Appointment Setter / Booking Coordinator
Fills the calendar — books, confirms, and reschedules appointments so no slot goes empty.
Own the client’s booking funnel end to end: respond to inbound enquiries, qualify and book appointments, confirm and remind, and rebook no-shows — keeping the schedule full and friction-free.
What it does
- Respond to booking enquiries across phone, chat, email, and DMs.
- Offer available slots and book appointments directly into the calendar.
- Send confirmations, reminders, and pre-appointment instructions.
- Reschedule and follow up on cancellations and no-shows to refill slots.
- Maintain a waitlist and fill last-minute openings.
- Capture client details and notes into the CRM or booking system.
What goes in, what comes out
Calendar/booking availability, service menu and rules, customer enquiries, CRM contact data.
Confirmed bookings, sent reminders, an up-to-date calendar, refilled cancellations, and updated CRM records.
Tools & integrations
Booking systems (Calendly, Acuity, Square, Fresha), calendar, SMS/email, chat widgets, CRM.
Guardrails, built in
Hard limits enforced as code — not suggestions. This is what makes it safe to run.
- Only book within real availability and service rules; never double-book.
- Take deposits or payments only through approved, secure flows.
- Confirm details before booking; never guess a customer’s intent.
- Respect cancellation and refund policies exactly.
When it hands off to a human
It knows the edge of its lane. It escalates — it never guesses — when:
- A customer requests a custom service, price, or arrangement outside the menu.
- A complaint or dispute about a booking arises.
- Payment or deposit issues need resolution.
- A VIP or special-case booking needs owner input.
More workers in this department
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