This is exactly how I hire, train, and manage appointment setters for my agency to basically duplicate myself. So this was pretty much single handedly the biggest change I made going from, like, $10.20 k to $50.75
k a month was getting an appointment setter. An appointment setter getting a good one is genuinely the number one investment you can make in your agency. If you go look at how much time you're spending on setting appointments, following up with leads, it can single handlessly be single handedly be the best investment you make and can attribute an extra $10.20, $30,000 a month to your business just by themselves. So if you're an agency or you're doing $5.10, 15, even maybe like 20 k a month and you don't have a setter, you have a setter if they're not performing. I'm going show you exactly what you need to do in order to hire killer appointment setters. So first of all, I want to go over who actually needs an appointment setter in the first place because a lot of people in the agency space, you see something and then you rush into it. Like you see, hey, go do SMS and you rush into it. You see get an appointment setter, you rush into it. It's not for everybody though. Right? So I want that's what I wanna go over. So first of all, if you're doing under 10 k a month, I would actually make this say under like 5 to 10 k a month because for some people it does make sense even if you're doing 3 or 4 k a month to go bring on a setter. But typically if you're doing if you're doing under $5.10 k a month and you're able to spend a couple hours a day in your agency, you usually don't need to really go and hire an appointment setter. Right? Now situation two is if you're drowning in leads, you're not following up, you do need a setter. It makes sense typically to get a setter once you're getting about five to seven plus
good leads per day. So whether you're doing inbound ads for your agency, whether you're doing SMS, if you're getting five to seven leads a day and you're not able to get on top of them because the big thing is the most important thing is speed to lead. So if you have, like, five to seven leads coming in a day and you're not able to call all of them as soon as possible, getting a setter can be a good investment because you gotta think, you go bring on you go bring on a setter and I'm gonna go through compensation structure what that should look like as well. But you go bring on a setter and if they can help you convert one extra person, it already pays for itself and you free up so much of your time. Speed to lead is so important. So that's a case where if you're getting consistently full, you're not able to consistently call within typically
five to ten minutes or less, then I would say you do need to get a setter even if you're doing under 5 k a month. Now if you're the bottleneck in conversations as well, if your important booking ratio is low, then it also makes sense to get a setter. If you're not an expert at it, what I always say though is you should have a good grasp on the thing you're hiring for ideally.
Right? Maybe if you just absolutely suck at talking to people, then it will make sense to go and bring someone on. But ideally you want to already have good experience setting because once your setters go and ask you questions and stuff like you guys can go follow, I'm going go really in-depth on all this. You can go follow all the stuff I'm gonna show you but if you suck at appointment setting yourself,
it you just can't like you need to ideally have an idea of what you're actually doing. So when your setters ask you questions,
you're the authority you can actually help them out. Right? Because you you can only get so far. But if you're the bottleneck in conversations, it also gonna make sense to get a setter. So now that you know who is setters are for, who they aren't for, where do you actually go and find setters? So I've seen the number one place for hiring is always gonna be your network. This is just hiring in general, whether it's a media buyer, closer,
it's always going to be your network. So just always start with recommendations
and people that you know or people that you could get connected with. Like just reach out to other agency owners. And that's the beautiful part about being in the community. There's plenty of free communities. I have like a free discord where sometimes I'll go make posts in there as well or I'll just like go make a post to my Instagram story. Say, hey, if you're, uh, like, I'm looking for an appointment setter, looking for a media buyer, maybe for one of my one on one guys, were looking for a setter. So I go make a post, hey, I'm looking for a setter for one of my one on one clients. Right? That's the best place is always your network. But if you've exhausted your network, this should be a you. If you've exhausted your network, the best spots are gonna be Facebook groups and school groups. Basically, what you go and look up is appointment setter Facebook groups, appointment setting closers. So as an example, we'll go look up appointment
