per month for one appointment setter. This has been a good change.

Appointment Setter Online is meeting our goal of contacting leads within 30–40 seconds. It's been a good move.

How did Appointment Setter Online perform from a project management standpoint?

We have a fixed price, and we have never had any issues with it. The account manager manages the project and all the SLAs, and he's been good. We use a software tool for cleaning companies that has a dashboard and all the management tools within it. We utilize that for everything.

We have a WhatsApp chat for each team. We communicate on WhatsApp most of the time. We sometimes do WhatsApp calls, and all of us jump in together. We also have weekly meetings with them, where we discuss the progress of each week.

What did you find most impressive about them?

They're very responsive. We get 24/7 services, and it's never been more than a minute that they haven't responded to us. Whenever we send them a message, there's always someone available to respond back.

Are there any areas they could improve?

There's nothing they could improve on; they have been doing well for us.

Do you have any advice for potential customers?

If you're looking for someone who can contact leads within seconds or minutes, Appointment Setter Online is a good choice.

BACKGROUND

Introduce your business and what you do there.

I’m the co-founder and CEO of Backendz Software, a software development company. We develop software in languages that other companies don’t use anymore, such as Java and TypeScript. 

We mainly work for the government, including the US Navy, and we focus on machine learning and old equipment. We are actually the old-school software developers.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Appointment Setter Online?

We’ve been working with government projects for a long time, and we recently tried to onboard more clients.

SOLUTION

What was the scope of their involvement?

Appointment Setter Online mainly does cold calling and prospecting for us. They also handle some phone support. 

In the beginning, they didn't handle inbound calls, but after 4 to 5 months, they already knew everything we do. Now they can answer customers and handle those calls; if someone calls in, they’re the first response.

We use them for our 24/7 on-call service. We have an online phone system, and they can transfer calls to our project managers if needed.

Most of the inquiries are callbacks from numbers that have reached out to us. Sometimes we get calls from ads we run. Appointment Setter Online’s job is to receive the call and schedule a good time with the project manager so they can go through the details.

We currently use HubSpot, and we gave them the logins for our accounts. For calling, we’re using PhoneBurner, which is a power dialer. They also manage incoming calls after office hours.

What is the team composition?

We’re currently working with around 12 people. Eight of them are working on outreach, and four of them answer the calls. The owner is our main point of contact.

How did you come to work with Appointment Setter Online?

They were referred by a client of ours who was using them for their project. They told us to get in touch with Appointment Setter Online.

How much have you invested with them?

We’ve spent around $75,000.

What is the status of this engagement?

We started working together in February 2024, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Appointment Setter Online has been amazing. We started with two quarters only, and they did some good outreach. We were able to close good clients outside of the government line. We expanded after seeing the results, and it’s working well for us. We’re planning to spend more with them in the near future.

If there's a technical issue or if something's wrong with the CRM or the phone system, we can address it on time because we have a dedicated person on our team who handles all the logins. 
We also have access to the call recordings. If there’s a problem with the system, they usually fix it themselves. However, if they need assistance, we have an in-house project manager who takes care of it.

How did Appointment Setter Online perform from a project management standpoint?

We use Slack for communication. We also added them to our group channels. For management, we use HubSpot. 

What did you find most impressive about them?

Their CEO is the most detail-oriented and focused person I’ve ever seen in the call center industry. Appointment Setter Online is unique to us because we’ve tried around six providers previously. They were good for the first few months, but then they showed their true colors. Jay has been consistent and speaks to us the same way he did on day one. The management has been a great help.

Are there any areas they could improve?

We asked for female agents for the calls, but they didn’t have any. If they had some, that would be better. However, the male agents are good.

Do you have any advice for potential customers?

I’m very happy with them. If anyone is looking for appointment setting or answering services, Appointment Setter Online is good. They have good agents, and they’ve learned about our programming languages. Even new-age developers don’t know much about those languages, but Appointment Setter Online has spent the time to learn.

They do in-house weekly training about our project. They go deep into the project so they can easily communicate with clients. I definitely recommend them to anyone with an IT company looking for a good partner who can understand their project.

BACKGROUND

Please describe your company and position.

I am the Author of Tubi Book

Describe what your company does in a single sentence.

I am a multiple book author focused on inspiring and educating readers through impactful storytelling and insightful content.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Appointment Setter Online to accomplish?

• Appointment Setter Online [link] was hired for sales support services to help with book sales, market to potential readers and retailers.

SOLUTION

How did you find Appointment Setter Online?

Online Search

Why did you select Appointment Setter Online over others?

• Great culture fit
• Good value for cost

How many teammates from Appointment Setter Online were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

They would do outreach to bookstores and readers, make sales calls, follow up with leads, help to coordinate promotional campaigns, and so on, providing periodic progress reports that made the process run smoother.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Bookstores and retailers were opening up, meeting with potential buyers, all thanks to improved appointment setting and follow-ups, as were readers in our online visibility increase.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

They executed consistently, communicated effectively, and pivoted quickly as my sales and marketing goals evolved.

What was your primary form of communication with Appointment Setter Online?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

They were courteous and treated authors with care, especially through the editing process.

Are there any areas for improvement or something Appointment Setter Online could have done differently?

Targeted outreach to niche audiences genre specific readers helped with results a little more targeted outreach would have improved results.

BACKGROUND

Please describe your company and position.

I am the Owner of Gabys cleaning and painting

Describe what your company does in a single sentence.

We are Gaby’s Cleaning & Painting, a professional cleaning and painting company focused on delivering high-quality services to homes and businesses.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Appointment Setter Online to accomplish?

• We partnered with Appointment Setter Online to help us boost our lead engagement and streamline the process of scheduling service calls. Their role was to take the pressure off our sales team by contacting potential clients, answering basic questions, and booking appointments directly into our calendar.

SOLUTION

How did you find Appointment Setter Online?

Online Search

Why did you select Appointment Setter Online over others?

• Pricing fit our budget
• Referred to me
• Company values aligned

How many teammates from Appointment Setter Online were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Their work included handling inbound and outbound calls, following up with leads, booking appointments directly into our calendar, and keeping us updated with regular reports. They also ensured that every client inquiry was addressed professionally and promptly.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Thanks to their support, we noticed a significant improvement in appointment scheduling and lead management. Fewer inquiries were missed, and we were able to convert more potential customers into actual service bookings.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The project was well-managed and organized. The team was professional, delivered on time, and quickly adapted to our requests.

What was your primary form of communication with Appointment Setter Online?

Email or Messaging App

What did you find most impressive or unique about this company?

Communication was clear, and they were always ready to adjust their approach when needed.

Are there any areas for improvement or something Appointment Setter Online could have done differently?

Overall, our experience was excellent. The only small suggestion would be more detailed reporting to track trends over time, but even without that, their service added great value.