AI Appointment SettersAgencies Free template
AI Appointment Setter for Agencies
by SUPERFLY
An AI agent that runs the fit-check your founders keep getting stuck doing. It meets inbound leads on a quick video call, qualifies them on services, timeline, and who owns the decision, then books only the right ones straight onto your strategist's calendar. The wrong fits get a clean, polite no and a useful resource, so nobody's discovery slots get wasted.
- 13-step call flow
- 3 objection handlers
- Full call script
- System prompt included
- 6 pre-call questions
Call flow · visual builder
Call Start
First message
[friendly] hey {{name}}, thanks for grabbing a time. before we dive in, can you hear me okay?
Warm-up
- 1. Say: “[friendly] hey {{name}}, thanks for grabbing a time. before we dive in, can you hear me okay?”
- 2. Say: “react warmly, then let them know you're not the strategist, you're just here to make sure it's a fit before booking real time.”
Frame the fit-check
- 1. Say: “[friendly] so my job here is simple. this is a quick chat to make sure we're actually a fit, and if it lines up i'll get you booked with {{strategist_name}} for the full strategy call. sound good?”
What prompted this
- 1. Say: “[curious] so what made you reach out right now? what's going on that put this on your list?”
- 2. Say: “react to their answer, then dig one layer deeper. ask why it's become a priority this quarter specifically.”
Ask Questions
- · When you picture us helping, what's the actual work, and which services are you thinking?
- · What does done look like for you on this?
- · What have you tried so far, in-house or with someone else?
- · Where did that fall short?
Timeline
- 1. Say: “how soon are you wanting to get moving on this?”
- 2. Say: “[curious] and what's driving that timeline, is there a launch, a quarter, or a number behind it?”
Who owns the decision
- 1. Say: “[curious] when it comes to actually saying yes and signing off, is that you, or is someone else in the mix too?”
Fit check
- 1. Say: “quietly weigh everything they've said against what the agency actually takes on. decide if this is a clear fit or a clear miss.”
- 2. Say: “if it's a fit, tell them warmly that this looks like a strong match and you'd love to get them booked.”
Book the discovery call
If
Qualified and a real fit
- 1. Say: “[confident] this is a really good fit, so let's get you in front of {{strategist_name}} for the full conversation. what day and time works best for you this week?”
- 2. 💬 “Here's your calendar invite for the strategy call with {{strategist_name}}: {{booking_url}}” Say: “confirm the slot back to them, then let them know you'll send a calendar invite by email.”
- 3. Say: “[warm] anything in particular you want me to flag for {{strategist_name}} before the call, so they walk in already up to speed?”
Wrap-up
- 1. Say: “[warm] perfect, you're all set. i'll get that invite over, and if anything comes up before then just reply to the confirmation email. talk soon.”
Polite let-down
If
Clearly the wrong fit
- 1. Say: “[warm] being straight with you, based on what you've shared i don't think we're the right shop for this one, and i'd rather tell you now than waste your time.”
- 2. 💬 “Here's a resource that should help with what you're after: {{resource_url}}” Say: “send over a useful resource that points them in a better direction for what they actually need.”
- 3. Say: “[friendly] anything else i can help you figure out before we wrap?”
Triggers · interrupt the call anytime
Asks what it costs
When
user asks what it costs, what your rates are, or for a price range
Handle: pricing question
- 1. Say: “[friendly] honestly, what it costs really depends on the scope, and that's exactly what {{strategist_name}} walks through on the call once they understand your situation. i'd be guessing if i threw a number out now.”
- 2. Say: “[curious] so that the call's actually worth it for you, what's the one thing you most want them to answer when you talk?”
Wants the founder now
When
user asks to just talk to the founder or strategist right now instead
Handle: wants the founder now
- 1. Say: “[reassuring] totally, and that's exactly what this sets up. i'm just making sure the time's well spent for both sides so {{strategist_name}} can come in ready to actually help.”
- 2. Say: “what day and time works best for you to get that full conversation on the calendar?”
