# SETTEROS Training Manual for Agencies and Coaches Version 1.0 ## Purpose This manual teaches agencies and coaches how to use SETTEROS to manage multiple client or student appointment-setting systems, deploy AI agents quickly, monitor performance, and improve booked-call results over time. For agencies, SETTEROS is a client delivery system. For coaches, SETTEROS is a pipeline and enrollment support system. The goal is simple: create repeatable AI appointment-setting operations that help more qualified leads become booked appointments. ## Who This Manual Is For This manual is for: - Marketing agencies - Appointment-setting agencies - Automation agencies - Lead generation agencies - Business coaches - High-ticket coaches - Consultants with client programs - Course creators with enrollment calls - Operators managing several brands, offers, locations, or client pipelines This manual assumes the user may operate multiple sub-accounts, multiple AI agents, multiple campaigns, and multiple appointment workflows. ## What SETTEROS Helps Agencies and Coaches Do SETTEROS helps you: - Create AI appointment setters for different clients, offers, or programs - Use templates to launch faster - Qualify leads based on each client's rules - Book directly onto calendars - Follow up automatically - Run split tests on campaigns and agent scripts - Track revenue and booked-call performance - Manage multiple sub-accounts from one operating system - Give clients or students clearer reporting ## Core Terms **Sub-Account** A sub-account is a separate workspace for a client, brand, location, program, or offer. **AI Agent** An AI agent is the trained setter that responds, qualifies, handles objections, and pushes leads toward booking. **Template** A template is a prebuilt appointment-setting workflow for a niche, such as med spa, coaching, real estate, roofing, wellness clinic, electrician, or accountant. **Campaign** A campaign is a lead source or promotion connected to an AI agent, such as Facebook ads, Instagram DMs, webinar leads, website leads, referral leads, or reactivation lists. **Split Test** A split test compares two versions of a message, agent flow, offer, or booking prompt to see which creates more qualified appointments. **Client Reporting** Client reporting shows what happened: leads received, conversations started, qualified leads, booked calls, completed appointments, sales, and revenue. ## Agency and Coach Setup Overview Use this order when setting up SETTEROS for agencies and coaches: 1. Define your operating model. 2. Create your sub-account structure. 3. Choose or build templates. 4. Create AI agents for each offer. 5. Add qualification rules. 6. Connect GHL and messaging channels. 7. Connect calendars and booking rules. 8. Test each agent before launch. 9. Launch campaigns in controlled phases. 10. Monitor the dashboard daily. 11. Run campaign split tests. 12. Report results weekly. 13. Improve templates and reuse winners. ## Quick Start Checklist Use this checklist when launching a new agency client, coaching client, student, brand, location, or offer. 1. Create the sub-account. 2. Choose the closest marketplace template. 3. Add the client's offer and ideal customer. 4. Add qualification rules and disqualifiers. 5. Create or assign the AI agent. 6. Connect GHL messaging channels. 7. Connect the correct calendar. 8. Test at least 10 conversations. 9. Confirm booking, follow-up, and notifications. 10. Launch one lead source first. 11. Review the first 50 conversations. 12. Send the first performance report. If the account is high-value, do not skip testing. A broken calendar or weak qualification rule can cost real appointments. ## Step-by-Step Daily Use Guide Use this daily workflow once SETTEROS is live. ### Step 1: Open the Agency or Coach Dashboard Start in the command center. Review: - Active sub-accounts - Active AI agents - New leads - Qualified leads - Booked appointments - Missed opportunities - Revenue tracked - Accounts needing attention Start with the accounts that have the most leads, the lowest booking rate, or the highest-value offer. ### Step 2: Review Account Health Open the account health view. For each client, student, or program, check: - Is the AI agent active? - Are leads coming in? - Are conversations starting quickly? - Are qualified leads being identified? - Are appointments being booked? - Are there calendar or channel connection errors? - Are follow-ups going out? Any account with leads but no bookings should be reviewed first. ### Step 3: Check the Lead Conversation Dashboard Review conversations across active accounts. Look for: - High-value leads needing human takeover - Repeated objections - Leads asking pricing questions - Leads confused about the offer - Leads not receiving a booking prompt - AI answers that are too long, too slow, or off-brand For agencies, this