setting
Facebook
groups. And then you you're gonna be able to go join. There's gonna be a million of them. Appointment setters, groups for coaches, consultants,
um, and there's just gonna be a ton of these options to go and choose from. And you're pretty much just gonna go join the group on all of these. Sometimes it's gonna prompt you to go, yeah, you have to you have to go and answer this. Like, you are you appointments that are business owner? Uh, you just go answer these. I'm not gonna do it. I'm already in a ton of these groups, but you just basically go and join these groups and you're just gonna get in like 10 to 20 of them. Because the thing is once you join these groups, you're gonna we're gonna have a job post right here and we can go cross post it across all of these groups we're in so we can post selling 10 groups at once. So you don't wanna be doing this individually. Ideally, we just make a post and we put it out. So the goal of the job post, to give you an idea, is we're trying to filter out 90% before we even talk to them. So I just made a post for a a media buyer. I just hired a media buyer for my agency
and I can make a separate video on that if that's something you guys would be helpful. Just comment below if you guys wanna see my process for hiring a media buyer. But I basically only had a handful applicants coming coming in because my job post filtered out most of them. And I actually ended up hiring the first person I had a call with. Now I had other calls as well, but I went with the first applicant or the first call that I actually had after I had a couple others. But it's because my job post did most of the filtering. So, basically, this is an idea of what your job post look like. Just basically call out. It's just like writing it's just like ad copy. Right? You have to call out right here. So hiring b to b appointments that are inbound leads. We're looking for a reliable appointment that are help respond inbound leads and book calls for our sales team. We are a marketing company that works with roofers. You obviously insert your niche right here. Basically, what you do respond to inbound leads, involve interested prospects, booking from appointments. Requirements, you need strong English. That's one thing we need, American level fluency. Prior b to b sales or appointment setting experience. This isn't necessary. They can have, like, potentially b to c experience, but b to b is a bit more nuanced than b to c. So ideally, we wanna have someone who already has a bit of experience there. Available during US business hours. Right? We want them to be able to work EST or whatever time zone that you're actually in. And then organized, responsive, and reliable compensation typically for a setter will go base put base pay plus commission, which I'll go into a bit about, like, what that should specifically look like. And then if you're interested, apply here. So this is the big thing here is people who go and send us a DM, they say, hey, I'm interested. They did not read it because we're telling them if you're interested, you need to apply here. Then you insert a link to like a GoHighLevel form, jot form, whatever form you want to go out and use Typeform
and you insert the form here. But if they're DMing you and they're not filling out the form, they're not even able to follow instructions to apply for the job, much less they're not gonna be a good fit to go and work with you. So just this right here, this is what's gonna filter out a lot of people before they ever come through because you're literally telling them, here's what to go and do next. And if they don't follow those instructions, how do you think they're going to be once you actually bring them on and start working with them? Right? They're going be pretty terrible. So you're probably wondering what does the, uh, what does the application form actually look like? Or yeah. So what does it actually look like? So basically we want them to fill out this form because anyone who's not serious is not even gonna take the time out of their day to do this, which again, that's just disqualifying people. We're casting a wide net and we pretty much we're we're bringing all these people in and then we're filtering out most of people up here. So we're just getting the best people at the bottom of the funnel down here, is the people that we actually want. So here's basically what the forum should consist of. So you should have number one, a short Loom video where you're basically talking about your company and the culture. That's a very important thing because as well, especially if you're like a younger guy, younger person, right, and these people are like 50 years old. If they see that and they're like, okay, I