What Does an Online Appointment Setter Do? Full Job Description [+5 Tools to Enhance Efficiency]

April 14, 2024

An online appointment setter is a sales development representative (SDR) who contacts potential customers to schedule meetings on behalf of a company’s sales team. They use social media platforms like LinkedIn, Instagram, or Facebook to send DMs to prospects. Online appointment setters are skilled in sales, cold calling, email management, and customer support. There is a high demand for remote appointment setters since 76% of clients use mobile devices to book appointments, according to WebinarCare.

Appointment setting is a hard job because you need the right skills for messaging people online. You need to keep the conversation going until the prospect becomes interested enough to book a meeting. This is not easy to do since 99% of people don't even read past the first line of text in a cold DM, according to Ravi Abuvela of Scaling with Systems. Aaron Martinez of Remote Closing Academy also shares that a virtual appointment setter is also expected to meet certain KPIs, like setting a minimum number of appointments per week. Failing to meet quotas can mean losing your commission.

This guide covers what an online appointment setter does. It will explain the job description, responsibilities, and typical salary of online appointment setters. I talk about the difference between an online appointment setter and a remote closer. The article also includes a section on the 5 appointment setting tools for improving efficiency. 

Online Appointment Setter Job Description

Appointment setting is a part of the sales and marketing process, where appointment setters contact a potential customer to set a meeting. An online appointment setter works online using social media, emails, and other web tools to talk with prospects who might be interested in what the business offers. Online appointment setters are different from field appointment setters who travel and meet clients in person. Remote setters are digital receptionists who book appointments online. They can work from anywhere with an internet connection.

There are two main types of online appointment setting work, inbound and outbound. Inbound setting is responding to leads who reach out first. These are people who saw your website and sent an email asking for more info. Outbound setting is where you send emails or messages to a list of potential clients telling them about your services and trying to set up a meeting. Inbound and outbound setting are both aimed at getting people interested and setting them up to talk to a sales representative. 

Online Appointment Setter Responsibilities

The duties and responsibilities of an online appointment setter are:

  • Appointment Scheduling: Managing the scheduling of appointments through direct messages and calls, ensuring that each prospective client is given a timely opportunity to speak with the sales team.
  • Responding to Inquiries and Customer Service: Providing top-notch customer service by promptly responding to inquiries from prospective clients, using online platforms and phone calls to address their questions about products or services.
  • Cold Calling and Qualifying Prospects: Engaging in cold calling to reach out to potential clients, assessing their interests and needs to determine if they are a qualified lead for the company's offers.
  • Organizing Sales Appointments: Setting appointments for the sales team, coordinating the booking of sales consultations and phone calls with interested prospects.
  • Record Keeping of Calls and Bookings: Diligently maintaining records of all calls and interactions, including detailed logs of both successful and unsuccessful attempts at setting appointments.
  • Follow-Up with Prospective Clients: Following up with prospective clients to nurture leads, confirm sales appointment details, and re-engage those who haven't yet committed to a booking.

Online Appointment Setter Skills and Qualifications

  • Virtual Proficiency: A remote appointment setter works online so they need to know how to use digital tools and platforms like email, social media, and scheduling software.
  • Excellent Communication Skills: Ability to communicate clearly and effectively in various formats, especially in virtual settings.
  • Product/Service Knowledge: Understanding what the company offers to inform and guide potential clients accurately.
  • Organizational Abilities: Manage multiple online conversations, schedule appointments, and maintain detailed records efficiently.
  • Persuasion Skills: Skillfully persuade leads in a virtual environment to commit to appointments.
  • Resilience in Virtual Communication: Being persistent yet tactful in follow-up communications and dealing with rejection in a virtual setting.
  • Technical Proficiency: Comfort with digital tools and platforms used by virtual appointment setters, including social media and office software.
  • Lead Qualification: Assessing and qualifying leads virtually based on their online interactions and suitability as prospective clients.
  • Self-Motivation for Remote Work: Important for virtual appointment setters, as they often work independently in a remote setting.
  • Positive Virtual Engagement: Maintaining a positive and professional demeanor in all virtual interactions, reflecting well on the brand.