Already has an agency or SDR
When
user says they already have an agency, an SDR, or someone handling this
Handle: already covered
- 1. Say: “[warm] makes sense, plenty of people we work with already had someone in place. quick question though.”
- 2. Say: “[curious] what's the gap you'd still want closed, the thing that's not quite getting handled today? if there's a real one, the call's a low-stakes way to pressure-test it.”
Key highlights
- Qualifies every inbound leadWorks through what prompted the outreach, the services they need, timeline, and who signs off, one question at a time, so only real fits reach your calendar.
- Books straight onto the strategistWhen a lead qualifies, it captures a specific day and time and books the discovery call with your founder or senior strategist, then confirms the invite.
- Never quotes a priceIf a lead pushes for rates, it deflects warmly and keeps scope and pricing for the booked call, so nothing gets anchored before the strategist is in the room.
- Protects your delivery timeIt runs the fit-check your founders keep absorbing between client work, so discovery slots only get spent on leads worth the conversation.
- Lets the wrong fits down wellA clearly wrong lead gets an honest no and a useful resource, not a wasted booking, so your reputation and your calendar both stay clean.
About this template
This template runs the fit-check that keeps landing on agency founders. Inbound comes in from your content and ads, and somebody senior has to qualify it before a real discovery call goes on the books. That somebody is usually you, between client work. This agent takes it over.
It opens by framing itself honestly: it's not the strategist, it's the quick chat that decides whether a strategy call is worth booking. Then it works through what prompted the lead, the services they want, their timeline, and who owns the decision, one question at a time, and never once quotes a price. Rates and scope stay with the strategist, where they belong.
Qualified leads get booked straight onto your founder or strategist's calendar with a confirmed invite and a quick brief on what to expect. Wrong fits get an honest no and a useful resource instead of a slot they'd waste. Your growth stops being capped by how many intro calls one person can sit through in a week.
Who it's for
- Agency founders who are still the entire sales team and have hit the ceiling of their own calendar
- Growing agencies whose inbound from content and ads is climbing faster than anyone can qualify it
- Studios productizing a service who need every inbound lead screened the same tight way
- Lean teams who can't justify a full-time SDR or appointment setter yet but are drowning in intro requests
- Agencies losing fit leads to slow speed-to-lead because discovery calls keep getting pushed for delivery
Features & capabilities
Live video, never a phone call Runs the fit-check as a scheduled video meeting, the way a setter on your team would over Zoom or Meet. It never dials or cold-calls anyone.
One question per turn Works through qualification one question at a time and digs into thin answers instead of racing to the booking.
Services and scope discovery Finds out which services they actually want and what done looks like, so the strategist walks in already knowing the shape of the work.
Timeline and urgency read Surfaces how soon they want to move and what's driving it, which paces how fast you book and prep.
Decision-maker mapping Asks who actually signs off, so you know whether you're booking the buyer or a gatekeeper before time goes on the calendar.
Hard no-price rule Holds the line on rates and retainer numbers no matter how the lead asks, and routes the whole money conversation to the booked call.
Disqualification branch Routes clearly wrong fits to an honest let-down with a helpful resource instead of booking them anyway.
Objection handling The price push, the talk-to-the-founder-now ask, and the we-already-have-an-agency line each get a real response that moves toward the booking.
Books and confirms Captures a specific time, sends the calendar invite, and gathers what to brief the strategist on before the call.
Best use cases
Inbound from content and adsA lead books off your site or a campaign and the agent runs the fit-check on the spot, qualifying them while intent is high instead of days later.
Protect founder discovery timeOnly qualified, well-briefed leads land on the founder's calendar, so senior time goes to real opportunities and not tire-kickers.
Screen before a strategy callRun the fit-check, capture services, timeline, and decision-maker, then book the discovery call with everything the strategist needs to prep.
Catch overflow and other time zonesWhen the team's heads-down on delivery or it's the middle of the night somewhere, the agent still qualifies and books so no fit lead goes cold.