don't wanna work for someone who's like who's like 20 years old in their twenties, they're not even gonna apply in the first place. So it's good to have a Loom where you talk about your company, but also you need to sell the vision of your company because they see these appointment centers get so many of these job posts every day. And honestly, a lot of them are like scams. A lot of these marketing agencies are around for like a couple months then they go out of business. So you need to go and like get these people excited about working with you specifically and why why your company, what makes you guys different. So you wanna sell them on the vision of your company and where you guys are headed. So if the goal is to be the number one roofing agency in The US, talk about that because people wanna go buy in at these companies at the ground floor or if you're obviously doing well already. Right? Mention that, but mention where you're looking to go because people wanna buy into the long term vision. It's like why why employees, like, leave massive companies like Apple as an example and they're gonna go work for a new start up. It's because they see that the long term benefit of working the start up could outperform Apple
because they're bought into the long term vision even though they already have something steady now. So you want to make sure you're selling that. Then you want to get their contact information, ask where are they from, right? We're we're pretty much best places to get setters. Obviously, US, UK, Canada. We're going to want to avoid typically, right, the the the spots that most people think of. Right? You want someone who has a good American accent or or English accent really. So typically avoid like the Indias, Pakistan, Bangladesh, those type of things. Nothing against them. But, right, if we're calling B two b especially in The US, you do want people who have that American accent and who sound
like someone that these business owners are gonna resonate with. That's, uh, unfortunately, it is it is an important thing. Right? Time zone. So east we want them to be able to work Eastern time zone. How many hours are they available? For a setter, they need to be available around the clock. So if they say, oh, I'm available, like, three hours a day, you're not gonna a setter isn't gonna be calling eight hours a day, but we need them available throughout the day once we get leads coming in. So if a lead comes in at 7PM, we still want the setter to be able to go and call them. Right? Or they come in at 5PM, so we need them to be available throughout the day. And then ask, do you have experience using Go Go High Level, Google Sheets, Notion, uh, Slack, Monday, whatever you use. Right? You wanna make sure to see if they have experience. Ask about their prior experience with setting preferably b to b as well because that's obviously what we're gonna be doing. Then the most important part is you wanna have them shoot a Loom video introduction.
With this what we're looking for is basically we're looking for good energy. What you can also do is you can say, hey, in the Loom video if you're watching this I want you to in this first Loom video you can mention, hey, like to make sure they actually watch this video, you can say use the word banana in your application in your Loom video so I know you actually listen to it. And that's going to filter more people out so you can see if they actually listen to the video if they're just going through Also, if they send you like a if they send you like a prerecorded
video, if they send you a prerecorded video, that's also an instant disqualification because you tell them, hey, I need you to shoot a new Loom video. But you're looking for just good energy, professionalism,
um, good accent, I should say good good English,
really. And you're just looking for good energy. Look for someone who would be a good culture fit. That's really the most important thing with setters and just with team members in general. You wanna find someone who would be a who would genuinely be a good culture fit. A way to do that is would I go and grab coffee? Would I go and grab a drink with this person? If you would, then that's probably a good sign. But that's pretty much what we're looking for. But you can see we go very heavy on the front end application. It's just like lead quality with your clients' ads. The more friction you have, the higher quality leads you're gonna get. It's the same thing with the setters. Right? We don't care about how many applicants we get. I only want the most serious, the best ones coming through who are because the other ones aren't even gonna be a good fit in the first place. I don't wanna waste my time as a business owner having conversations with them. So what you're gonna go in then and do is and then you're gonna book applications or book interviews from the best applicants.
