There’s a ton of things you do with AI in your business, from writing better product listings and marketing plans through to creating photorealistic images or writing catchy ad copy, however few use cases come close to the return you can get from deploying AI Appointment Setters.
AI appointment setters are automated systems that you can place in front of inbound callers or website visitors, or they can be tasked with reaching out to your leads. In both scenarios your AI Agent has a singular focus, which is getting qualified leads or callers to book a sales appointment with you or your team.
Voice AI Appointment Setters
Voice AI has come a long way in the last few months, the clunky robotic speech and laggy responses are a thing of the past, nowadays the natural language and fast response means conversations with an AI Voice agent are as good, if not better than a human to human conversation. You can tune them to be as light hearted or serious as your business dictates.
How do voice ai appointment setters work?
Our voice ai agents are connected to large language models like the latest ChatGPT so have access to unlimited knowledge and can hold down complex natural language two way conversations about any subject.
However that’s just the start.
From there we train the AI model on your business, feed it your training, knowledgebase, products, services, phone scripts, good sales call recordings - all the things you would use to train staff internally.
Then we give the AI Appointment Setter a task: its mission in life - to qualify the person it is talking to and get them to an appointment. Even if the conversation goes off track, the Ai Agent will steer the conversation back around to its mission.
This usually takes the form of an appointment scheduled in your CRM or calendar along with a recording or transcript of the conversation, so you know what was said prior to the follow up call.
Appointment Setters for After Hours Calls
People are funny creatures, they often call a business at odd hours or over the weekend expecting to talk to a salesperson or customer service rep. They have questions and want answers and they want them NOW.
If nobody picks up their call, or they get a recorded message the chances are they move on to the next supplier. A big lost opportunity.
Back in the old days (2023) you would need to staff your switchboard 24/7 or transfer your calls to a call centre or answering service. All expensive options with the latter options providing little value in terms of product knowledge or enthusiasm.
By sending your after hours calls to your AI appointment setters, you can capture the lead on the spot, answer their questions with quality knowledge and clarity and get them to commit to a call back appointment. This micro commitment is usually enough to take them off the market until the appointment time, so they stop ringing around.
If the callers are existing customers or just after some information, the AI Agent can answer them so they go away happy which just adds to your customer satisfaction levels.
Voice AI for Outbound Marketing
When you run ads or buy leads or have decent SEO and website forms that capture lead information, you are guaranteed to have a large percentage of those prospects that remain un-contacted.
Chances are you and your team don’t have the time to continually dial them.
That’s where AI comes into its own. You can feed your AI Appointment Setters with the leads you would like to contact. The Agent will then dial and keep on dialling until it gets through and then gets into a natural language conversation with the lead, qualifies that they are still in the market for what your offer and then sets the appointment.
There are some rules and regulations around outbound cold calling, especially B2C, however if your database has opted in via a webform for instance, then they are fair game.
You can also use outbound Voice Ai Appointment Setters to contact your customer base, make new offers, notify of impending policy renewals or whatever you can imagine. If a human caller can do it, so can your AI Agent.
Voice AI Appointment Setters for Radio or Offline Ads
This works for both SMS and Voice calls. Change your CTA on offline ads so the responder needs to call a specific number to redeem an offer or learn more. Your AI Setter is at the end of that phone.
From there, the AI appointment setter can qualify the lead and either set an appointment or even live transfer the caller to a sales rep (during work hours)
Not only does this ensure only genuine leads make it through to your sales team, it also gives you a way to measure ad response and analyse the conversations of the people who didn’t qualify so you can adjust your messaging to get better responses.
Text Based AI Appointment Setters
You probably have some experience communicating with chatbots, it probably wasn’t good. The problem with traditional chatbots is they are set up with a predetermined set of questions and answers. You had to spend a lot of time guessing the questions they could answer.
When you introduce AI into the equation the game changes.
Much like Voice AI, text based ai appointment setters are Ai agents that can hold down a conversation about anything. They are trained the same way and become knowledgable about your business, products and services. They can chat back and forth over SMS or messaging platforms with the predefined mission to set an appointment.
AI Appointment Setters for Website Chat
Replacing your contact us form or chat widget with an AI Appointment Setter takes your customer service and prospecting to a new level.
When the site visitor can get into a proper two way conversation that is natural & knowledgable they are much more likely to view your business favourably.
Because the AI Agent is also tasked with getting an appointment set, the lead is captured there and then, so the visitor is less likely to continue shopping around.
If the visitor is simply directed to a contact us form without getting the engagement they were seeking first, they probably wont fill it in and will move on.
AI solves that problem.
AI Appointment Setters for Ad responders
Wherever you are running ads, be that Facebook, X, Instagram, TikTok, LinkedIn, or wherever, instead of sending people to a landing page, you can engage with them on the spot.
Once in a conversation your AI appointment setter can get to work qualifying the lead in or out, capturing the conversations for analysis and setting call back appointments with high quality leads.
The lead doesn’t even need to leave the platform they saw the ad on.
It is also possible to live transfer the leads responding on phones directly to your sales team.
AI Appointment Setters for Database Reactivation.
Most businesses with active marketing or advertising have a pile of un-contacted or cold leads. In some industries this can be as high as 30-40%
Running these leads through an AI Appointment Setter that uses SMS is a game changer.
The main reason is people seldom answer unknown numbers, they just don’t. But get a text message, that’s a different story.
Once the cold lead is chatting, your AI Agent gets to work, checks if they are still in the market then qualifies them and sets the appointment.
Results will vary depending on the age of the database, but it can yield spectacular results.
Is an AI Appointment Setter right for my business and what does one cost?
The short answer is, we don’t know until we get to know a little more about your business and what communication challenges you need to solve or do better.
For some people it will be getting to engage with people faster or to hunt down tricky to reach leads.
For others it will be eliminating costs or sub optimal call centres and better communications, especially after hours.
I terms of costs, there are too many variables to consider to say here. Like location, call volumes, number of phone lines to cover, ad platforms to monitor or the complexity of the AI model training and systems integrations.
Some services we are happy to perform up front for free in return for a back-end revenue share of sales. Other services have a setup and monthly rental model.
Which is right for you, we don’t know until we have a chat and get to know your business. To set the wheels in motion and explore this opportunity click the button below.