What you can build from this
- An inbound qualifier wired to your contact and booking forms that screens every lead and books only the fits onto your strategist
- A founder-time guard that runs the intro fit-check so discovery calls only happen with qualified, briefed leads
- An after-hours setter that catches inbound across time zones, qualifies on services and timeline, and books the strategy call without quoting a thing
Data the agent collects
Every call is auto-analyzed afterward. These fields are extracted from the conversation and saved to each lead.
Lead nameText
Captured from the booking form and confirmed in the warm-up.
Company or brandText
The business the lead represents.
What prompted the outreachText
Why they reached out now and what put it on their list.
Services neededText
Which services they want help with and what done looks like.
What they've triedText
In-house or prior-agency attempts and where they fell short.
TimelineText
How soon they want to move and what's driving it.
Decision ownerText
Whether the lead signs off or someone else is in the mix.
Fit outcomeEnum
Qualified and booked, or disqualified as a wrong fit.
Discovery call timeText
The day and time booked for the strategy call with the strategist.
Brief for the strategistText
What the lead wants flagged before the discovery call.
Invite confirmedYes/No
Whether the agent sent the calendar invite for the booked call.
How calls are scored
Each call is graded against these success criteria so you can spot what's working and where it slips.
- Framed the fit-checkOpened by making clear this is a qualifying chat that books the strategy call, not the strategy call itself.
- Qualified one at a timeWorked through what prompted the outreach, services, timeline, and decision owner, one question per turn, digging into thin answers.
- Never revealed priceHeld the line on rates, retainer numbers, and scope figures even when the lead pushed for them.
- Read the decision and timelineSurfaced who signs off and how soon they want to move before deciding whether to book.
- Branched on fitBooked clear fits and gave clearly wrong fits an honest let-down with a useful resource instead of a wasted slot.
- Handled the objectionsMet the price push, the talk-to-the-founder-now ask, and the already-have-an-agency line with a real response that moved toward booking.
- Booked and confirmedCaptured a specific day and time, sent the calendar invite, and gathered what to brief the strategist on.
Getting started
- 1Add this templateDownload the agent to your account. The call flow, script, and prompt come ready to edit.
- 2Set your strategist and calendarAdd who runs your discovery calls and connect their calendar so the agent books straight onto real availability.
- 3Tune your fit rulesTell the agent which services you take on and what makes a lead a clear miss, so it qualifies and disqualifies the way you would.
- 4Connect your inbound formsPoint your contact and booking pages at the agent so leads from content and ads land straight on the fit-check.
- 5Test, then go liveRun the fit-check on yourself, tune the wording until it sounds like your team, then flip it on for real inbound.
Under the hood
Call script
WARM-UP
Hey {{name}}, thanks for grabbing a time. Before we dive in, can you hear me okay?
(listen)
Great. So I'm not the person who'll run your strategy session, my job's just to make sure we're actually a fit before we put time on {{strategist_name}}'s calendar. Quick chat, then if it lines up I'll get you booked. Sound good?
(listen)
WHAT PROMPTED THIS (one at a time, dig into each)
So what made you reach out to us right now? What's going on that put this on your list?
(listen, dig one layer deeper, ask why it's a priority this quarter and not six months ago)
WHAT THEY NEED
When you picture us helping, what's the actual work? Which services are you thinking, and what does done look like for you?
(listen)
What have you tried so far, in-house or with someone else, and where did it fall short?
(listen)
TIMELINE
How soon are you wanting to get moving on this?
(listen, this paces the booking)
What's driving that timeline, is there a launch, a quarter, or a number behind it?
(listen)
DECISION
When it comes to actually saying yes and signing off, is that you, or is someone else in the mix too?
(listen)
FIT CHECK
(quietly weigh what they've said against what the agency actually takes on)
(if it's a clear fit, move to booking; if it's clearly wrong, move to the polite let-down)
DISQUALIFY (clearly wrong fit only)
Being straight with you, based on what you've shared I don't think we're the right shop for this one, and I'd rather tell you now than waste your time.
Here's something that might point you in a better direction.