Online Appointment Setter Salary

Appointment setters make $63,314 annually based on Indeed Salaries. This can change based on the company you work for, your location, and how much experience you have. Successful appointment setters like Luke Alexander, Marcel Stam, and Aaron Martinez suggest that earnings can range between $3,000 to $10,000 per month. These figures depend on the effectiveness, consistency, and the specific commission structure of the appointment setting service. The industry standard for commissions ranges from 2% to 10% of the sales value. For example, an appointment setter works with a coach selling a $10,000 product. If they book two calls per day, with a 33% closing rate and a 10% commission, they could earn up to $6,000 a month.

5 Online Appointment Setter Tools that Increase Sales

Salesforce: Salesforce is a CRM tool that helps appointment setters by organizing customer information and interactions in one place. It makes scheduling appointments easier by showing when sales team members are available and tracking all communications. This ensures effective queue management follow-up with potential clients. 

Calendly: Calendly is a scheduling tool that lets people easily book meetings without the back-and-forth of emails. It boosts efficiency by allowing you to share your available times with clients, who can then pick a slot that works for them. This cuts down on the time spent organizing appointments and prevents double-booking. Calendly makes it easier to view your appointment history and upcoming calls.

HubSpot CRM: HubSpot CRM is a tool that helps businesses keep track of their customer interactions and sales activities. It organizes all customer information and communication history in one easy-to-access place. This means you can quickly see a client's details, what you’ve talked about before, and when to follow up, making your job of setting up appointments more efficient and personalized.

Microsoft Dynamics 365: Microsoft Dynamics 365 is a set of tools that help businesses manage their work, including sales and customer relationships. It keeps all customer information and history in one place. The software makes it easier to understand each customer's needs. It also helps track and schedule appointments so you can organize your client database.

Acuity Scheduling: Acuity Scheduling is a scheduling software that helps you set up and manage appointments online. It lets clients see when you're free and book their appointments, which saves a lot of time. Plus, it can send reminders to clients and handle changes in the schedule, making the whole process of setting up meetings much more efficient and less confusing.

Is Appointment Setter Legit?

Appointment setter is legit because it is an established business model with 17,965 appointment setters employed in the US. You don't need to go beyond high school to do this job. You can work from home, which is great if you're looking for a main job or just a side gig. Some appointment setting roles pay based on how many meetings you book. The experience you gain in talking to people can also help if you're looking to grow in a sales career. However, appointment setting is also prone to scams. Some companies promise big money but ask you to pay a fee or recruit people like an MLM pyramid scheme. 

Franck Koomen is a professional appointment setter from Utrecht, Netherlands who founded the Appointment Masters training program in 2021. He has trained over 170 appointment setters for brands like Tai Lopez, Jason Capital, and other online gurus. Franck shares that appointment setting allowed him to build and scale a $600,000 per year business. He claims that beginner appointment setters who target smaller online businesses or coaches can earn $3,000 to $8,000 per month.

Sergio Perez from Orange, California quit his 9 to 5 job to become a remote appointment setter. He started as a complete beginner and invested over $10,000 in appointment setting courses. Sergio now earns $11,000 in commissions per month. He works as a DM and cold call setter and now offers coaching sessions to people who want to start a career in appointment setting. 

How to Become an Online Appointment Setter

To become an online appointment setter, start by ensuring you have the necessary qualifications, typically at least a high school diploma. Then, consider enhancing your credentials with formal training or a certificate in appointment setting, which will provide you with a solid foundation in the skills required for the role. Decide on the type of appointment setter you want to be, whether focusing on inbound tasks like responding to customer inquiries or outbound activities like proactively reaching out to potential clients.

Once you've determined your path, begin building your experience. You can do this through entry-level jobs or internships that involve similar skills. As you gain experience, create a compelling resume and cover letter that highlight your relevant skills and experiences. Then, apply for appointment setting jobs, starting with those that match your current level of experience. As you grow in your role, aim for higher-paying positions and continue to develop your skills, keeping up with new tools and techniques in online communication and scheduling. This ongoing learning and experience will help you establish a successful career as an online appointment setter.

