How Our AI Appointment Setter Works

In this walkthrough video, I share exactly how we operate our AI appointment setter, connect it to the CRMs our clients rely on, and keep every campaign organised inside n8n. The result is a responsive outbound system that feels personal while scaling like software.

Campaign Kickoff: Bulk Messages with Personalisation

Each campaign starts with a bulk message push tailored to the client and segment we are targeting. We blend high-level templates with client-specific nuances so that every opener sounds like it was written for the recipient. When replies land, AI drafts the first response instantly, giving us a head start on momentum.

AI-Crafted Replies Synced Across CRMs

The heart of the workflow lives in n8n, where we orchestrate CRM integrations, trigger updates, and send context-rich payloads to ChatGPT's latest model. The AI builds threaded responses based on the conversation history, so prospects feel like they are in a natural back-and-forth with a knowledgeable rep.

Redis Keeps Conversations On Track

Redis acts as our state manager, allowing us to juggle high volumes of simultaneous conversations without losing context. By caching the last interactions, we prevent the AI from repeating itself, ensure timely follow-ups, and make intelligent branching decisions when a lead changes direction.

Prompt Design and Quality Control

Results hinge on the prompt. We design prompts that encode tone, compliance, and desired outcomes, then stress test them before going live. Once a campaign launches, we monitor every response stream in real time. When we spot improvements, we refine the prompt and redeploy so quality keeps climbing.

You will see in the video how the loop operates end to end—from campaign launch to a booked call. Our team stays in the loop, guiding the AI where needed and ensuring the system continually learns from every message it sends.

Have questions about the integrations, the AI prompt, or how to tune Redis for volume? Reach out and we will walk through the architecture together.

Cheers,

Alex