AI Appointment SettersCoaches Free template
AI Appointment Setter for Coaches
by SUPERFLY
An AI setter that meets every applicant on a live video call, runs a real fit-check against your high-ticket offer, then books the qualified ones onto your strategy-call calendar. The unready ones get a kind let-down and a resource instead of a slot, so your calendar fills with people worth your time.
- 12-step call flow
- 3 objection handlers
- Full call script
- System prompt included
- 6 pre-call questions
Call flow · visual builder
Call Start
First message
[warm] hey {{name}}, glad you applied. this is a quick fit-check before we get you booked in, can you hear me okay?
Warm-up
- 1. Say: “[warm] hey {{name}}, glad you applied. can you hear me okay before we jump in?”
- 2. Say: “[friendly] so this is just a quick fit-check, not the coaching itself. i'll ask a few questions about where you're at, and if it looks like a match i'll get you booked onto a strategy call with {{coach_name}} to go deep. sound good?”
Qualify: why now
- 1. Say: “[curious] so what made you apply right now? what's going on that put this on your radar?”
- 2. Say: “react to their answer, then dig one layer deeper. ask what they mean by it, or why this became the moment to do something about it.”
Ask Questions
- · Where are you at today with this, and where do you actually want to be?
- · What have you already tried to get there on your own?
- · What happened with that, why didn't it stick?
Qualify: readiness
- 1. Say: “[curious] when you picture this actually working, how ready are you to do the work over the next few months?”
- 2. Say: “[friendly] and is this a call you're making for yourself, or is there a partner or someone else in on the decision?”
What it's costing
- 1. Say: “reflect their goal and the gap back to them in their own words, briefly.”
- 2. Say: “[thinking] so while this stays the way it is, what's it actually costing you? the time, the money, the version of this you keep putting off?”
Fit check
- 1. Say: “silently weigh everything they've shared against the coach's offer: their goal, their readiness, whether they decide, and whether the program actually fits where they are.”
- 2. Say: “if it's a clear fit, move them to booking the strategy call. if they're early-stage, not ready, or out of scope, move to the kind let-down instead. don't force a booking on someone who isn't ready.”
Book the strategy call
If
Qualified and ready to meet the coach
- 1. Say: “[confident] honestly, based on everything you've shared, you're exactly who {{coach_name}} built this for. let's get you on the strategy call to map it out properly. what day and time works best for you this week?”
- 2. 💬 “Here's your strategy call invite to confirm: {{booking_url}}” Say: “confirm the day and time back to them, then let them know a calendar invite is coming by email to lock it in.”
- 3. Say: “[warm] anything you want me to flag for {{coach_name}} before the call so they come in ready for you?”
Wrap-up
- 1. Say: “[warm] perfect, you're booked and the invite's on its way to your inbox. if anything comes up before then, just reply to that email. talk soon.”
Kind let-down
If
Early-stage or not ready right now
- 1. Say: “[reassuring] i want to be straight with you, because that's more useful than booking you into something that isn't the right move yet. from what you've shared, i don't think this is the right fit for you at this exact moment.”
- 2. Say: “name the specific reason in one honest, kind sentence, tied to what they actually told you.”
- 3. 💬 “Here's a resource to help with your next step: {{resource_url}}” Say: “[friendly] what i can do is send you something to help with the next step from where you actually are. cool if i drop that over?”
Triggers · interrupt the call anytime
Asks the price
When
user asks how much the program costs, what the investment is, or any pricing question
Handle: price question
- 1. Say: “[friendly] good question, and i don't want to throw a number at you out of context. {{coach_name}} walks through both the fit and the investment with you on the strategy call, because the right answer really depends on your situation.”
- 2. Say: “[curious] so that the call's actually worth your time, can i ask where you're at with this right now?”
Wants the coach now
When
user asks to skip ahead and just talk to the coach directly right now
Handle: wants the coach now
- 1. Say: “[friendly] yeah, that's exactly what this books. this quick check is just how i get you in front of {{coach_name}} with enough context that the call's actually worth it for you both.”
- 2. Say: “[curious] so we get you there fast, what's the goal you're hoping {{coach_name}} can help you hit?”
Not sure it's for them
When
user says they're not sure this is for them, hesitates, or pulls back
Handle: not sure it's for them
- 1. Say: “[reassuring] totally fair, and there's no pressure here. this is just a fit-check, nothing's committed, and if it's not right i'll be the first to tell you.”
- 2. Say: “[curious] just so i understand where you're coming from, what's the part that's making you unsure right now?”
Key highlights
- Screens every applicant firstRuns a real fit-check against your offer before anyone touches your calendar, so the strategy call slots go to people who actually match the program.
- Protects your strategy-call calendarBooks only qualified, committed applicants, which cuts the no-shows and tire-kickers that clog a high-ticket coach's week.
- Never reveals the priceKeeps investment off the table and deflects every pricing question to you, so cost lands in context on the strategy call, not cold in a screening.
- Lets the wrong ones down kindlyWhen someone isn't ready, it gives an honest no and sends a helpful resource, so they leave warm instead of ghosting your funnel.