protects client results. For coaches, this protects enrollment opportunities. ### Step 4: Review Booked Appointments Open the booking view. Confirm: - The appointment landed on the correct calendar. - The correct closer, coach, client, or team member was assigned. - The lead source was tracked. - The reminder sequence is active. - The appointment notes include qualification details. If booked appointments are not showing enough context, improve the AI's data collection rules. ### Step 5: Review Missed Opportunities Open missed opportunities. Group them by reason: - No response - Price objection - Timing objection - Not qualified - Asked for human help - Calendar issue - AI did not push to book - Offer confusion This is one of the most valuable parts of the dashboard. Missed opportunities tell you what to improve next. ### Step 6: Check Follow-Up Performance Open the follow-up queue. Review: - Leads waiting for a follow-up - Leads who clicked or replied - Leads who booked after follow-up - Leads who should be moved to nurture - Leads who should be marked not qualified For coaches and high-ticket offers, follow-up can create a large percentage of booked calls. ### Step 7: Review Campaign Split Tests Open campaign split testing. Compare: - Agent A vs Agent B - Short opener vs longer opener - Direct booking prompt vs softer booking prompt - Price answer A vs price answer B - Follow-up sequence A vs follow-up sequence B - Template A vs custom workflow Do not judge a split test too early. Wait until each version has enough conversations to show a pattern. ### Step 8: Review Revenue Tracking Open revenue analytics. Track: - Booked appointments by account - Completed appointments - Sales made - Revenue by campaign - Revenue by AI agent - Revenue by template - Revenue by lead source - Cost per booked appointment if ad spend is available Agencies should use this for client reporting. Coaches should use this to improve enrollment performance. ### Step 9: Update One Account or Template Make one improvement at a time. Examples: - Improve a pricing objection answer. - Add a stronger booking prompt. - Shorten the AI greeting. - Add a better qualification question. - Fix a weak follow-up message. - Update a niche template based on real data. If the improvement works, save it back into the template library. ### Step 10: Send or Prepare Reports At the end of the review cycle, prepare a simple report. Include: - Leads received - Conversations started - Qualified leads - Booked appointments - Completed appointments - Sales or revenue - Best-performing channel - Main missed opportunity reason - One improvement being made The report should be clear enough for a client or student to understand without needing technical knowledge. ## Step-by-Step Client or Student Launch Workflow Use this workflow when onboarding a new agency client, coaching client, student, location, or program. ### Step 1: Create the Sub-Account Create a dedicated sub-account for the client, brand, offer, or program. Name it clearly: > Client Name - Offer Name Example: > Atlas Wellness - New Patient Consults ### Step 2: Choose a Template Choose the closest template from the marketplace. Examples: - Coaching - Med Spa - Wellness Clinic - Real Estate - Roofing - Electrician - Accountant - Travel Agency - Primary Care - Septic Systems If no template fits, start with the closest one and customize it. ### Step 3: Customize the Offer Add: - Business name - Offer name - Target audience - Main pain points - Desired outcome - Pricing or price range, if allowed - Appointment type - Disqualifiers - Human takeover rules ### Step 4: Customize Qualification Rules Define what makes someone qualified. Use: - Need - Budget - Urgency - Location - Decision-maker status - Service fit - Problem severity - Timeline - Calendar readiness ### Step 5: Create or Assign AI Agents Create the agent for that sub-account. Recommended naming: > Setter - Client Name - Offer Example: > Setter - Atlas Wellness - Consults For complex accounts, use multiple agents: - New lead setter - Reactivation setter - No-show recovery setter - Voice receptionist - Webinar follow-up setter ### Step 6: Connect Channels Connect the channels through GHL: - SMS - WhatsApp - Instagram - Facebook Messenger - Website forms or chat - Voice AI, if enabled Test each channel before sending live traffic. ### Step 7: Connect Calendar and Routing Set: - Calendar owner - Appointment type - Available times - Time zone - Buffers - Round-robin routing, if needed - Reminder messages - No-show recovery messages For agencies, confirm this with the client before launch. For coaches, confirm it with the closer, enrollment team, or program owner. ### Step 8: Test the AI Agent Run at least 10 test conversations. Test: - Qualified lead ready to book - Lead asking price - Lead with low budget - Lead outside