# SETTEROS Training Manual for Solo Businesses Version 1.0 ## Purpose This manual helps solo business owners use SETTEROS to respond to leads, qualify prospects, book appointments, and follow up without needing a full sales team. SETTEROS is built for one clear outcome: turn more conversations into booked appointments while keeping the owner in control. ## Who This Manual Is For This manual is for solo businesses using SETTEROS internally, including: - Consultants - Coaches - Wellness providers - Local service providers - Independent clinics - Solo sales operators - Professional service providers - Owner-led agencies using SETTEROS only for their own business This manual is not for reselling SETTEROS to clients. Agency and coach-specific manuals will be created separately. ## What SETTEROS Does SETTEROS gives your business an AI appointment setter that can: - Respond to new leads quickly - Ask qualification questions - Identify serious prospects - Handle common objections - Book appointments through conversational AI - Follow up automatically - Track lead conversations and appointment results - Work across major messaging channels through GHL CRM The goal is not to replace your judgment. The goal is to make sure every lead gets a fast, professional response and every qualified prospect is pushed toward the next step. ## Core Terms **AI Agent** An AI agent is the trained appointment setter that talks to your leads. It follows your rules, tone, offer, qualification questions, and booking process. **Sub-Account** A sub-account is the workspace where a business, brand, location, or internal operation can be managed. Solo Business plans are designed for internal use only. **Conversation** A conversation is any message thread between a prospect and your AI agent through SMS, WhatsApp, Instagram, Facebook Messenger, website chat, or voice AI. **Qualified Lead** A qualified lead is someone who meets your minimum buying criteria, such as need, budget, location, timeline, service fit, and decision-making ability. **Booked Appointment** A booked appointment is a confirmed meeting, consultation, sales call, or service appointment placed on your calendar. ## Solo Business Setup Overview Use this order when setting up SETTEROS for the first time: 1. Define your offer. 2. Define your ideal customer. 3. Create your AI agent. 4. Add qualification rules. 5. Connect messaging channels. 6. Connect your calendar. 7. Test conversations. 8. Launch with live leads. 9. Review analytics weekly. 10. Improve scripts and follow-up rules. ## Quick Start Checklist Use this checklist if you want the fastest path to launch. 1. Write your main offer in one sentence. 2. Write who is qualified and who is not qualified. 3. Create one AI agent named Setter. 4. Add 5 to 7 qualification questions. 5. Connect your main lead channel first. 6. Connect your calendar. 7. Test 10 conversations. 8. Fix weak answers. 9. Launch with one lead source. 10. Review the dashboard daily for the first week. If something is unclear, do not launch every channel at once. Start with one channel, prove the flow works, then expand. ## Step-by-Step Daily Use Guide Use this section after SETTEROS is already set up. This is the simple daily workflow for a solo business owner. ### Step 1: Open the Dashboard Open the SETTEROS dashboard at the start of the day. Look at these numbers first: - New leads - Qualified leads - Booked appointments - Missed opportunities - Revenue from booked appointments If you only have five minutes, start with missed opportunities and booked appointments. ### Step 2: Check New Conversations Open the lead conversation dashboard. Review every new conversation from: - Website chat - SMS - WhatsApp - Instagram - Facebook Messenger - Voice AI calls, if enabled - Social Growth content replies, if enabled Look for leads that need human attention. These are usually high-value leads, confused leads, angry leads, or leads asking a special question. ### Step 3: Review Qualified Leads Open the qualified leads list. For each qualified lead, check: - Did the AI understand the lead's need? - Did the lead match your service? - Did the AI ask the right qualification questions? - Did the lead get pushed toward booking? - Did the lead book or stop responding? If a qualified lead did not book, add that conversation to your follow-up review. ### Step 4: Confirm Booked Appointments Open your calendar or booking section. Confirm: - The appointment appears on the correct calendar. - The prospect's name and contact information are correct. - The appointment type is correct. - The time zone is correct. - Reminder messages are scheduled. If anything is missing, update the appointment manually and adjust the AI instructions later. ### Step 5: Check Missed Opportunities Open missed opportunities. These are leads who showed interest but did not book. Look for patterns: - Did they ask about price? - Did they need more trust? - Did they object to timing? - Did they stop responding after a specific question? - Did the AI wait too long to offer a booking? Pick one pattern and improve it. Do not try to fix everything in one day. ### Step 6: Review Follow-Ups Open the follow-up queue. Check: - Who is waiting for a response? - Who received a follow-up but did not answer? - Who should be moved to a softer nurture sequence? - Who should be marked as not qualified? The follow-up queue is where many solo businesses recover appointments that would have been lost. ### Optional: Social Growth Engine Social Growth Engine is an add-on for solo businesses that want monthly content ideas and nurture prompts connected to appointment booking. Use it when you need more conversations from social media, email, or SMS. What it gives you: - 33 monthly post ideas or captions - Weekly campaign themes - Appointment-focused calls to action - DM, email, or SMS follow-up prompts - A simple way to route interested people into Setter Daily use: 1. Check replies, comments, DMs, or form leads from content. 