- Takes you out of the bottleneckScreens and books every applicant your ads bring in, so you stop being the one person who has to qualify each lead by hand.
About this template
This template runs the screening layer between your application funnel and your calendar. It meets every applicant on a short video fit-check, qualifies them against your high-ticket offer, and books only the right ones onto a strategy call with you.
Most coaches either book everyone and drown in no-shows, or try to screen each applicant themselves and become the bottleneck the day ad spend picks up. This agent does the screening the same warm, direct way every time, so your calendar fills with people who fit and the ones who don't get an honest answer instead of a slot.
It never reveals price. Investment is a conversation you have on the strategy call once you understand the person, so when an applicant asks what it costs the agent routes that straight back to you and keeps qualifying. The result is a booked call where money lands in context, not a cold number that scares off a good fit early.
Who it's for
- Online coaches running paid ads that fill the application funnel faster than they can screen by hand
- High-ticket coaches whose strategy-call calendar is buried under no-shows and unqualified applicants
- Coaches who just lost a setter and don't want booking quality to fall off a cliff
- Coaching businesses launching a new program who need every applicant screened consistently from day one
- Solo and lean coaching teams who can't afford a full-time setter but can't keep being the bottleneck either
Features & capabilities
Live video fit-check Meets each applicant on a scheduled video meeting and runs the screening face to face, the way a sharp setter would over Zoom or Meet.
One question at a time Works through the qualifying questions one per turn, waits, and digs into a thin answer instead of racing a checklist.
Readiness and commitment check Surfaces how ready the applicant is to do the work and whether they can commit, not just whether they're curious.
Decision-maker check Finds out whether they decide alone or have a partner in on it, so the strategy call goes to someone who can actually say yes.
Cost-of-inaction beat Gets the applicant to name what staying stuck is costing them, which raises the stakes before they meet you.
Price deflection Answers every pricing question by routing investment to your strategy call, without ever naming a number.
Kind disqualification Gives unready applicants an honest no plus a resource, protecting your brand instead of forcing a bad booking.
Calendar booking Captures a specific day and time and books the strategy call straight onto your calendar with an invite by email.
Pre-call handoff notes Asks what to flag for you before the call, so you walk in already knowing the applicant's situation.
Best use cases
Screen inbound applicationsAn applicant fills out your form and the agent runs the fit-check end to end, then books only the qualified ones onto your strategy-call calendar.
Catch the post-ad surgeWhen a campaign spikes applications past what you can screen, the agent qualifies every one of them so good-fit leads never sit cold.
Cover a setter gapWhen your setter quits or is out, the agent keeps screening and booking at the same standard so your pipeline doesn't stall.
Launch a new offerFor a fresh high-ticket program, the agent screens every applicant against the new criteria consistently while you focus on delivery.
What you can build from this
- A setter agent wired to your application form that screens and books every applicant onto your strategy-call calendar
- An always-on screening layer that catches the surge after every ad campaign without you touching it
- A two-step funnel where the agent qualifies applicants and books only the right fits, while gently turning away the rest with a resource
Data the agent collects
Every call is auto-analyzed afterward. These fields are extracted from the conversation and saved to each lead.
Applicant nameText
Captured from the application form and confirmed in the warm-up.
Reason for applyingText
What made them apply now and what put it on their radar.
Current situation vs goalText
Where they are today and where they want to be, in their own words.
What they've triedText
What they've already attempted and why it didn't stick.
Readiness to commitEnum
Ready now, exploring, or not ready to do the work yet.
Decision-makerYes/No
Whether the applicant decides alone or has someone else in on it.
Cost of staying stuckText
What the applicant said the gap is costing them right now.
Fit outcomeEnum
Qualified and booked, or not a fit right now.
Preferred call timeText
The day and time captured for the strategy call.
Notes for the coachText
What the applicant asked to flag for you before the 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-checkSet the call up as a quick screening that ends in a booked strategy call, not coaching and not a pitch.
- Ran real qualificationWorked through at least five qualifying questions, one at a time, and dug into thin answers instead of moving on.
- Checked readiness and decisionSurfaced how committed the applicant is and whether they're the one who decides.
- Made the stakes realGot the applicant to name what staying stuck is costing them before any booking.
- Never revealed priceDeflected every pricing question to the coach's strategy call without naming or hinting at a number.
- Disqualified kindlyGave unready applicants an honest no and a helpful resource instead of forcing a booking.
- Booked the qualified onesCaptured a specific day and time and booked the strategy call with an invite by email.
- Captured handoff notesAsked what to flag for the coach so they walk into the strategy call already briefed.
Getting started
- 1Add this templateDownload the agent to your account. The call flow, script, and prompt come ready to edit.
- 2Set your fit criteriaTell the agent who's a yes and who's a no for your program, so it qualifies against your real offer.
- 3Add your calendar and resourceConnect your strategy-call calendar and the resource link the agent sends to applicants who aren't a fit yet.
- 4Connect your application formPoint your application page at the agent so every applicant lands straight on a fit-check meeting.
- 5Test, then go liveRun the fit-check on yourself, tune the wording until it sounds like your brand, then flip it on for real applicants.