service area - Lead asking for human help - Lead objecting to timing - Lead not responding - Lead trying to book - Lead with a special case - Lead from a wrong-fit niche Fix weak spots before launch. ### Step 9: Launch in Phases Do not turn on every channel at once unless the account has already been tested. Recommended launch order: 1. Website leads 2. SMS leads 3. Facebook or Instagram leads 4. WhatsApp leads 5. Voice AI calls 6. Reactivation lists 7. Paid campaign traffic ### Step 10: Monitor the First 50 Conversations The first 50 conversations reveal the biggest issues. Review: - First response speed - Qualification accuracy - Booking rate - Objections - Drop-off points - Confusing AI answers - Calendar issues After 50 conversations, make the first real improvement pass. ## Agency Operating Rhythm Daily: - Review account health. - Check high-volume accounts. - Review missed opportunities. - Check urgent human takeover conversations. Weekly: - Send client reports. - Review booked appointment rate. - Review revenue and sales data. - Improve one template or campaign. - Check sub-account usage and expansion needs. Monthly: - Identify best-performing templates. - Retire weak scripts. - Review expansion block usage. - Package winning flows for reuse. - Review client retention and upsell opportunities. ## Coach Operating Rhythm Daily: - Review new enrollment conversations. - Check qualified leads and booked calls. - Review follow-up queue. - Listen to at least one voice AI call if voice is active. Weekly: - Review enrollment call show rate. - Review objections and missed opportunities. - Improve program positioning. - Update follow-up language. - Compare campaigns or webinar follow-ups. Monthly: - Identify best lead source. - Improve the offer explanation. - Update qualification rules. - Review revenue by campaign or program. - Save winning scripts as reusable templates. ## Expansion and Add-On Path Agencies and larger operators should expand in blocks instead of unlimited open usage. Recommended public-facing structure: - 10 client sub-accounts included - Expansion available in blocks - Add 10 sub-accounts when needed - Add 25 sub-accounts for growing agencies - Add 50 sub-accounts for serious operators This keeps the offer easy to understand while protecting the platform from abuse. ### Growth Add-Ons Use add-ons when a client needs more lead flow, call coverage, or account capacity without changing the core subscription. Recommended add-ons: - Social Growth Engine: content ideas, captions, campaign themes, and nurture prompts that feed the AI setter - AI Phone Number: dedicated inbound number for a business, location, campaign, or client - AI Call Campaign: reactivation, reminder, no-show recovery, or missed-call workflow - Agency Voice Pack: voice AI setup for multiple client accounts - Extra Voice Number: additional number for extra locations, providers, or campaigns Social Growth should be positioned as demand creation, not general social media management. The goal is to create more conversations that SETTEROS can qualify and book. ### Social Growth Fulfillment Workflow Use this workflow when an agency client buys Social Growth Engine: 1. Confirm the client's offer for the month. 2. Confirm approved topics, restricted claims, and compliance boundaries. 3. Pick the monthly campaign angle. 4. Create 33 post ideas or captions. 5. Create weekly campaign themes. 6. Add appointment-focused CTAs. 7. Create DM, email, or SMS nurture prompts. 8. Route interested replies into the SETTEROS or CareFlow pipeline. 9. Tag leads as `social-growth` or `content-lead`. 10. Report which content theme created the best qualified conversations. ## What to Report to Clients or Students Do not overload reports with technical details. Report: - Leads captured - Conversations started - Qualified leads - Booked appointments - Show rate, if available - Sales or revenue, if available - Best-performing channel - Best-performing content theme, if Social Growth is active - Main improvement being made Suggested report summary: > This week SETTEROS handled 214 lead conversations, qualified 67 prospects, booked 22 appointments, and identified price objection as the biggest missed-opportunity pattern. We are improving the price response and follow-up sequence for next week. Social Growth report add-on: > Social Growth produced [number] content ideas or posts, generated [number] replies, and created [number] qualified conversations. The strongest content theme was [theme]. Next week we are improving [CTA/follow-up/theme]. ## Launch QA Checklist Complete this before launching a new client, student, program, or campaign. Account setup: - Sub-account is named clearly - Client or program offer is documented - Ideal customer is documented - Disqualifiers are documented - Human takeover rules are defined - Correct template