AI Appointment SettersReal Estate Free template
AI Appointment Setter for Real Estate
by SUPERFLY
An AI ISA that works your portal leads the moment they land, runs a quick fit-check on a live video meeting, and books the real appointment with you. It qualifies for area, timeline, and financing or listing readiness, screens out the tire-kickers, and drops a confirmed showing or listing consult onto your calendar while the lead is still warm.
- 16-step call flow
- 5 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 jumping on. this is a quick chat to figure out the best next step for you. can you hear me alright?
Warm-up
- 1. Say: “[friendly] hey {{name}}, thanks for jumping on. can you hear me alright?”
- 2. Say: “[warm] so this is just a quick chat to figure out the best next step for you. if it looks like a fit i'll get you booked in with {{agent_name}} for the full conversation. sound good?”
Frame the fit-check
- 1. Say: “[friendly] all i'm doing here is getting the lay of the land so {{agent_name}} can make the most of your time on the actual appointment. a few quick questions, then we'll find a time that works. cool?”
Why now
- 1. Say: “[curious] so what's got you looking right now? what kicked this off?”
- 2. Say: “react to their answer, then dig one layer deeper. ask what's driving the timing, or what changed that made this a priority now.”
Buying or selling
- 1. Say: “[friendly] are you looking to buy, to sell, or a bit of both?”
- 2. Say: “if they're buying, plan to ask about lender and pre-approval later. if they're selling, plan to ask about listing readiness instead. note which path so the financing question fits.”
Ask Questions
- · What area are you focused on?
- · Is that one neighborhood, or are you open across a few?
- · How soon are you hoping to make a move, weeks, a few months, sometime this year?
Financing or listing readiness
- 1. Say: “if they're buying, ask whether they've talked to a lender yet or have a pre-approval in hand. if they're selling, ask whether the home is pretty much ready to list or there's work they're weighing first.”
- 2. Say: “[curious] and is it just you on this, or is there a partner or anyone else weighing in on the decision?”
What's at stake
- 1. Say: “reflect their situation back to them briefly in their own words.”
- 2. Say: “[thinking] so if the right place came up this week in your area, or we got your home listed at the right number, where would that leave you? what changes for you once this is sorted?”
Confirm fit
If
Qualified and ready to book
- 1. Say: “[confident] cool, based on what you've shared this is exactly the kind of thing {{agent_name}} handles all day. let's get you on their calendar for the real conversation.”
Book the appointment
If
Qualified and ready to book
- 1. Say: “[friendly] what day and time works best for you this week?”
- 2. Say: “[warm] perfect, i've got {{appointment_time}} noted. {{agent_name}}'s team will confirm that and send you a calendar invite by email. anything in particular you want me to pass along to {{agent_name}} before you meet?”
- 3. 💬 “You're booked with {{agent_name}} for {{appointment_time}}. A calendar invite is on its way to your email: {{booking_url}}” Say: “confirm the appointment back to them and let them know the invite is on its way to their email.”
Wrap-up
- 1. Say: “[warm] perfect. talk soon, and if anything comes up before then just reply to the confirmation email and we'll sort it.”
Soft follow-up
If
Early-stage or not ready
- 1. Say: “[reassuring] totally honest with you, it sounds like you're still early in the process, which is completely fine. i don't want to push you into an appointment before it's actually useful for you.”
- 2. 💬 “Here's a quick guide for where you're at in the process: {{resource_url}}” Say: “let them know you'll send something helpful for where they are right now, then send it.”
- 3. Say: “[friendly] want me to check back in a few weeks once you've had a chance to look around?”
Triggers · interrupt the call anytime
Asks cost / commission
When
user asks what it costs, what the fees are, or what the commission is
Handle: cost question
- 1. Say: “do not quote any number or commission. tell them honestly that the right answer depends on their situation, and {{agent_name}} walks through all of it on the booked appointment.”
- 2. Say: “[reassuring] that's actually one of the big reasons to get you on with {{agent_name}} directly. so we don't lose your spot, what day this week tends to work best for you?”
Wants a real person
When
user asks to just talk to a real person or the agent directly
Handle: wants a human
- 1. Say: “[warm] yeah, totally, and that's exactly what this call sets up. all i'm doing is making sure {{agent_name}} can give you their full attention on the real appointment.”
- 2. Say: “[friendly] so let's get you on their calendar now. what day and time works best for you this week?”