2. Tag the source as Social Growth or content lead. 3. Use the approved follow-up prompt. 4. Move interested prospects toward booking. 5. Save the content theme that created the best conversation. Do not use Social Growth content to make medical claims, guarantee results, or answer questions that should go to a licensed professional. ### Step 7: Listen to Voice AI Calls If Retell voice AI is active, review recent calls. Check: - Did Setter greet the caller quickly? - Did Setter sound confident and energetic? - Did Setter ask one question at a time? - Did Setter move the caller toward a sale or appointment? - Did Setter collect the right contact details? If a call sounds slow, unclear, or off-brand, update the voice instructions and test again. ### Step 8: Update One AI Rule At the end of each review, update one rule only. Examples: - Improve how the AI answers pricing questions. - Improve how the AI handles "I need to think about it." - Add a better question for budget. - Add a better calendar handoff. - Shorten the greeting. Small improvements are easier to test and safer than changing the whole agent at once. ### Step 9: Check Revenue Tracking Review booked appointments that became sales. Track: - Appointment source - Lead type - Service sold - Sale amount - Time from first message to booking - Time from booking to sale This helps you know which channels and scripts are creating real money. ### Step 10: End With a Simple Score Give the system a score from 1 to 5 each day. Use this simple scoring: - 5 means SETTEROS booked qualified appointments without needing much help. - 4 means it worked well but needed minor review. - 3 means it worked but missed some opportunities. - 2 means important conversations needed human correction. - 1 means the setup needs immediate review. If the score is 3 or lower for two days in a row, review the offer, qualification rules, calendar setup, and follow-up messages. ## Graphic Dashboard Guide A visual dashboard guide has been created here: [Open the Solo Business Graphic Dashboard](solo-business-dashboard.html) Use the graphic dashboard to understand what each dashboard area means and what action the business owner should take. The dashboard is divided into seven operating areas: - Daily command center - Lead inbox - Qualified leads - Booked appointments - Follow-up queue - Revenue tracking - AI improvement notes The owner should not stare at every number all day. The dashboard should answer one question quickly: > What needs my attention right now so more qualified leads become booked appointments? ## Step 1: Define Your Offer Before the AI agent can sell or book effectively, it must understand what you offer. Write down: - Your main service or product - Who it is for - The problem it solves - The desired outcome - The normal price range, if appropriate - The appointment you want booked - Any people who are not a good fit Example: > We help local wellness clinics automate lead follow-up and appointment booking so they can fill more consultations without hiring another receptionist. Keep the offer simple. If the AI has to explain too many things at once, leads may become confused. ## Step 2: Define Your Ideal Customer Your AI agent needs to know who should be moved forward and who should be filtered out. Use these qualification categories: - Industry or customer type - Location or service area - Need or pain point - Urgency - Budget or buying ability - Decision-maker status - Timeline to start - Calendar availability Example qualification rule: > A qualified lead must own or manage the business, need more booked appointments, have an active offer, and be willing to take a consultation call within the next 7 days. ## Step 3: Create Your AI Agent Your first AI agent should be focused on one job: booking qualified appointments. Recommended first agent setup: - Agent name: Setter - Role: AI appointment setter - Tone: professional, warm, confident, and concise - Goal: qualify leads and book appointments - Fallback: offer to collect details if the prospect is not ready Avoid making your first agent responsible for everything. Start with lead response, qualification, booking, and follow-up. ## Step 4: Add Your Qualification Questions Your qualification questions should feel conversational, not like a cold form. Recommended starter questions: 1. What type of business do you run? 2. What are you trying to improve right now? 3. Are you currently getting leads from ads, referrals, social media, or another source? 4. What happens to a new lead after they contact you? 5. How soon are you looking to improve your booking process? 