Advisor OS / AI appointment setter

AI appointment setter

An AI appointment setter for the leads your team can't answer tonight

A lead who writes at 10pm usually waits till morning. An AI agent on the advisor's WhatsApp number can answer, offer free times from their booking page and book the first meeting, then hand the chat to a person when one is needed.

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30 minutes, times shown in your timezone
Rina · Facebook ad leadIllustrative

Hi, I filled in your form about retirement planning. Can we talk this week?10:12pm

Hi Rina, thanks for writing in. Happy to. Is this for yourself, or with your partner too?10:12pm · agent, as Daniel

Just me10:14pm

Got it. I'm free Thu 2:30pm or Fri 11:00am for 30 minutes. Which suits you?10:14pm · agent, as Daniel

Thu works. rina@example.com10:15pm

Booked Thu 2:30pm · on the booking page
How it works

How it books your team's appointments, in four steps

  1. It answers in your wordsOn the advisor's own WhatsApp number, written the way your team writes, from your instructions and past chats.
  2. It asks your questionsThe ones your advisors ask before a first meeting, in the order they ask them.
  3. It offers real free timesTimes open on the advisor's booking page, checked against what it already offered before they go out.
  4. It books and remindsIt asks for their email and books the time on the advisor's booking page, which adds it to their Google Calendar once that's connected. Then it reminds them on WhatsApp before the meeting.
Booking in the chat

The lead picks a time in the chat and it's on your calendar

Right now a first meeting takes four or five messages, and a rep who remembers to send them. The agent offers a few free times from the advisor's booking page, takes the one the lead picks, asks for their email and books it. The booking page puts it on the advisor's Google Calendar when that's connected, and the lead's card moves to your booked stage.

  • Times come from each advisor's own booking page
  • If a time has just gone, it offers the nearest free ones
  • Leads move the meeting by asking in the chat
Rina · offered timesIllustrative
Thu 2:30pmFree on Daniel's booking pagePicked
Fri 11:00amFree on Daniel's booking pageOffered
Card movedNew lead to Appointment setDone
Hand-over to a person

Clients who want a person get one

Some leads want to talk to your advisor, or ask something only your advisor should answer. The agent stops and hands the chat over with what they asked and why it stopped, to a WhatsApp number, your Lark group, or both. Once someone on your team replies, it stays out of that chat.

  • The question and the reason, in one message
  • It steps back once your advisor replies
  • Done with the chat? Hand it back to the agent
Hand-over · to DanielIllustrative
Ken asked for a person"Can I speak to Daniel directly about my existing policy?"Needs you
Why it stoppedHe asked for a personSent
Daniel repliedThe agent stays out of this chatYou have it
Follow-ups

Follow up without getting your number flagged

Your reps either forget to follow up or send five chasers. Here follow-ups start switched off. The advisor turns them on and picks once or twice, and that count covers people who never replied as well as people who went quiet. Each one waits at least a day after the last message and goes out only in the follow-up hours, 9am to 9pm unless you change them. Off or once is the safer setting for a new number, because chasing strangers is how a WhatsApp number gets restricted.

  • Follow-ups are off until the advisor turns them on
  • Once or twice at most, a day apart at the earliest
  • If a lead asks to talk next month, it checks in then
Who hears from itIllustrative
Follow-ups offThe default. Quiet leads get no chaserNo follow-up
Follow-ups set to onceOne message a day after the last, in the follow-up hoursOnce
Asked to talk next monthChecks in on the date they gaveScheduled
Reminders

Fewer no-shows with WhatsApp reminders

A booked meeting only counts if they turn up. The agent reminds the lead on WhatsApp on the morning of the appointment and again two hours before, unless you pick other times.

  • Morning-of and two hours before, by default
  • Up to four reminders, at times you choose
  • No chasing while a booking is pending
Reminders · Rina, Thu 2:30pmIllustrative
Thu 9:00amMorning-of reminder on WhatsAppDefault
Thu 12:30pmTwo hours before the meetingDefault
Other nudgesPaused until the meetingHeld
Set up with you

Test it on yourself before it talks to a lead

You don't get a login and a blank page. We set it up with your team: the agent's instructions and tone from your own chats, each advisor's booking page, and where hand-overs go. Then you chat with it the way a lead would, fix what sounds off, and publish when it sounds like your team.

  • Instructions written from your team's own chats
  • A test chat that sends nothing to anyone
  • Nothing goes to a lead until you publish it
Test chat · nothing is sentIllustrative
You, as a lead"How much does a review cost?"Test
Your fix"Don't quote fees. Offer a call instead."Applied
PublishOnly then does it answer real leadsDraft

Before you link a number

The agent links your WhatsApp number as a device, the way WhatsApp Web does. WhatsApp's linked devices page warns that linking your device through unofficial apps or websites may put your account at risk. Nobody can promise a number won't be restricted. What we control is how it sends: follow-ups off unless you turn them on and never more than two, first messages to new leads spaced about an hour apart on each number, and nothing outside the hours you set.

Questions

Questions teams ask first

What is an AI appointment setter?

Software that answers new leads, asks the questions a setter would, and books the first meeting. Most of the ones you'll find make phone calls. This one works in WhatsApp chats, on your advisors' own numbers.

Does it reply as the advisor?

Yes. It writes in the first person, as the advisor, in the words you gave it. On a business line it can write as the business instead.

Which leads does it answer?

Leads from your ads and forms once they reply, and people who message first if you switch that on. It leaves group chats and personal chats alone.

Will it keep chasing people who don't reply?

Not unless you turn follow-ups on. They start off. Switched on, the advisor picks once or twice, for leads who went quiet and for leads who never replied, each at least a day after the last message and only in the follow-up hours. Then it stops until the lead writes.

Can we read what it said?

Yes. Every message it sends sits in your inbox on that lead's chat, next to the ones your team typed.

What happens when it can't answer?

It hands the chat to a person with what the lead asked and why it stopped. Once someone replies, it stays out of that chat.

Could our WhatsApp number get restricted?

It could, and nobody can honestly promise otherwise. That's why follow-ups start off and stop at two, first messages to new leads go out about an hour apart on each number, and nothing goes outside the hours you set.

What happens if a number is restricted or logged out?

Sending from that number pauses and we get an alert, so it never fails quietly. The chats stay in your inbox. Whether WhatsApp lifts a restriction is its call, not ours.

What does it cost?

We go through pricing on the call, once we've seen how your team books first meetings.

Related

Where to go next

Lead follow-upA first reply, a next step and a reminder for every lead. Sales coachingCoaching aimed at the step each rep is stuck on. Coaching for financial advisorsFor advisory teams and the managers who run them. For foundersCoaching so the firm stops waiting on you. For repsOne-on-one coaching on your own numbers. Free sales team checkFind the step where your team leaks, in 15 questions.

Stop answering every WhatsApp lead yourself

Bring one real lead chat to the call. We'll show you how the agent would have handled it, and tell you plainly if it fits your team.

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