The number one and I would recommend also having like a having like a grading system where you grade people out of five stars. Absolutely amazing handwriting. You grade them out of five stars and then you just choose the people who are like four stars and up to go and interview. So that's what I'd recommend doing as well as grading all the applicants. Your interview process pretty much should look like or to give you an idea, the number one most important thing is me finding a culture fit who has prior experience who's in it for the long run. Everything else is pretty much vanity, but I wanna go over some red flags and some green flags. Now I'm not gonna go over, like, my exact interview script, all of that, like call like interview call recordings and stuff. I don't wanna put that over on YouTube right now, But I wanna give you I still wanna give you a lot of sauce right here. So, basically, red flags is that they show up late. They're dressed like a slob. They're in a loud or noisy background, poor Internet connection, doesn't ask any questions. Pretty much just like the standard things. Also, this is this is like a hidden one, but if they're saying they wanna make, like, 10 k a month plus from this role, right, they're not a good fit because most marketing agencies, unless you're doing, like, a hundred hundred fifty, 200 k a month, your setters are not gonna make anywhere near 10 k a month. And even like an a player setter, they usually wanna be making between, I would say, like, 5 to 8 k a month. So most most people, like, watch this. If you're if you're doing under, 100 k a month, your setters are not gonna be able to make 5 to 8 k a month typically for the most part. Right? Also, if they're already setting for other clients, you don't wanna like, you wanna make make sure this person has enough time to to commit to it. Even if they're really good but they're busy studying for other people, that's not someone you typically wanna bring on. Green flags is pretty much the opposite of all that. Right? Shows a one time professional
client environment. They have good questions. They have realistic income goals for the role. So think about and do the math. What is your close rate? What are your on track earnings? And another way to find a good setter is seeing if they ask about numbers like your show rates
and your closing rates because that's something, uh, a good setter should be asking you because they should have they should wanna have an idea what's your closing rate, what's your show rate, and wanna actually have an idea of how the business is doing because that's gonna directly correlate to, right, the commission structure. Is it adaptable? You wanna make sure they're flexible. They're able to kind of go with the flow. They show signs of being committed in the long run. Right? We don't wanna bring someone on who's gonna be in it for a month, go for the full training process, and then they end up churning. We want someone in it for the long run. And then on this note, someone you actually enjoy you would enjoy working with for the next couple years. That's a very, important piece. Otherwise, I've hired people before where I hire them because they're good at what they do, but it's not necessarily a good culture fit. And that's a very, very important thing. So these are the main green flags of what to look for. Next, I wanna talk about compensation. What should you actually pay them? So for a good setter, you not gonna be able to go find someone strictly commission based. Um, you can you can definitely get people, uh, but you're not gonna get, uh, really a players with that. So you definitely wanna go base plus commission. A good base is typically if you wanna get like a c player or something, you can go around like 3 to $500
a month or so. If you wanna get around like a b to an a player, you're gonna have to go like minimum
one to I would say 1 to 2 k
per month
base.
And this is really it it depends where what stage your agency's at. If you're doing like $30.40, 50 k a month, there's no reason you shouldn't be doing this. Even if you're doing 20 k a month, I think you should be paying 1 to 2 k a month base like minimum. And then you're gonna give like a usually the standard is 5% commission on the back end per set that closes. If you're starting out you can go get someone for this but you're not really gonna get the the cream of the crop if you're going in and doing this. But no, I don't wanna go into the conversation too much here. Pretty much what we're gonna go and do once you start getting applicants is we're gonna grade every applicant on a one to 10, uh, on an objective scale or every interview. This is gonna remove the emotion from it. So you you have John as example. You should have this in like a Google sheet. You rate John. John will say like a 7.5 and then you add additional notes as well. This way when you go back after all your interviews you just go back and choose the top rated applicants. You should ideally be taking at least five to 10 calls especially if you haven't hired a setter before or you already haven't hired a good one before because you don't necessarily know what a good setter looks like. You need to give yourself a big enough sample size and you're gonna choose the top one to three applicants.
This is something interesting that you guys might be thinking why like why one to three applicants? Why not choose the best one? I used to do this and what I realized is the best way you can go and do it is have a trial or a test period with centers. So what you're gonna go and do is you're gonna bring on your best two to three applicants that you have and then you're gonna have them do a trial against each other. So instead of guessing which center is better, if it's like very close, bring them all on and have them actually compete and actually start calling leads live. And the thing is you can just start with old leads that you have in your pipeline and have your setters call these leads for the first five to seven days. What you're then gonna go and do is just simply choose whoever does the best with these old leads. Right? Whoever does the best with old leads, of course, that's probably gonna be the best person and then you go and get them on the inbound leads. Don't start them on your best leads right away. Start them on old leads who you already have in the database. Like for me as example, one of my setters, uh, when I was trialing and testing people out, he went and booked like four or five appointments from old leads and I closed like $9,000 in in, uh, in contracted value from those old leads. I'm like, okay. If he can make me about $10,000
from these old leads, imagine what he can go and do with these new leads. And then and then boom, it's proven. Now you get them on the new leads, but you're not guessing if they're gonna be good because they've actually just validated themselves. And this is a very important thing too. You actually you just wanna get them calling as soon as possible. So have like one or two days where you train them and then have them dialing as soon as possible.
