We know the struggle between dials and diaries.
Leads arrive unevenly, calendars clash, and follow‑ups slip when the team is on calls.
An Appointment Setter VA keeps the motion steady with prospects contacted, slots filled, notes tidy — so your closers can spend time in quality conversations, not chasing reschedules and CRM admin.
What a Appointment Setter VA actually handles
An Appointment Setter VA’s job is to keep your pipeline moving and your show‑up rates high.
In practice, that means:
Lead outreach
& qualification
Contact inbound leads fast, warm up lists, ask simple qualification questions, and book the right slot.
Calendar & reschedules
Send confirmations, reminders, and links; juggle time zones; handle polite reschedules; reduce clashes and no‑shows.
CRM hygiene
& follow‑ups
Log calls, tag outcomes, set next steps, queue nurture touches, and trigger reminders for the team.
Sequences
& templates
Prep call/email/DM scripts, update snippets, and keep sequences tidy across campaigns and personas.
Weekly reporting
& cadence
Contact rates, meetings booked, show‑up %, top objections, and a quiet plan to lift next week.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with reliable overlap for outreach windows.
You can share CRM access, calendars, ICP basics, and examples of voice.
You’re happy to approve scripts, qualification rules, and escalation paths.
Not ideal if…
You need a quota‑carrying closer or sales strategist to own messaging and pricing.
You can’t provide access to systems, lists, or meeting links.
You expect public statements, pricing changes, or contract promises without your sign‑off.
How an AI-equipped Appointment Setter VA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
Custom‑train from your stack (HubSpot/Salesforce/Calendly/Zoom/phone), tone, ICP, and qualification rules.
-
Build a prompt kit for voice, handle‑objection snippets, and handover notes.
-
Confirm channels (phone/email/DMs), coverage windows, and approval guardrails.
-
You start with a 30‑day plan and a shortlist of quick‑win fixes to approve.
02
Days 1–7 — Orientation + quick wins
-
Stand‑up cadence (daily brief + priorities + list review).
-
Data tidy: dedupe obvious duplicates, fix missing fields that block booking.
-
First assists: send friendly confirmation/reminder flows; warm up recent inbound.
-
Calendar sync: meeting types, buffers, links, and time‑zone rules aligned.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
-
Own Tier 0–1 outreach and reschedules during overlap.
-
CRM hygiene becomes habit: outcomes tagged, next steps set, and notes clear.
-
Accelerators: call summaries, action extraction, and objection snippets.
-
Feedback loop: log source quality and top friction; propose “lift show‑up” tweaks.
By week 4, contact speed improves, calendars feel calmer, and show‑up rates lift.
04
Days 31–60 — Systemise and stabilise
-
SLAs and routing rules baked into everyday habits.
-
Weekly snapshot: meetings booked, show‑up %, where we sped things up, what needs a decision.
-
Document hygiene: versioned scripts (openers, reminders), simple foldering, findable assets.
Outcome: fewer dangling leads, faster handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
-
Tighter approvals loop — more decisions prepped, fewer parked.
-
Peak‑campaign checklists with coverage plans (webinars/launches/events).
-
Light analytics on cadence (best contact windows, no‑show causes, script performance) and recommendations.
-
Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
speed‑to‑lead ↓, no‑show rate ↓, admin time ↓, and your “meeting machine” runs smoother.
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained appointment‑setting admin who works in your hours, mirrors your voice, and scales with campaigns — while we handle hiring, onboarding, payroll/HR/leave, backup, and First‑90‑Days Fit (replacement at no placement fee).
Start part‑time or full‑time; switch as needed.
Virtuali VA
,000 AUD
10
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Appointment‑Setting Admin costs by 50%+
(and keep your calendars full)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go