Appointment Setting Services
by dedicated setters in the Philippines
Appointment setting services put a dedicated team on the phone to reach prospects, qualify them against your criteria, and book meetings with your closers. Sales teams use outsourced appointment setting to fill calendars without hiring. Digital Minds BPO runs it from three facilities in Naga City, Philippines, at an estimated $1,092 to $1,764 per setter a month, billed hourly.
Pick a time that suits you, straight from our calendar.
- Savings
- 70%
- Up to, against a US hire
- Retention
- 94%
- Client retention rate
- Partnership
- 4.7yrs
- Average client relationship
- Since
- 2010
- 15+ years building dedicated teams
We have supported P&G’s distributor network with B2B telesales, served Petron with an outbound call center for database management, and ran the official call center for the Philippine Bureau of Customs from 2021 to December 2023.
What our appointment setting services cover
These are the lead generation and appointment setting services a dedicated team covers: setters who qualify prospects and book meetings with your closers. You supply the list or CRM. We never build or buy lead lists.
B2B outbound to decision-makers
B2B appointment setting services: setters call decision-makers on your list, check they match your criteria, and book time with your closer.
See the serviceB2C and home-service bookings
B2C appointment setting services for consumer and home-service offers: setters reach buyers, confirm interest, and book the visit or call.
See the serviceInbound lead follow-up
New inquiries from your forms and ads get a call while interest is fresh. The setter qualifies the lead and books a time with your closer.
See the serviceWarm transfers to your closers
When a prospect is ready to talk now, the setter transfers the call to your closer, on our phone system or in your dialer where it supports transfers.
Confirmation and reminder calls
Setters call to confirm each booked meeting before it happens (the third condition of a qualified meeting), so your closer walks in knowing the prospect still has the time.
List verification
Setters call your list to confirm contact details and the right decision-maker, so calling time goes to numbers worth dialing.
Booking patient visits? Medical appointment scheduling has its own page.
What counts as a qualified appointment. And who decides.
A booked meeting is qualified only when three things are true.
- The prospect matches the criteria you set at onboarding
- They agreed to a specific date and time with your named closer
- They accepted the invite and were confirmed before the meeting
Who sets the criteria?
You do, at onboarding. We build the setters’ qualifying questions around your target customer, and your closer decides what a good meeting looks like.
What does the setter log?
The setter confirms each criterion on the call and logs the answers in your CRM with every booking. Your closer is the first reviewer.
What if I dispute a meeting?
Flag it within 2 business days. Our team lead reviews it against the call recording (on our phone system) or the CRM notes, and replies within 2 business days. If a criterion was missed, the setter gets coaching, the script gets fixed, and we report back. If every criterion was met but the fit was wrong, we tighten the criteria with you.
Why we bill by the hour. Not per appointment.
Why not charge per appointment?
A fee per meeting pays for a count, and a count pulls toward booking anyone who says yes. We bill by the hour for full-time people on one account who learn your product, your buyer, and your objections, and who stay. That keeps the training you paid for and puts stability ahead of volume.
What does an hour of a setter buy?
A dedicated, full-time setter on your account, supervised daily. For planning, manual outbound dialing runs 90 to 120 dials per setter a day. Those are call attempts, not conversations, and we do not promise a number of meetings.
Who owns the quality bar?
You do. You set the criteria and your closer is the first reviewer. Reviews at 30, 60, and 90 days measure the team against the KPIs you set. We coach the setters and fix the scripts.
What if it is not working?
Tell us. We coach and retrain first. If that does not fix it, we replace the setter at no recruitment cost, and a vacant seat bills nothing. In the 3-month pilot you can also leave on 30 days’ written notice with no exit fee.
Appointment setting services pricing. Published, not hidden.
Every monthly figure is an estimate, billed hourly on actual hours worked. Never a flat fee, never a price per appointment.
$1,092 to $1,764 per setter per month ($6.50 to $10.50 an hour), estimated, billed hourly.
Voice
Dedicated appointment setting team- Entry · 0 to 1 years$6.50/hr$1,092 est./month
- Mid · 1 to 3 years$8.50/hr$1,428 est./month
- Expert · 3 to 6 years$10.50/hr$1,764 est./month
Each month bills hours actually worked. Vacant seats, replacement gaps, and unpaid absences are not billed, except the notice period after the pilot. Your proposal shows the exact line for your team.
Our managed phone system is an optional add-on: $125 per seat a month up to 5 seats, tapering to $85 at 21 or more, with unlimited calling to US and Australian numbers. It records every call. It has no power or predictive dialer and no voicemail detection, so setters dial manually on it. Working in your own dialer and CRM carries no platform fee.
From first call to first booked meeting. You choose the team.
From signed agreement and deposit to team start: 15 to 30 days, depending on role complexity and team size.
- Step 01Together
Talk it through
30 to 60 minutes. A discovery call covers who you sell to, the meetings you want booked, your list or CRM, and how your closers run a call. We confirm the roles, the timeline, and availability.
Your partDescribe your buyer and a good meeting.
- Step 02Our side
Get the proposal
Within 5 business days. We send a proposal with the team structure, rates by tier and role, the recruitment timeline, and an overview of the contract terms.
Your partReview it and sign to confirm scope and rates.