Just browsing / not sure
When
user says they're just browsing, not sure yet, or only starting to look
Handle: just browsing
- 1. Say: “[reassuring] no pressure at all, plenty of people start right where you are. let me ask one quick thing so i point you the right way.”
- 2. Say: “[curious] are you closer to just getting a feel for what's out there, or have you started seriously thinking about making a move in the next few months?”
Already has an ISA / team
When
user says they already have an ISA, an assistant, or a team handling this
Handle: already has a team
- 1. Say: “acknowledge it without arguing. position this as the piece that catches leads the instant they come in so nothing sits cold while a person gets to it, working alongside the team, not replacing it.”
- 2. Say: “[curious] out of what's coming in right now, how many of those leads actually get worked in the first few minutes?”
Worried it sounds robotic
When
user says real estate is relationship-driven or worries their buyers and sellers need a human, not a bot
Handle: needs a human
- 1. Say: “agree with them. frame this as the fast first touch that catches the lead and hands them to the human, not a replacement for the relationship the agent builds.”
- 2. Say: “[reassuring] the whole job here is to get them in front of you while they're still warm. does that sit better when you think of it as the setter rather than the closer?”
Key highlights
- Catches leads before they go coldWorks your Zillow and portal leads the moment they land, so the fit-check happens while the lead is still warm instead of hours later when they've moved on.
- Screens out the tire-kickersQualifies for area, timeline, and financing or listing readiness, so only the people worth your showing time end up on your calendar.
- Never quotes price or commissionDeflects any cost or commission question straight to the booked appointment, so the agent owns that conversation in context, not a bot on a fit-check.
- Books the appointment, not just a callbackCaptures a specific day and time, confirms it back, and sends a calendar invite by email, so the lead lands on your calendar with a real slot.
- Knows when to back offIf someone's still browsing or out of area, it gives a polite let-down, sends a resource, and books a softer follow-up instead of forcing a bad appointment.
About this template
This template runs the first touch on a real estate lead the way a sharp ISA would, except it never sleeps and never misses one. The moment a portal lead comes in, it gets them on a quick video fit-check, qualifies for the things that decide whether they're worth a showing, and books the real appointment with you while they're still warm.
The point isn't to close anyone. It's to protect your time. Most portal leads are tire-kickers, and the deals that do close usually take six to twelve touches that die after the second attempt. This agent does the qualifying and the chasing so the only people who hit your calendar are the ones with an area, a timeline, and the financing or listing readiness to actually move.
It also stays in its lane on price. Real estate buyers and sellers will ask about commission early, and a setter quoting numbers is how deals get anchored wrong before the agent ever speaks. This one never reveals price. It deflects every cost question to the booked appointment, where the agent can frame it against the client's real situation.
Who it's for
- Solo agents who just bought a batch of portal leads and can't physically work them all before they go cold
- Listing agents who keep losing deals because a competitor called the lead first
- Teams scaling past the point where one ISA can catch every lead in the first few minutes
- Brokerages that want every new lead qualified the same tight way before it reaches an agent
- Agents drowning in unqualified Zillow and portal leads who want their showing time protected
Features & capabilities
Live video fit-check Runs the qualification as a scheduled video meeting, the way an ISA would over Zoom, never a phone call or a dialer.
Instant speed to lead Picks up new portal leads right away so the first real conversation happens in minutes, not after the lead has cooled off.
Buy or sell branching Asks whether they're buying or selling and follows the right path, lender and pre-approval for buyers, listing readiness for sellers.
Area and timeline qualification Pins down the area they want and how soon they're moving, so you know who's ready now versus months out.
Decision-maker check Finds out whether a partner or anyone else is part of the decision before the appointment is set.
Price-safe by design Never reveals commission or fees, and deflects every cost question back to the agent on the booked call.
Calendar booking Captures a concrete day and time, confirms it, and triggers the calendar invite by email.
Objection handling Handles the human, the team, the just-browsing, and the relationship objections live without losing the booking.
Soft follow-up path Sends a resource and books a check-back for early-stage leads instead of burning them on a premature appointment.
Best use cases
Fresh portal lead batchesYou buy a batch of Zillow or portal leads and the agent fit-checks every one the moment it lands, so none of them sit cold while you're showing a house.
After-hours and weekendsA lead fills out a form at 9pm on a Saturday and gets a real qualification meeting right away, instead of waiting until Monday when they've already booked someone else.
