An AI appointment setter that fills your calendar while you work
Speed wins bookings. Your AI setter responds to every inquiry in seconds, offers real openings from your live calendar, confirms, reminds, and reschedules. The calendar fills without anyone playing phone tag.
Runs in your cloud platform or in ours. Voice agents run on Refract, our own platform.
The job your AI Appointment Setter shows up for.
Instant response
New inquiry, outbound call or text in seconds. Around the clock, including the leads that arrive at 9pm.
Real availability
It reads and writes your live calendar, so it only ever offers slots that actually exist.
Confirmations and reminders
Every booking gets confirmed and reminded automatically, on the cadence you choose.
Reschedules itself
Life happens. The agent offers alternatives, updates the calendar, and tells whoever needs to know.
Waitlist backfill
A cancellation is an opening. The agent offers the slot to your waitlist before the gap costs you.
Every touch logged
Bookings, changes, and conversations all land in your CRM so nothing lives in someone's memory.
How the AI Appointment Setter runs, end to end.
Every agent we build starts as a blueprint like this one: the exact path a conversation takes through your business, agreed with you before we build it.
Inquiry arrives
A form fill, missed call, or ad lead enters the system from any channel.
Agent reaches out
Within seconds, by call or text, while the lead is still thinking about you.
Openings offered
Real slots from your live calendar, matched to what the lead asked for.
Booked and confirmed
The appointment lands on your calendar with a confirmation to both sides.
Reminded and kept
Reminders and easy rescheduling keep the slot filled instead of forgotten.
Works with what you already run.
No rip and replace. The agent connects to the systems your business already lives in, and every conversation it has is logged where you can see it.
- Your booking calendar
- Your CRM
- SMS and email
- Your lead forms
- Your ad platforms
The platform underneath
Runs on Refract, the voice platform we built and operate.
We did not bolt a chatbot onto your phone line. Refract runs script-controlled conversations with real tool calls into calendars and CRMs, warm human handoff with context preserved, and a full transcript of every call. It is built by the same team that ships the AI sales agent and live call coaching inside Luminary Life's insurance CRM and runs realtime voice in production at Tavern Scribe.
Talk to a live Refract agent at refract.hostStrategy to execution, in four phases.
Anyone can demo a voice agent in five minutes. Getting one you can trust with your customers is engineering, and it runs through the same four phases as every LOJI build.
Estimate
We scope your AI Appointment Setter against your real call flows, systems, and volume, and map exactly what it will take before you commit to anything.
Validate
You hear the agent and approve its script, voice, knowledge base, and escalation rules before it ever talks to a customer.
Build
We build the agent, wire it into your calendar, CRM, and phone, and test real conversations with you until it earns the job.
Support
We stay on after launch. Transcripts get reviewed, answers get tuned, and the agent stays current as your business changes.
What owners ask before hiring this agent.
Can it double-book or offer slots I do not have?
No. It reads your live availability before it offers anything and writes the booking back immediately. If you block time off, the agent knows the moment you do.
Does it handle rescheduling and cancellations?
Yes, that is most of the job. It offers alternatives, updates the calendar, notifies your team, and puts freed slots back to work. No-show follow-up is part of the same loop.
How fast does it contact a new lead?
Seconds, around the clock. Speed to lead is the entire reason this agent pays for itself: the first business to have a real conversation usually wins the booking.
Do we have to change the tools we already use?
No. The agent connects to the calendar and CRM you already run, and we deploy it in your cloud platform or in ours. If you ever change systems, the agent moves with you.
Ready to put a AI Appointment Setter to work?
Tell us how your business handles this today and we will map the agent, the workflow blueprint, and what it takes to run it in production.