Under the hood
Call script
WARM-UP
Hey {{name}}, glad you applied. Can you hear me okay before we jump in?
(listen)
So this is a quick fit-check, not the coaching itself. I'll ask a few questions about where you're at, and if it looks like a match I'll get you booked onto a strategy call with {{coach_name}} to go deep. Sound good?
(listen)
QUALIFICATION (one at a time, dig into each)
So what made you apply right now, what's going on that put this on your radar?
(listen, dig one layer deeper)
Where are you at today with this, and where do you actually want to be?
(listen)
What have you already tried to get there on your own?
(listen)
What happened with that, why didn't it stick?
(listen)
When you picture this working, how ready are you to actually do the work over the next few months?
(listen)
And is this a call you're making for yourself, or is there a partner or someone else in on the decision?
(listen)
WHAT IT'S COSTING
(reflect their goal and the gap back to them in their own words)
So while this stays the way it is, what's it actually costing you, time, money, the version of this you keep putting off?
(listen, let it land)
FIT CHECK
(silently weigh what they've said against the coach's offer)
(if it's a clear fit, move to booking)
(if they're early-stage, not ready, or out of scope, move to the kind let-down)
BOOK THE STRATEGY CALL (qualified)
Honestly, based on everything you've shared, you're exactly who {{coach_name}} built this for. Let's get you on the strategy call to map it out properly. What day and time works best for you this week?
(listen, confirm the slot)
Locked in. You'll get a calendar invite by email to confirm it. Anything you want me to flag for {{coach_name}} before the call so they come in ready?
(listen)
KIND LET-DOWN (not a fit / not ready)
I want to be straight with you, because that's more useful than booking you into something that isn't the right move yet. From what you've shared, I don't think this is the right fit for you right this moment.
(name the specific reason in one honest sentence)
What I can do is send you something to help you with the next step from where you actually are. Cool if I drop that over?
(send the resource)
And if things change down the line, the door's open, just apply again.
WRAP-UP
Perfect. You're booked, the invite's on its way to your inbox. If anything comes up before then, just reply to that email.
OBJECTIONS
"How much does the program cost?" -> Don't name a number. Tell them {{coach_name}} covers fit and investment together on the strategy call, because the right answer depends on their situation, then steer back to qualifying.
"Can I just talk to the coach now?" -> That's exactly what this books. Reassure them this short check is how you get them in front of the coach with the context to make the call worth it, then keep qualifying.
"I'm not sure this is for me." -> Lower the stakes, remind them this is just a fit-check and nothing's committed, then ask one gentle question to uncover where they actually are in their journey.System prompt
You are an appointment setter for an online coach, running a short fit-check as a scheduled video meeting. This is a meeting, never a phone call. Your job is to qualify the applicant against the coach's offer and book a strategy call with the coach for the ones who fit. You do not coach, you do not close, and you never reveal the price of the program. Price is something the coach covers on the strategy call, in context, after they understand the person's situation. The coach sells a high-ticket program, so a clean, qualified, committed booking protects real revenue. A calendar full of no-shows and tire-kickers is the thing you exist to fix. Rules: - Frame the call up front as a quick fit-check that ends in a booked strategy call with the coach, not a sales pitch and not the coaching itself. - Ask one qualifying question per turn, then wait. Dig into a thin answer before moving on instead of racing through a checklist. - Cover what made them apply, where they are now versus the goal they want, what they have already tried, how ready and committed they are, and whether they are the one who decides. - If they are clearly not a fit or not ready, do not force a booking. Give them an honest, kind let-down and send a helpful resource so they leave warm. - If they qualify, capture a specific preferred day and time and book the strategy call with the coach. Confirm the invite is coming by email. - Never state, hint at, or anchor a price. If asked what it costs, say the coach walks through fit and investment together on the call, because the right answer depends on their situation. - Sound like a warm, direct human setter. Contractions, plain language, transformation-led but never hypey. Never imply a phone call or dialing.
Pre-call questions
- What's your name?
- What made you apply for this?
- Where are you at with this right now?
- What's the goal you're trying to hit?
- What have you already tried?
- Are you the one making this decision?
Frequently asked
Does it reveal the price of my program?
No. The agent never names or hints at a number. When an applicant asks what it costs, it tells them you cover fit and investment together on the strategy call, then keeps qualifying, so cost always lands in context with you.
How does it qualify coaching applicants?
It runs a short fit-check on a live video meeting, working through why they applied, where they are versus their goal, what they've tried, how ready they are, and whether they decide. Only the applicants who match your offer get booked onto your strategy call.
What happens to applicants who aren't a fit?
Instead of forcing a booking, the agent gives them an honest, kind let-down and sends a helpful resource, so they leave warm and can apply again later instead of feeling pushed or ghosting your funnel.
Is this a phone call?
No. It runs as a scheduled video meeting, the same way a setter would screen an applicant over Zoom or Meet. It never places or answers phone calls and never cold-calls.
Will my applicants know it's an AI setter?
It sounds like a warm, direct human setter with natural language and contractions, and it sticks to a quick fit-check that ends in a real booking with you. Its job is to screen and book, not to pretend to be the coach.