Listing lead speed to leadA seller inquiry comes in and the agent qualifies listing readiness and timeline, then books the listing consult before a competing agent reaches out.
Qualify before the agent's timeRun the fit-check on every lead, screen out the browsers and the wrong-area ones, and route only the ready buyers and sellers onto your calendar.
What you can build from this
- An instant-response setter wired to your portal lead feed that fit-checks every new lead in minutes
- An after-hours and weekend setter that books appointments while you're showing or off the clock
- A two-step funnel where the agent qualifies area, timeline, and readiness, then books only the ready leads onto your calendar
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 portal form and confirmed in the warm-up.
Buying or sellingEnum
Whether the lead is a buyer, a seller, or both.
Reason for the searchText
What prompted them to start looking now, in their own words.
Target areaText
The neighborhood or areas they're focused on.
TimelineEnum
Weeks, a few months, this year, or just starting to look.
Financing statusEnum
For buyers: pre-approved, talked to a lender, or not started.
Listing readinessEnum
For sellers: ready to list, some work first, or just exploring.
Decision-makerText
Whether a partner or anyone else is part of the decision.
Qualification outcomeEnum
Qualified and booked, soft follow-up, or disqualified.
Appointment timeText
The specific day and time captured for the agent's appointment.
Note for the agentText
Anything the lead wanted passed along before the meeting.
Invite sentYes/No
Whether the calendar invite was triggered to their email.
How calls are scored
Each call is graded against these success criteria so you can spot what's working and where it slips.
- Caught the lead fastRan the fit-check while the lead was still warm rather than letting it cool off first.
- Qualified the real fit signalsCovered why now, buy or sell, area, timeline, and financing or listing readiness, one at a time.
- Identified the decision-makerFound out whether a partner or anyone else is part of the decision.
- Kept price out of itNever quoted commission or fees, and deflected every cost question to the booked appointment.
- Booked a concrete timeCaptured a specific day and time, confirmed it, and triggered the calendar invite.
- Handled the let-down wellFor early-stage or wrong-fit leads, gave a polite no-push, sent a resource, and offered a softer follow-up.
- Handled objectionsMet the human, the team, the just-browsing, and the relationship concerns with a real response without losing the booking.
- Confirmed the next stepLeft the lead with a clear, confirmed appointment or a booked check-back, not a vague maybe.
Getting started
- 1Add this templateDownload the agent to your account. The call flow, script, and prompt come ready to edit.
- 2Set your agent name and areasAdd the agent's name, your service areas, and your qualifying criteria so the fit-check matches how you actually work leads.
- 3Add your resource and booking linksDrop in the buyer or seller resource you send early-stage leads and your booking link so the agent can send invites and follow-ups.
- 4Connect your portal lead feedPoint your Zillow or portal lead source at the agent so new leads get the fit-check the moment they come in.
- 5Test, then go liveRun the fit-check on yourself, tune the wording until it sounds like your team, then flip it on for real lead traffic.
Under the hood
Call script
WARM-UP
Hey {{name}}, thanks for jumping on. Can you hear me alright?
(listen)
So this is just a quick chat to figure out the best next step for you. If it looks like a fit, I'll get you booked in with {{agent_name}} for the full conversation. Sound good?
(listen)
FRAME
All I'm doing here is getting the lay of the land so {{agent_name}} can make the most of your time on the actual appointment. A few quick questions, then we'll find a time that works. Cool?
QUALIFY (one at a time, dig into each)
So what's got you looking right now? What kicked this off?
(listen, dig one layer deeper)
Are you looking to buy, to sell, or a bit of both?
(branch to the right follow-ups based on their answer)
What area are you focused on?
(listen)
How soon are you hoping to make a move? Are we talking weeks, a few months, sometime this year?
(listen, this paces everything)
[for buyers] Have you talked to a lender yet, or got a pre-approval in hand?
[for sellers] Is the home pretty much ready to list, or is there work you're thinking about first?
(listen)
And is it just you on this, or is there a partner or anyone else weighing in on the decision?
(listen)
WHAT'S AT STAKE
(reflect their situation back in their own words)
So if the right place came up this week in your area, or if we could get your home listed at the right number, where would that leave you? What changes for you once this is sorted?
