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Appointment Setter job description

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231 words
Appointment Setter

ABOUT THE ROLE
[Company name] is looking for an appointment setter to keep our team's calendar full. You'll call new and existing leads, qualify them against clear criteria, book appointments, confirm them, rebook no-shows and log every call in the CRM. You're the step between a lead and a conversation that closes, and the calendar is the scoreboard.

WHAT YOU'LL DO
• Answer and route incoming calls
• Book, reschedule and confirm appointments
• Call new and existing leads to book appointments for the team
• Qualify leads against agreed criteria before booking them in
• Log every call, outcome and next step in the CRM
• Confirm booked appointments and rebook no-shows
• Work from call scripts and help improve them

WHAT WE'RE LOOKING FOR
• Experience in appointment setting, inside sales, call center or customer service
• Comfortable making a high volume of calls and handling rejection
• Clear, friendly and concise on the phone
• Disciplined about logging calls and outcomes in a CRM
• Organized enough to work a list and a calendar at once

NICE TO HAVE
• Experience in our industry
• Familiarity with the CRM and dialer we use

DETAILS
• Employment type: Full-time

TO APPLY
Send your résumé and a short note about why this role suits you to [Company name]. We read every application and reply to all of them.

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What does an appointment setter do?

We're looking for an appointment setter to keep our team's calendar full. You'll call new and existing leads, qualify them against clear criteria, book appointments, confirm them, rebook no-shows and log every call in the CRM. You're the step between a lead and a conversation that closes, and the calendar is the scoreboard.

Appointment Setter duties and responsibilities

  • Answer and route incoming calls
  • Book, reschedule and confirm appointments
  • Call new and existing leads to book appointments for the team
  • Qualify leads against agreed criteria before booking them in
  • Log every call, outcome and next step in the CRM
  • Confirm booked appointments and rebook no-shows
  • Work from call scripts and help improve them

Requirements

  • Experience in appointment setting, inside sales, call center or customer service
  • Comfortable making a high volume of calls and handling rejection
  • Clear, friendly and concise on the phone
  • Disciplined about logging calls and outcomes in a CRM
  • Organized enough to work a list and a calendar at once

Nice to have

  • Experience in our industry
  • Familiarity with the CRM and dialer we use

Appointment Setter skills to screen for

Phone confidenceQualificationCRM disciplineResilienceCalendar managementFollow-up

Be honest about the phone

Appointment setting is the phone — that's the job. The hard part is the inbound calls and callbacks that arrive while you're mid-way down an outbound list, and the leads who ring back at 7pm after you've gone home.

Worth writing into the description rather than leaving as a surprise. Candidates who are good at it will recognize the description and apply; the ones who would have quit in month two will screen themselves out, which is the cheapest screening you will ever do.

What the hire actually covers

BLS doesn't publish a median for appointment setters — the work is split across its telemarketer, receptionist and sales categories — and pay is often part bonus, so there is no single defensible figure to quote. Check local listings for comparable businesses of your size, and budget above base for employer payroll taxes, benefits and paid time off.

Either way you get 40 of the 168 hours in a week. The remaining 128 — evenings, weekends, lunch cover, sick days, holidays — are hours our team still takes calls, and nobody is on the desk for them.

Hire the person. Just budget for the gap too: the employee cost calculator shows what the hire really costs once taxes and benefits are in, and the missed-call cost calculator shows what the uncovered hours cost.

Appointment Setter FAQ

  • What does an appointment setter do?+

    Calls leads, qualifies them, and books appointments for whoever closes — a salesperson, an estimator, an advisor. They also confirm appointments, rebook no-shows and keep the CRM accurate. Success is measured in booked and kept appointments, not just calls made.

  • Is appointment setting inbound or outbound?+

    Often both. Some roles work a list of outbound leads; others mostly call back web inquiries and handle inbound calls. Say which in the posting, because people who enjoy one often dislike the other.

  • How should I pay an appointment setter?+

    Commonly a base wage plus a bonus per kept appointment or per closed deal. If you include a bonus, define what counts — booked versus attended — so there's no argument about it later.

The other 128 hours

Make the hire. Cover the rest of the week.

RingOwl answers the calls your front desk can't — after hours, at lunch, and on the second line when the first one's busy. It books appointments into your calendar, takes messages, and emails you a summary of every call.

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