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AI Appointment Setter Features, From First Call to Show-Up

The DBT AI is a done-for-you system that works every lead from the moment it comes in. It calls, qualifies, books, reminds and rebooks, and it picks up your inbound calls too. Here’s every feature, explained simply.

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Done-for-you setup · Setup fee + per minute · Built for US businesses

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How It Works
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Steps to do

Instant Lead Response, Even at Midnight

When someone fills in your form or ad, the AI calls them within a few seconds, while your business is still on their mind. It works the same on a busy Monday morning or at 11 p.m. on a Sunday.

  • Works with web forms, landing pages, and Facebook and Google lead ads
  • Can start the call the moment a new lead is added to your CRM
  • Leaves a voicemail if they don't pick up, then moves on to follow-up
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Follow-Up by Call and Text Until They Reply

Most leads don’t answer the first call. The AI keeps following up with calls and text messages over several days, so a busy lead gets more than one chance to hear from you.

  • A call they can’t take is followed by a text they can read later
  • Stops on its own as soon as the lead books or opts out
  • Booked leads move straight on to appointment reminders
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Qualifying Questions Written for Your Business

Before anything gets booked, the AI asks the questions you’d ask yourself, like what service they need, their timeline or their budget. We write the script with you during setup, so it fits how you sell.

  • Asks your questions in a natural, back-and-forth conversation
  • Only leads who fit your rules get a spot on the calendar
  • Answers are saved to the lead's record in your CRM
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Appointments Booked Straight Into Your Calendar

When a lead is ready, the AI checks your real availability and books a time while they’re still on the phone. Nobody has to send a booking link and hope they click it.

  • Books into Google Calendar or Outlook in real time
  • Offers open slots only, so there are no double bookings
  • Your team gets the booking with the lead's details attached
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Reminder Calls That Confirm Every Booking

A booking only counts if they turn up. Before each appointment, the AI calls and texts the customer with the date and time, and asks if they can still make it.

  • Reminders go out at the times you choose
  • The customer confirms or cancels right on the call
  • Works for every booking, including ones your team made
CRM Free All in One Dashboard copy
CRM Free All in One Dashboard copy
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No-Shows and Cancellations Get Rebooked

A lost slot doesn’t mean a lost customer. When someone cancels or misses their appointment, the AI calls them back to find a new time.

  • Starts the rebooking call without anyone on your team stepping in
  • Books the new time straight into your calendar
  • Wins back revenue you'd otherwise write off
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Old Leads Turned Into New Appointments

Get more from leads you’ve already paid for. Your CRM is full of people who showed interest once and went quiet. The AI reaches out to them, finds out who’s ready now and books them in, without you spending more on ads.

  • Works through old leads and past customers already in your CRM
  • Books anyone interested, the same way it books new leads
  • Respects opt-outs, so nobody keeps hearing from you after saying no
CRM Free All in One Dashboard copy
CRM Free All in One Dashboard copy
Steps to do

AI Receptionist Features for Inbound Calls

Every call answered, day and night. Calls that come in to your business get answered too. The AI picks up, answers common questions about your business and books appointments, just like it does for your leads.

  • Use your current business number or get a new one
  • Handles several calls at the same time, so nobody waits on hold
  • Sends you a summary of each call, plus an alert for urgent ones if you set it up
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Recordings, Transcripts and Reports in One Place

See exactly what happened on every call. You can see exactly what the AI said on every call. Each call is recorded and transcribed, so you can listen back, check the details and spot what’s working.

  • Listen to any call or read the full transcript
  • See a short summary of each conversation
  • Track booked appointments, show rates and reactivated leads
CRM Free All in One Dashboard copy
CRM Free All in One Dashboard copy
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Set Up and Trained on Your Business

Done for you, from script to first call. You don’t build anything yourself. We write the call scripts, train the AI on your services, FAQs and hours, connect your tools and test the calls before anything goes live.

  • Speaks about your business, not a generic script
  • If it doesn't know an answer, it says so instead of guessing
  • Calls only people who asked to hear from you, never cold lists
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Who It’s For

Built for Businesses That Run on Booked Appointments

If your business gets leads from ads, forms or phone calls and books appointments, these features fit. Here’s how each industry uses them.

Marketing agencies

Home Services

Answer the call before a competitor does. The AI picks up after-hours calls and calls web leads back in seconds, so emergency jobs and estimates don’t go elsewhere.

Coaches & Consultants

Dental & Medical Practices

Keep the schedule full. New patient enquiries get booked, and HIPAA-ready reminder calls help keep patients showing up.

Real Estate Agents

Med Spas & Aesthetic Clinics

Turn ad leads into consults. Leads from Facebook ads get a call in seconds, and old leads are reactivated for new treatments.

Medical Spas & Law Firms

Law Firms

Never miss a new case. Every inbound call is answered, day or night, and potential clients are booked in for a consultation.

B2B Software

Real Estate Agents

Reach buyers and sellers first. New leads are called and qualified within seconds, and home-evaluation requests get booked as appointments.

Financial Services

Insurance & Financial Advisors

Book more consultations. Quote and consultation requests get an instant call, and leads who go quiet are followed up by call and text.

Recruitment Agencies

Coaches & Consultants

Fill your sales calendar. Applications and form signups are followed up until they book, and anyone who misses a call gets rebooked.

Educational Institutions

Marketing Agencies

Offer it to your clients. Add The DBT AI to your packages as a white-label service and turn your clients’ ad leads into booked appointments.

Works With the CRM and Calendar You Already Use

We connect HubSpot, Salesforce, GoHighLevel, Google Calendar or Outlook for you, so leads, call notes and bookings sync on their own.

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Got Questions?
We’ve Got Answers.

What features does The DBT AI include?

The DBT AI covers the whole journey of a lead. It calls new leads within seconds, follows up by call and text, asks qualifying questions and books appointments into your calendar. It then sends reminder calls, rebooks cancellations and no-shows, reactivates old leads and answers your inbound calls. Every call is recorded, and everything syncs with your CRM.

It’s both. As an appointment setter, it calls and follows up with your leads to book them in. As an AI receptionist, it answers the calls that come in to your business. Both run on the same system and book into the same calendar, so your team sees everything in one place.

 

It does both. Calls are used for real conversations like qualifying and booking, and text messages back them up during follow-up and reminders. That way, a lead who can’t pick up still gets the message.

Yes. The AI can handle several calls at the same time, so a rush of new leads or inbound calls doesn’t leave anyone waiting. Each caller gets the same quick answer, whether it’s one call or many.

Yes. Click “Get a Test Call”, enter your number, and the AI will call you within seconds. You’ll hear exactly how it sounds and how it handles a conversation. If you want to see it set up for your own business, book a demo.

No. It’s a done-for-you service. We write your scripts, connect your CRM and calendar, and test everything before launch. Once it’s live, you just see the booked appointments and call details in your calendar, CRM and dashboard.

Yes, when you have their consent. Under the TCPA, AI voice calls to mobile numbers need the person’s prior consent, which is why The DBT AI only calls people who asked to hear from you, such as leads from your forms and ads. Anyone who opts out is not contacted again. This isn’t legal advice, so check with your lawyer.

See Every Feature Working / for Your Own Leads

Book a free demo and we’ll show you how The DBT AI would call, book and remind your leads. Setup is done for you, then you pay per minute. Built for US businesses, HIPAA-ready, with opt-outs handled for you.

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