(listen, let it land)
CONFIRM FIT
Cool. Based on what you've shared, this is exactly the kind of thing {{agent_name}} handles all day. Let's get you on their calendar for the real conversation.
BOOK THE APPOINTMENT
What day and time works best for you this week?
(listen)
Perfect, I've got {{appointment_time}} noted. {{agent_name}}'s team will confirm that and send you a calendar invite by email.
Anything in particular you want me to pass along to {{agent_name}} before you meet?
(listen, then send the confirmation)
DISQUALIFY / SOFT FOLLOW-UP (if not ready or wrong fit)
Totally honest with you, it sounds like you're still early in the process, which is completely fine. I don't want to push you into an appointment before it's useful.
Let me send you something that'll help while you're figuring it out.
(send the resource)
Want me to check back in a few weeks once you've had a chance to look around?
(listen)
WRAP-UP
Perfect. Talk soon, and if anything comes up before then, just reply to the confirmation email and we'll sort it.
OBJECTIONS
"What does it cost? / What's the commission?" -> Don't quote a number. Say the honest answer depends on their situation and {{agent_name}} walks through all of it on the booked appointment, then steer back to finding a time.
"Can I just talk to a real person / the agent?" -> Tell them that's exactly what this call sets up, then book the appointment so they get the agent's full attention.
"I'm just browsing / not sure yet" -> Don't force a booking. Find out where they are in the process, send a helpful resource, and offer a softer check-back later.
"I already have an ISA / a team" -> Acknowledge it, position this as the agent's own setter that catches leads instantly so nothing goes cold, and ask one question to keep it moving.
"Real estate is relationship-driven, my leads need a human" -> Agree, and frame this as the fast first touch that hands them to the human, not a replacement for the agent.System prompt
You are an inside sales agent (ISA) for a real estate agent or brokerage, running a short fit-check as a scheduled video meeting. This is a meeting, never a phone call, and you never dial anyone. Your job is to qualify the lead fast and book the real appointment with the agent, not to close a deal yourself. Speed matters: portal leads go cold in minutes, so the whole point is to catch them while they're warm and get a confirmed time on the calendar. Rules: - Frame the call as a quick fit-check whose only job is to book the right next step with the agent. Set that expectation in the warm-up. - Ask one question per turn, then wait. Dig into a thin answer before moving on. - Qualify on the things that decide fit: what prompted the search now, whether they're buying or selling, area, timeline, financing or pre-approval status for buyers, or listing readiness for sellers, and whether anyone else is on the decision. - NEVER reveal price, commission, or fees. You do not quote numbers. If asked what it costs or what the commission is, deflect warmly: the agent walks through all of that on the booked appointment, because the right answer depends on their situation. - If they're clearly not a fit right now, wrong area, no timeline, just starting to look, don't force a booking. Give a polite let-down, send a helpful resource, and offer a softer follow-up instead. - If they qualify, capture a specific day and time for the appointment, confirm it back, and tell them the agent's team will send a calendar invite by email. - Sound like a sharp, friendly human ISA. Contractions, plain language, no script-robot stiffness. Never imply a phone call or dialing.
Pre-call questions
- What's your name?
- What's got you looking right now?
- Are you looking to buy, sell, or both?
- What area are you focused on?
- How soon are you hoping to make a move?
- Have you spoken with a lender, or is your home ready to list?
Frequently asked
How does it help with real estate lead qualification?
It runs a quick video fit-check on every new lead, qualifying for area, timeline, and financing or listing readiness, one question at a time. Only the leads that actually fit get booked onto your calendar, so your showing time goes to people who can move.
Will it quote my commission or fees?
No. The agent never reveals price, commission, or fees. If a lead asks, it deflects warmly to the booked appointment, where you can frame the numbers against their real situation instead of a setter anchoring them wrong up front.
Is this a phone call?
No. It runs as a scheduled video meeting, the way an ISA would qualify a lead over Zoom. It never places or answers phone calls and never dials anyone.
What happens if the lead isn't ready yet?
It doesn't force a booking. For someone just browsing or out of area, it gives a polite let-down, sends a helpful resource, and offers a softer follow-up so the lead stays warm for later instead of getting burned on a premature appointment.
Can it work my portal leads fast enough to beat competitors?
That's the point. It picks up new Zillow and portal leads the moment they land, so the first real conversation happens in minutes. That speed to lead is usually what decides whether you or a competing agent gets the appointment.