6. Are you the person who makes the decision on this? 7. Would you like to look at available times for a quick consultation? If Social Growth is active, add: 8. Which content, post, or campaign made you reach out? Keep questions short. The AI should ask one question at a time. ## Step 5: Connect Messaging Channels Through GHL SETTEROS is designed to connect with major messaging platforms through GHL CRM. Core channels: - SMS - WhatsApp - Instagram - Facebook Messenger Recommended setup: - Use one primary inbox for all lead conversations. - Route all new lead messages to the AI agent first. - Notify the owner when a lead is qualified or booked. - Keep human takeover available for sensitive or high-value conversations. ## Step 6: Connect Your Calendar Conversational booking works best when the AI knows your real availability. Calendar setup checklist: - Connect the correct calendar. - Set your appointment type. - Add your available days and times. - Add buffer time between calls if needed. - Confirm timezone settings. - Add appointment confirmation messages. - Add reminder messages. The AI should never promise a time unless that time is available. ## Step 7: Build Follow-Up Rules Most leads do not book on the first message. Follow-up is where many solo businesses win. Recommended follow-up structure: - Follow up quickly after a new inquiry. - Send a second message if the lead does not respond. - Use a softer reminder after 24 hours. - Use a value-based follow-up after 48 hours. - Stop or slow down follow-up if the lead says no. Example follow-up: > Just checking back. If getting more qualified appointments is still a priority, I can help you find a time to see how SETTEROS works. Follow-up should feel helpful, not aggressive. ## Step 8: Test Before Going Live Before sending live leads to the AI agent, test it like a real customer. Test these scenarios: - A serious buyer ready to book - A lead asking for price - A lead with objections - A lead outside your service area - A lead who is confused - A lead who stops responding - A lead asking to speak with a person During testing, check: - Did the AI answer clearly? - Did it ask good questions? - Did it push toward the appointment? - Did it avoid over-talking? - Did it book only when appropriate? - Did it collect the right details? ## Step 9: Launch With Live Leads Start with one or two channels before turning on everything. Recommended launch order: 1. Website leads 2. SMS leads 3. Facebook or Instagram leads 4. WhatsApp leads 5. Retell voice AI, if enabled Watch the first 20 to 50 conversations closely. This gives you enough real data to improve the agent. ## Step 10: Use the Lead Conversation Dashboard The dashboard should be used daily at first, then weekly once your system is stable. Review: - New leads - Qualified leads - Booked appointments - Missed opportunities - Common objections - Follow-up performance - Conversations that need human review Pay close attention to leads who almost booked but did not. Those conversations usually reveal what needs to be improved. ## Step 11: Track Revenue and Results Solo businesses should track practical numbers, not vanity metrics. Track these weekly: - Number of new leads - First response time - Number of qualified leads - Number of booked appointments - Number of completed appointments - Number of sales - Revenue from booked appointments - Common reasons leads did not book Simple weekly review: > Did SETTEROS help us respond faster, qualify better, and book more appointments this week? If yes, improve what is working. If no, review your offer, qualification questions, and follow-up messages. ## Step 12: Improve the AI Agent Update the agent based on real conversations. Improve: - Greeting - Qualification questions - Objection handling - Booking language - Follow-up timing - Offer explanation - Tone and pacing Do not rewrite everything at once. Make one improvement, test it, then adjust again. ## Recommended Weekly Operating Rhythm Monday: - Review last week's leads and booked appointments. - Check missed opportunities. - Adjust follow-up rules if needed. Wednesday: - Review live conversations. - Update objection responses. - Check calendar booking flow. Friday: - Review revenue and booking numbers. - Identify one improvement for next week. ## Best Practices for Solo Businesses - Keep your offer simple. - Make booking the main goal. - Let the AI ask one question at a time. - Use human takeover for sensitive conversations. - Review conversations before making major changes. - Make the AI sound like your business, not a generic chatbot. - Do not over-automate before the basics are working. ## Common Mistakes to Avoid - Giving the AI too many goals at once - Using long paragraphs in conversations - Asking too many qualification questions before offering a booking - Sending every lead to a human too early - Never reviewing failed conversations - Launching without testing calendar availability - Not tracking booked appointments and sales ## First 7-Day Launch Plan Day 1: - Define your offer and ideal customer. - Create your first AI agent. Day 2: - Add qualification rules. - Add core objections and answers. Day 3: - Connect messaging channels. - Connect your calendar. Day 4: - Test 10 sample conversations. - Fix weak answers. Day 5: - Launch on one lead source. - Monitor all conversations. Day 6: - Review booked appointments and missed leads. - Improve follow-up messages. Day 7: - Turn on the next channel. - Set your weekly review rhythm. ## Owner Checklist Before launch: - Offer is clear - AI agent is created - Qualification rules are added - Calendar is connected - Messaging channels are connected - Follow-up rules are active - Test conversations are complete - Human takeover process is clear - Dashboard review time is scheduled After launch: - Review new leads daily - Check missed conversations - Track booked appointments - Track revenue from appointments - Improve one part of the system each week ## Launch QA Checklist Complete this checklist before sending live leads into SETTEROS. Offer and agent: - Main offer is clear - Ideal customer is defined - Disqualifiers are defined - AI agent has the correct name, tone, and role - AI agent knows the main booking goal - Human takeover rules are clear Messaging: - Website form or chat has been tested - SMS connection has been tested - WhatsApp connection has been tested, if used - Instagram connection has been tested, if used - Facebook Messenger connection has been tested, if used - Test lead receives a fast response Calendar: - Calendar is connected - Appointment type is correct - Time zone is correct - Available times are accurate - Buffer times are set - Confirmation message works - Reminder message works Follow-up: - No-response follow-up is active - 24-hour follow-up is active - 48-hour follow-up is active - Stop rules are active when a lead says no - Not-qualified leads are routed properly Reporting: - Dashboard shows new leads - Dashboard shows qualified leads - Dashboard shows booked appointments - Revenue tracking is ready - Owner knows when to review missed opportunities ## Troubleshooting Guide Use this section when SETTEROS is live but results are not where they should be. ### Leads are not booking Check: - Is the offer easy to understand? - Is the AI asking too many questions before offering the appointment? - Is the calendar connected and showing available times? - Is the booking prompt direct enough? - Are follow-ups active? Fix: - Shorten the offer explanation. - Ask fewer questions before offering a booking. - Add a stronger booking line: "I can help you find a time now." - Review missed opportunities for repeated objections. ### Leads are not qualified correctly Check: - Are the qualification rules specific? - Does the AI know who is not a fit? - Are budget, urgency, location, and decision-maker rules clear? Fix: - Add clearer qualification rules. - Add one direct question about fit. - Review three bad-fit conversations and update the agent. ### The AI is talking too much Check: - Are answers longer than 2 to 3 sentences? - Is the AI explaining before asking the next question? - Is the AI trying to educate instead of book? Fix: - Add this instruction: "Keep replies short. Ask one question at a time. Move qualified leads toward booking." ### Calendar booking is not working Check: - Is the correct calendar connected? - Is the time zone correct? - Are available hours open? - Is the appointment type active? - Are reminders connected? Fix: - Run a test booking from start to finish. - Confirm the appointment appears on the calendar. - Confirm the lead receives the confirmation message. ### Follow-ups are not sending Check: - Are follow-up rules active? - Is the lead in the correct pipeline stage? - Did the lead trigger a stop rule? - Is the channel connected? Fix: - Test a no-response lead. - Confirm the 24-hour and 48-hour follow-ups are scheduled. ### Voice AI sounds slow or low energy Check: - Does Setter greet the caller quickly? - Is the voice speed too slow? - Is the greeting too long? - Is the AI waiting for the caller before speaking? Fix: - Use a shorter greeting. - Increase voice speed slightly. - Use this instruction: "Speak with polished energy, confidence, and warm urgency." ## Copy-Ready Scripts Use these as starting points. Adjust them to match your offer. ### First Message > Hi, this is Setter from SETTEROS. I can help you see if our AI appointment-setting system is a fit for your business. What kind of business are you running right now? ### Price Question > Good question. Pricing depends on the setup and how many appointments you want SETTEROS helping with. The best next step is a quick call so we can see what you need and whether it makes sense. ### I Need to Think About It > That makes sense. Before you decide, it may help to see whether this would actually solve your lead follow-up and booking problem. Would you like to look at a quick time to talk it through? ### No Response Follow-Up > Just checking back. If getting more qualified appointments is still a priority, I can help you find a time to see how SETTEROS works. ### Booking Confirmation > You're booked. I sent the appointment details over. Please make sure the time works for your calendar, and bring any questions about your current lead follow-up process. ### No-Show Recovery > Looks like we missed each other. No problem. If you still want help turning more leads into booked appointments, I can help you find another time. ### Human Takeover > I can have a team member step in and help with that. What is the best number or email for them to reach you? ## Weekly Review Worksheet Complete this every week. Week of: New leads: Qualified leads: Booked appointments: Completed appointments: Sales from booked appointments: Revenue tracked: Best-performing channel: Most common objection: Biggest missed opportunity: One AI improvement to make this week: One follow-up improvement to make this week: One calendar or booking issue to fix: Weekly score from 1 to 5: Notes: ## Glossary **AI Agent** The trained appointment setter that talks to leads and follows your rules. **Booked Appointment** A confirmed call, consultation, demo, or service appointment on your calendar. **Conversation** A message or voice interaction between a lead and Setter. **Follow-Up** Automated messages sent after a lead does not respond, does not book, or misses an appointment. **Human Takeover** When a real person steps into the conversation because the lead needs special help. **Missed Opportunity** A lead who showed interest but did not become a booked appointment. **Qualified Lead** A lead who matches your service, need, urgency, budget, and decision-making criteria. **Revenue Tracking** Connecting booked appointments to completed appointments, sales, and money collected. **Sub-Account** A separate workspace for a business, offer, brand, or internal operation. ## Support Information Business name: SETTEROS Email: hello@setteros.online Phone: (470) 472-9943 Address: 3715 Northside Parkway Northwest Building 100, Suite 500 Atlanta, Georgia 30327 ## Final Note SETTEROS works best when it is treated like a real appointment setter. Train it, review it, improve it, and hold it accountable to one main result: booked appointments from qualified leads.