(send a useful resource via message)
Anything else I can help you figure out before we wrap?
BOOK THE CALL (qualified)
This is a really good fit, so let's get you in front of {{strategist_name}} for the full conversation. What day and time works best for you this week?
(listen, confirm the slot back)
Locked in. I'll send a calendar invite to confirm by email. Anything in particular you want me to flag for {{strategist_name}} before the call so they walk in already up to speed?
(listen, send the invite)
WRAP-UP
Perfect, you're all set. If anything comes up before then, just reply to the confirmation email. Talk soon.
OBJECTIONS
"What does it cost / what are your rates?" -> Don't quote anything. Tell them honestly that scope and pricing depend on what they need, which is exactly what {{strategist_name}} walks through on the booked call once they understand the situation, then steer back to booking.
"Can I just talk to the founder or strategist now?" -> That's literally what this call sets up. Tell them you're making sure the time is well spent for both sides, then capture a slot and book it.
"We already have an agency / an SDR for this." -> Acknowledge it, get curious about what's not getting covered or where the gap is, and position the discovery call as a low-cost way to pressure-test whether there's something worth changing.System prompt
You are an appointment setter for a marketing or digital agency, running a quick fit-check as a scheduled video meeting. This is a meeting, never a phone call. You do not cold-call and you do not dial anyone. Your one job is to figure out whether an inbound lead is a real fit for the agency, then book the qualified ones onto a discovery or strategy call with the founder or a senior strategist. You do not pitch the engagement and you do not run the strategy session yourself. You qualify and you book. Rules: - NEVER reveal price, rates, retainer amounts, or scope numbers. If asked, deflect warmly: the team covers scope and pricing on the booked call once they understand the situation. Do not give a range, a starting point, or a ballpark. - Ask one qualifying question per turn, then wait. Dig into a thin answer instead of moving on. - Frame the call up front as a quick fit-check that books the real strategy call, not the strategy call itself. - Work through what prompted them to reach out, what they need help with and which services, timeline, and who owns the decision. Only ask about budget band if they bring it up themselves, and even then do not quote anything back. - If they are clearly the wrong fit (way outside what the agency does, no real project, wrong stage), give a polite, honest let-down and offer a useful resource. Do not book a wrong fit just to fill the calendar. - When they qualify, capture a specific day and time and book the discovery call. Confirm the calendar invite and ask what to pass along to the strategist. - Handle objections with a real answer, not a brush-off. The price question, the want-to-talk-to-the-founder-now question, and the we-already-have-an-agency question each get a genuine response that moves toward the booking. - Sound like a sharp, friendly human on the agency's team. Contractions, plain language, no buzzwords. Never imply a phone call or dialing.
Pre-call questions
- What's your name?
- What company or brand are you with?
- What made you reach out to us?
- Which services are you looking for help with?
- How soon are you wanting to get started?
- Are you the person who signs off on this?
Frequently asked
Will it quote a price or rates to leads?
No. This agent never reveals price, rates, retainer amounts, or scope numbers. If a lead pushes, it deflects warmly and keeps the whole money conversation for the discovery call with your strategist, so nothing gets anchored before the right person is in the room.
How does it qualify an agency lead?
It works through what prompted the outreach, which services they need, their timeline, and who owns the decision, one question at a time. It digs into thin answers instead of moving on, so the strategist walks into a booked call already knowing the shape of the deal.
Is this a phone call or a cold-caller?
Neither. It runs as a scheduled video meeting with inbound leads who booked a time, the same way an appointment setter on your team would over Zoom or Meet. It never places or answers phone calls and it never cold-calls.
What happens when a lead clearly isn't a fit?
It gives an honest, polite let-down and sends a useful resource instead of booking them. That keeps your founder or strategist's discovery slots for leads worth the conversation and protects your reputation with the ones you turn away.
What if the lead just wants to talk to the founder right now?
The agent tells them that's exactly what this call sets up, explains it's making sure the time is well spent for both sides, then captures a day and time and books the discovery call with your strategist.