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AI appointment setter that qualifies leads and books them on your calendar, 24/7
Fill your calendar while you sleep.
Our AI appointment setter answers new leads in seconds, asks your qualifying questions and books the meeting into your Google Calendar. Your team shows up to appointments instead of chasing them.
Can I book a consultation for Botox next week?9:58 PM
Of course! Is this your first visit with us?9:58 PM
Yes first time9:59 PM
Welcome! First visits are 30 minutes. I have Tuesday 11 AM or Thursday 4 PM.9:59 PM
Thursday 410:00 PM
Booked · Thu 4:00 PM · reminder scheduled
Works with the tools your customers already use
- Google Calendar
- Gmail
- HubSpot
WhatsApp
Instagram
Google Calendar
Gmail
HubSpotWhy it works
A sales team that never sleeps
Replies in seconds
Every lead gets a real answer while they are still on your page.
Follows up for you
Quiet leads get the next message at the right time, until they reply.
Books on your calendar
Qualified leads pick a time and the appointment lands in Google Calendar.
Works 24/7
Nights, weekends and holidays. The agent never takes a night off.
The problem
Why an AI appointment setter beats a contact form
A form collects a name and waits. An AI appointment setter starts the conversation the moment someone shows interest and ends it with a date and time.
Instant first reply
The lead gets an answer while they still have your page open, not hours later.
Qualified in the chat
Your qualifying questions are asked naturally: service, timing, location, budget.
On the calendar
The AI appointment setter offers real open times and confirms. No phone tag.
How it works
How the AI appointment setter books for you
We set it up and run it. You decide the rules, and nothing goes live until you have tested it with real examples from your own business and approved every answer.
Set your booking rules
Appointment types, durations, buffers, hours, who can book what and which leads need a human first.
Connect your calendar
The AI appointment setter reads availability from Google Calendar and writes confirmed appointments back.
Turn on your channels
WhatsApp, website chat, Instagram DM and email all book from the same calendar.
Confirm and remind
The lead gets a confirmation and a reminder before the appointment, which helps more people actually show up.
In practice
What a good AI appointment setter handles
Questions before booking
Price ranges, what's included, parking, preparation. Answers come from your playbook, so they're accurate.
Rescheduling
When a customer can't make it, the AI appointment setter offers new times instead of letting the slot go empty.
Qualification
It doesn't book everyone. Leads outside your service area or budget get a polite answer and stay off the calendar.
Handoff
Special requests and complaints go straight to your team with the full conversation attached.
Why Cognitiva
AI appointment setter for businesses that live on bookings
If a day with empty slots costs you money, an AI appointment setter pays attention to the leads you can't.
Med spas and clinics
Consultations booked at night and on weekends, when people are actually looking.
Home services
Estimates and visits scheduled while your crew is out. Read about the automated lead follow up system for quotes that need a nudge.
Real estate
Showings requested from listings and ads. See the AI sales agent for real estate.
What's included
What you get with an AI appointment setter
Short answer: more booked appointments without anyone on your team chasing leads. Everything below is included in the setup.
An AI appointment setter configured to your booking rules
Appointment types, lengths, buffers between visits, opening hours and which services need a human approval. The agent only offers times that really work for you.
Confirmations and reminders from your AI appointment setter
Every booking gets a confirmation in the same channel and a reminder before the visit. If the customer needs to change, they can reschedule in the chat instead of disappearing.
Ongoing improvements
We read conversations every week, fix answers that could be clearer and adjust qualifying questions as your calendar fills up. You get a short report with bookings, reschedules and handoffs.
Results from our clients
Two numbers our clients reported, comparing sales before and after working with Cognitiva:
A bakery
Sales grew 50% in the first six months working with Cognitiva.
An atelier
Sales grew 30% in the first five months working with Cognitiva.
AI appointment setter: frequently asked questions
What is an AI appointment setter?
An AI appointment setter is an AI agent that talks to your leads, qualifies them and books appointments directly into your calendar, 24/7. Cognitiva sets it up on WhatsApp, website chat, Instagram DM and email.
Which calendar does the AI appointment setter use?
Google Calendar. It reads your availability and writes confirmed appointments back, so your team sees everything in the calendar they already use. Learn more about Google Calendar.
Can the AI appointment setter qualify leads before booking?
Yes. It asks your qualifying questions first and only books leads that fit your rules. The rest get a polite answer or go to your team.
Does an AI appointment setter replace my receptionist?
No. It handles messages on chat channels so your team can focus on the people in front of them. It does not answer phone calls.
How long does it take to set up an AI appointment setter?
We build your playbook and booking rules with you first. Once you approve them, we connect your calendar and channels and go live.
What happens if a lead wants to talk to a person?
The AI appointment setter hands the conversation to your team with the full history. See how the same agent works as an AI sales agent for small business.
See how many appointments are slipping through
Book a free lead audit. We'll show you how fast your leads get answered today and how an AI appointment setter would fill the gaps.