Anything else is overkill. I remember in the start I was training my setters for like two weeks before I had them calling because I thought that it needed to be perfect. We needed to get everything down. But the best way to learn is just simply going out and actually making the calls. Otherwise, like it should everything else is just vanity. You can only get so good reading books or watching TVs, watching call recordings and stuff like watching a TV recording or watching film of stuff. The best way to do it is actually go out and do it. Right? You're not gonna learn how to swim by reading about swimming. You learn about swimming by jumping in the pool and start swimming bro. Right? Put the speedo on and start swimming. So
then pretty much you're gonna go and pick the best person from this trial period and it makes it so easy on your end because you're just pretty much choosing whoever did the best with the actual leads that you already have in there. Now in terms of onboarding, there's a couple other things here but this is like the the main stuff. In terms of onboarding, you just wanna give them give them access to assets they need. So the GoHighLevelDialer,
Google Sheets, Slack, any other tools that you go and use. And then you're gonna start having them watch a library of your setting call recordings and see what both good and bad calls look like. So this is this is something very very crucial you need to do. This is a hack for making scripts and SOPs
is you should already have a ton of your call recordings from when you have set appointments for your agency because again you should ideally already have call recordings of you doing this. If you don't have some you please you need to get some because it's gonna make your life so much easier. What you can go and do though is you can go and take the transcripts
of these call recordings,
put it into chat GPT
or Claude
and then you go and have it build scripts and SOPs based off these transcripts. So it's literally taking it from the exact recordings that you've already booked that's already proven because again it's the actual recordings. And this is the best way to train them is also have them watch actual live calls that you did so they can see what a good call and also bad calls look like and have somewhere handling objections where you get the semi email objection. And then you can go and make objection handlers
based on these videos. You go just ask Chad GBT, hey, take all the objections I get based on what my responses were. Go give me objection handlers for all of these, uh, for all these objections that we get on a setting call based on the call recordings, which is why it's so important you have and you start building up a library of these call recordings. So if you're an agency owner, even if you're not don't have a setter now, what you should be doing right now, even if you're doing five, just $5.10 k a month with the agency or so, even if you're doing 20 and you don't have this, start recording your calls or even if you have a setter now, make sure their calls are being recorded so then you have a library of these calls. When you do need to go higher, you already have all these assets in place and that's pretty much does all the training for you. I used to think you need to have like a crazy onboarding course to go have them go and watch. Literally go and have them they need to see the script and they need to see live call examples. That's literally it. And then you do some role plays and stuff with them. So pretty much what we're gonna go and do to ramp them up is you're gonna have one daily call, get them ramped up as soon as possible. That's the key. Again, the mistake a lot of agency owners make is you're trying to say train your setters to perfection. The best training is making the actual calls. Don't overtrain. Now on these calls, pretty much what it's gonna look like is it's gonna be you're gonna check-in with them. You're going to this is when they're actually ramped up. You're pretty much going to on these initial calls, we're gonna basically review the calls, review the script, talk a bit about the niche, make sure they understand it, and then just do a bunch of role plays. Do that for one or two days and get them calling those those inbound leads as soon as possible. That's the onboarding process
in a nutshell. There's obviously gonna be a bit more there, that's pretty much what you need to know for like the eighty twenty of it. And then in terms of management,
this is the last step is gonna be tracking data, end of day reports, and then we have daily calls. I personally like to have daily calls with my team to make sure we can check-in even if it's for five, ten minutes. I wanna have a touch point with them, because it's remote. It's different if you're in person because you're actually seeing them in person, but it's like and text them as well. Text them good morning and stuff like that. Such an underrated thing, but it's it's a crucial thing for building and maintaining that company culture. Because just because you brought the setter on doesn't mean they're gonna stand forever. Right? You need to prevent them from churning, get them bought, and get them motivated to actually want a call for you. So number one is tracking your data. So this should be you should be tracking