is selected AI agent: - Agent name is clear - Agent role is specific - Tone matches the client or coach brand - Qualification questions are loaded - Objection answers are loaded - Booking goal is clear - Follow-up rules are active Channels: - SMS is tested - WhatsApp is tested, if used - Instagram is tested, if used - Facebook Messenger is tested, if used - Website form or chat is tested - Voice AI is tested, if used Calendar and routing: - Correct calendar is connected - Correct closer, coach, or client is assigned - Time zone is correct - Appointment type is correct - Round-robin routing works, if used - Confirmation message works - Reminder messages work - No-show recovery works Tracking: - Lead source is tracked - Qualified lead status is tracked - Booked appointment status is tracked - Show rate can be tracked, if available - Sales or revenue can be tracked, if available - Dashboard shows the account correctly Client or student handoff: - Client understands what the AI will do - Client knows when human takeover happens - Client knows where appointments appear - Client knows how reports will be delivered - Client understands the first-week review plan ## Troubleshooting Guide Use this section when an account, campaign, or AI agent is not performing. ### Account has leads but low bookings Check: - Is the offer clear? - Is the AI asking too many questions? - Is the AI waiting too long to offer the appointment? - Is the calendar connected? - Are the follow-ups active? - Are the leads qualified enough? Fix: - Shorten the opening message. - Add a stronger booking prompt. - Improve the most common objection answer. - Review the first 20 missed opportunities. ### Client says lead quality is poor Check: - Are qualification rules too loose? - Is the campaign attracting wrong-fit leads? - Is the AI asking budget, urgency, location, and decision-maker questions? - Are bad-fit leads being marked correctly? Fix: - Tighten disqualifiers. - Add one direct fit question. - Adjust ad or campaign targeting if the source is wrong. - Add better lead notes before booking. ### AI agent is off-brand Check: - Is the tone instruction specific? - Is the agent using generic language? - Is it over-explaining? - Is it using words the client would not use? Fix: - Add client-specific voice examples. - Add forbidden phrases. - Add preferred phrases. - Keep responses short and direct. ### Calendar or routing is broken Check: - Is the right calendar connected? - Is the correct person assigned? - Is round-robin routing active? - Is the time zone correct? - Are available hours open? Fix: - Run a full test booking. - Confirm the appointment appears on the correct calendar. - Confirm the client or closer receives the notification. ### Split test has no clear winner Check: - Does each version have enough conversations? - Are both versions receiving similar lead quality? - Are you comparing one variable at a time? - Is the booking goal the same? Fix: - Keep the test running longer. - Test only one change at a time. - Compare booked appointments, not just replies. ### Client reporting feels confusing Check: - Are you showing too many numbers? - Are the numbers tied to business outcomes? - Is there a clear action for next week? Fix: - Report leads, qualified leads, booked appointments, show rate, sales, revenue, and one improvement. - Keep technical details out of the main summary. ## Copy-Ready Scripts Use these as starting points for agents, campaigns, and follow-up workflows. ### First Message for Agency Client > Hi, this is Setter. I help manage appointment requests for [Business Name]. What were you hoping to get help with today? ### First Message for Coach or Program > Hi, this is Setter from [Program Name]. I can help you see if this program is a fit. What goal are you trying to reach right now? ### Qualification Prompt > To make sure I point you in the right direction, can I ask a quick question about your situation? ### Price Question > Good question. The best option depends on your goals and what kind of support you need. If it looks like a fit, I can help you book a quick call to go over the right path. ### Budget Concern > I understand. The call is mainly to see whether the solution makes sense before you make any decision. If it is not a fit, we will tell you that clearly. ### Direct Booking Prompt > Based on what you shared, it sounds like a quick call would make sense. Would you like to look at available times? ### Soft Booking Prompt > If you want, I can help you find a time to talk through the details and see if this is a fit. ### No Response Follow-Up > Just checking back. If this is still something you want help with, I can help you find a time to speak with the team. ### No-Show Recovery > Looks like the call was missed. No problem. Would you like to reschedule for another time that works better? ### Human