Where to Find Appointment Setting Jobs

You can find appointment setting on social media platforms like Instagram and Facebook. Look for businesses, coaches, or consultants who might need help with scheduling appointments. Reach out to them with a direct message explaining your skills and how you can help. There are also virtual assistant Facebook groups for appointment setters that post job ads. This post is from the Appointment Setters/Virtual Assistant Hub Facebook group which has 42.3K members. It offers a 12.5% commission with a possible income of $1,000 to $2,000 per month.

Online job boards like Indeed, Glassdoor, and LinkedIn have consistent job listings for appointment setters. Just search for “appointment setting job” and you'll find a list of options from different companies. There are over 16,000 job openings for appointment setters in the US so there's a high demand for the role. Upwork has over 1,000 appointment setter listings for industries like real estate, e-commerce, insurance, and B2B marketing.

How Does Appointment Setting Differ From Remote Closing?

Appointment setting differs from remote closing in what each job does and who they talk to. As an appointment setter, your job is to find people interested in what a company is selling. You use phone calls, emails, or messages to reach out to these people and set up a time for them to talk with the sales team. You're the first step in the sales process, getting people interested and arranging meetings.

On the other hand, a remote closer is the one who finishes the deal. They talk to people who already know about the product or service and are considering buying it. Using video calls and online tools, remote closers answer any last questions the customer has and try to convince them to buy. This job is more about making the sale happen, using good talking skills, and knowing a lot about what's being sold.

Online Appointment Setter FAQs

1. What Makes a Good Appointment Setter?

A good appointment setter is someone great at talking to people and can listen to what they need. They need to be super organized because they handle a lot of different conversations at once, making sure they keep track of who needs a follow-up or an appointment. Being friendly and persuasive is key, as they have to get people interested in a meeting without actually selling the product. Good appointment setters know how to use social media and email well, as that's where they find and talk to potential customers. They don't necessarily need a lot of experience or a specific degree – it's more about having the right skills and attitude. 

2. Who Does an Appointment Setter Work With?

An appointment setter works with the sales staff in a company. Their main job is to talk to potential customers and get them interested in what the company is selling. Once they find interested people, they set up a meeting or a call between these potential customers and the sales staff. This way, the sales staff can talk more about the products or services and try to make a sale. The appointment setter acts like a bridge, connecting people who might buy something with the sales staff who can provide more details and close the deal. They often work as part of a larger sales team, and their success is measured by how many meetings they can set up for the sales staff.

3. Should You Take an Appointment Setter Course?

Yes, you should take an appointment setter course if you want to get better at the skills needed for this job. Courses like "Appointment Setting Training Course" by MTD Sales Training, "Sell the Meeting Master Course" by Scott Channell, and "Setter Certification Program" by Richard Yu offer targeted training that can improve your abilities in communication, lead qualification, and use of technology. These courses are designed to provide both beginners and experienced professionals with the knowledge and techniques necessary for success in appointment setting. 

4. How Does an Appointment Setter Certification Help You?

An appointment setter certification helps you by giving you the skills and knowledge you need to be good at the job. When you get certified, you learn how to talk to potential customers, understand their needs, and set up meetings for a sales team. It shows employers that you know what you're doing and can handle the work well. This can make it easier for you to get a job as an appointment setter, especially if you're just starting or want to move up in your career. Plus, having a certification can sometimes mean you can earn more money, as it proves you've got the training and skills for the job.

From Calls to Conversions: Why Local Lead Generation Beats Appointment Setting

Local lead generation beats appointment setting because it offers a higher degree of control and scalability, and it opens up opportunities for passive income. Appointment setting has limitations, like the need for active engagement to secure clients and convert them into sales appointments. This business model is time-consuming and intensive, which isn’t a good option for those looking to make passive income online.

Local lead generation is a more sustainable and scalable business model. Unlike appointment setting which relies on active outreach, local lead gen involves creating a system that continuously attracts and captures leads for local businesses. This approach can lead to passive income streams. This business model works by creating and ranking websites that attract customers for local businesses in your target area. Once your digital assets are set up and optimized, it only needs minimal ongoing maintenance. 

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Ippei Kanehara

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