dials, you should be tracking pickups so you can track pickup rate, you can make sure the numbers not going to spam,
you can track pitches so how many did they go out and pitch And and then obviously appointments
booked. And then you're tracking all these numbers. You're getting an idea of their KPIs. And that's something else you need to do as well. Key performance indicators. You need to let your setters know what the ideal KPI, what the KPI is so they know how many dials they need to make, what the KPIs for pickup rate, for appointments booked, for pitches, all that stuff so you can hold them accountable. Next is end of day reports. This is something even sometimes my my team slacks on which I'm trying to get better at. But it's you need them that to do end of day reports so you can just have an idea of what they're doing. But also just for accountability. Right? If they're having to put an end of day report every single day, you bet they're gonna start making more calls and that they didn't have this because it's just simply for accountability. And then you get an idea of what they did throughout the day and you can see maybe they're not hitting KPI. Well, then you're getting an idea. You're not having to go check their stats every single day. They're proactively reaching out to you because you're making that mandatory. So have them do an end of day report. You can send over like a, uh, just a form and go high level and you can automate it so then using like a make scenario or an or any then and it automatically sends that end of day report form to your Slack channel to your Discord. And then it will go in and send it to you every single day once they finish dialing. You need to make this a mandatory thing. And then the daily tracking or the daily performance call reviews is basically the format of it is number one, you're gonna check-in for the first, like, two or three minutes, build some rapport. Right? You wanna make sure you're keeping the relationships up. You're gonna go look at their data from the previous day. You're gonna go review calls and then you're gonna role play. And the thing is you wanna go look at the data and review calls based on this data. So if they're if they're making a lot of pitches based on the data but they're not booking appointments, then the issue, the bottleneck is going to be the pitch in the script. So you're gonna go review calls in the specific section where they're messing up, where they're not as efficient or effective as it could be. And then you're gonna go and role play on that. So that's this is the best way to do it. Check-in, look at data, review calls, and then role play, and then you're consistently just repeating this over and over. Right? That's pretty much like what this all is in a nutshell of going out and hiring a setter. And when you do this correctly, if you find a good setter, genuinely, the single best investment you can make in your business. Even if you're paying someone 2 k a month, if they help you close an extra deal a month and you're charging 4 or 5 k, boom, you automatically double them. It's a setter is an investment but it's very crucial that you find the right person and you don't wanna rush into this process. But also I would say you the saying is like they say hire slow, fire fast. I think you should hire relatively quick. You can always make adjustments as you need. But the thing is like when you have this trial period especially
you can hire pretty quick because then you're just gonna go get a broad net. You're filtering out people with application form and then you're just bringing on the best person who from this trial who actually proved himself doing it in the game. So that's something a lot of not a lot of people talk about but it's definitely effective. So there we have it. If you are an agency owner and you're doing under 50 k a month and you wanna scale up to those consistent 50, 70, 100 k months consistently and you wanna work directly with me one on one, have all my SOPs, weekly calls, multiple calls a week, twenty four seven access to me, all of this step by step, my SOPs, docs, everything, feel free to click below. First link in the description. Apply to work me one on one. Other than that, if you have any questions, go drop them in the chat below or in the comment section, excuse me, or you can feel free to go shoot me a DM on Instagram as well. I always respond to all the messages there too. Other than that, though, I hope you got value from this. I'm sure YouTube is gonna recommend a killer video for you on the screen right now, so I'll see you there. And I'll catch you in the next one. Peace.