Takeover > I can have someone from the team step in and help with that. What is the best number or email for them to use? ## Role-Based SOPs Use these roles when multiple people are involved. ### Owner or Admin Responsibilities: - Create sub-accounts - Assign users and permissions - Approve templates - Review billing and expansion blocks - Approve add-ons such as Social Growth, voice numbers, and call campaigns - Monitor portfolio-level performance - Make final decisions on client delivery changes Daily actions: - Review account health - Check accounts at risk - Confirm reporting is going out ### Operator Responsibilities: - Build and test AI agents - Connect channels - Review conversations - Fix calendar or routing issues - Improve scripts and follow-ups - Route Social Growth replies into the correct pipeline when active - Monitor missed opportunities Daily actions: - Review high-volume accounts - Fix the top issue in each weak account - Update one rule, script, or template based on data ### Client Success Manager Responsibilities: - Communicate with clients or students - Prepare reports - Explain results clearly - Gather feedback - Identify upsell or expansion opportunities Weekly actions: - Send report - Explain one win, one issue, and one improvement - Confirm the client understands appointment outcomes ### Sales Closer or Coach Responsibilities: - Take booked calls - Review lead notes before calls - Mark completed appointments - Mark sales and revenue - Report call quality issues Daily actions: - Check appointment notes - Update show, no-show, and closed-won status - Report any bad-fit bookings ## Weekly Review Worksheet Complete this for each active client, student, program, or offer. Account name: Week of: New leads: Conversations started: Qualified leads: Booked appointments: Completed appointments: Show rate: Sales: Revenue tracked: Best-performing channel: Best-performing AI agent: Best-performing template: Most common objection: Biggest missed opportunity: Split test currently running: Split test result: One improvement to make next week: Client or student feedback: Expansion opportunity: Notes: ## Client Reporting Template Use this format for weekly client or student reporting. Subject: > SETTEROS Weekly Appointment Report - [Client or Program Name] Report: > This week SETTEROS handled [number] lead conversations for [Client or Program Name]. > > [number] leads were qualified. > > [number] appointments were booked. > > [number] appointments were completed. > > [number] sales were tracked, with [revenue amount] in reported revenue. > > The best-performing channel was [channel]. > > The main missed-opportunity pattern was [objection or issue]. > > The improvement we are making next week is [specific improvement]. Keep the report direct. Clients and students care about appointments, sales, revenue, and what is being improved. ## Template Improvement Log Use this log when improving the marketplace or client templates. Template name: Niche: Account tested on: Date reviewed: Conversation volume: Booked appointment rate: Top objection: Best-performing opening message: Best-performing booking prompt: Weakest part of the flow: Improvement made: Result after improvement: Should this become the new default template? ## Glossary **Account Health** The overall performance status of a sub-account based on leads, bookings, errors, and missed opportunities. **AI Agent** The trained setter, follow-up agent, voice receptionist, or no-show recovery agent. **Booked Appointment** A confirmed appointment created by the AI or the operator. **Campaign** A lead source, promotion, funnel, webinar, ad campaign, reactivation list, or outreach flow. **Expansion Block** An add-on package that gives an agency more sub-accounts in blocks such as 10, 25, or 50. **Human Takeover** When a real team member steps into the conversation. **Qualified Lead** A lead who meets the account's criteria for need, fit, budget, urgency, location, and decision-making ability. **Show Rate** The percentage of booked appointments that actually attend. **Split Test** A controlled comparison between two versions of a script, agent flow, follow-up, offer, or booking prompt. **Template** A reusable workflow for a niche or appointment-setting use case. ## Graphic Dashboard Guide A visual dashboard guide has been created here: [Open the Agency and Coach Graphic Dashboard](agency-coach-dashboard.html) Use the dashboard to understand how to manage multiple accounts, campaigns, agents, templates, and revenue outcomes from one operating view. ## 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 For agencies and coaches, SETTEROS should be treated like an operating system, not a one-time chatbot setup. The winners are the operators who review conversations, improve templates, run controlled tests, and report results clearly.