- Step 03Together
Sign and pay the deposit
After you sign the proposal, we send the service agreement. You sign it, pay a one-month security deposit applied to your final month, and recruitment begins.
Your partSign the agreement and pay the deposit.
- Step 04Together
Choose your team
We source and screen candidates, test them on skills, communication, and tool proficiency, then arrange video interviews with the shortlist.
Your partInterview the shortlist and choose your team.
- Step 05Together
Start work
Setters begin in our Naga City offices and train on your criteria, scripts, and CRM; the first 5 days of training are free. Reviews at 30, 60, and 90 days track your KPIs.
Your partShare criteria, list or CRM access, closer calendars.
Show rates, call quality, reporting and calling compliance. What you can hold us to.
How do you protect show rates?
The setter confirms a specific date and time on the call, gets the invite accepted, and calls again to confirm before the meeting. That confirmation work is part of what makes a meeting qualified. We do not quote a show-rate figure.
How is call quality managed?
A Team Leader handles quality assurance, coaching, and training updates for the team. When a meeting you flag missed a criterion, the setter gets coaching, the script gets fixed, and we report back to you.
What does reporting cover?
It depends on the phone system. On our managed phone system, you get call recordings, call analytics, and a dashboard with your logo. In your own dialer and CRM, recording and reporting sit in your system, and setters log each booking and its qualifying answers there.
Who handles Do Not Call (DNC) scrubbing and call recording?
On our managed phone system, our agents and team leads check numbers against the DNC list, and we record every call. In your own dialer and tools, you own DNC scrubbing, and recording sits in your system. Tell us which setup you want before the proposal, so it states who owns each.
Outsource appointment setting or hire in-house setters?
| Item | Digital Minds dedicated team | In-house setter |
|---|---|---|
| Fully loaded cost | $1,092 to $1,764 est. monthly per agent, billed hourly. Daily supervision included | Wages, payroll taxes, benefits, equipment, and space. US benchmark: $3,500 to $7,000 a month per agent |
| Time to hire | 15 to 30 days from signed agreement and deposit to team start | You run the search, screening, interviews, and onboarding |
| Ramp and training | First 5 days of training free, then reviews at 30, 60, and 90 days | You write and run the training, and pay salary while the setter ramps |
| Management | A Team Leader and a Project Manager supervise at no extra charge | Your sales manager coaches, covers absences, and reviews calls |
| Turnover risk | If a setter leaves, we replace them at no recruitment cost. A vacant seat bills nothing | Every departure costs a search, retraining, and a gap in your calling |
Proof you can check
- Client retention rate
- 94%
- Average length of a client partnership
- 4.7 yrs
- Voluntary attrition, all staff, annual
- 8 to 10%
- Philippine BPO voluntary attrition (CCAP and Willis Towers Watson: 31% in 2022, 36% in 2021)
- 31 to 36%
- Capacity to build single-client teams
- 50 to 100+
Our voluntary attrition is roughly 3 times better than that benchmark.
From our clients
We had a bad experience with an outsourced staff prior to them and this gave us a negative impression with the bpo industry. … 4 years later we are still working with them! It was the best decision we ever did in our business.
We’ve been so happy with our decision to work with Digital Minds as our outsourcing solutions provider. They have been the perfect offshore outsourcing partner for us not just because of the cost savings but because of the quality of the Filipino Workers they have provided us.
A setter who knows your product makes a better call. Dedicated, full-time teams are how we keep that knowledge on your account.
Hire Appointment Setters in the Philippines. Four questions, answered.
When you hire appointment setters in the Philippines, four questions come up first: time zone, English, supervision, and how the calls sound.
Time zone. US business hours fall in the Philippine evening and night, and the night differential is built into the rate, so those hours carry no premium. UK hours fall in the Philippine late afternoon and evening; Australian east-coast hours fall in the daytime.
English. Candidates are screened for English communication and tested on skills and tool proficiency. You interview the shortlist by video before anyone starts.
Supervision. Every appointment setter in the Philippines with us works from our Naga City offices, never from home, under a Team Leader and a Project Manager. Agent activity is recorded.
How the calls sound. You hear each setter on a video interview before they join your team. On our managed phone system, every call is recorded, and a disputed meeting is reviewed against that recording. If a voice is wrong for your buyers, you choose someone else, and a setter who is not working out is replaced at no recruitment cost.
These shift by an hour when clocks change.
How to choose an appointment setting company
Comparing an appointment setting company? These five questions work on any of them, us included.
| Criterion | Question to ask | What to look for |
|---|---|---|
| 01Qualified meeting | Question to askHow do you define a qualified meeting, and who decides? | What to look forA written definition built on your criteria, a named closer, and a confirmed time. |
| 02Disputed meetings | Question to askWhat happens when I dispute a meeting? | What to look forA written path with a deadline on each side. |
| 03Dedicated setters | Question to askIs the setter full-time on my account? | What to look forFull-time people who stay and learn your buyer. |
| 04Calling compliance | Question to askWho owns DNC scrubbing and call recordings in my setup? | What to look forA clear answer for each setup, your dialer or theirs. |
| 05Rates and exit | Question to askAre rates published, and what are the exit terms? | What to look forPublished rates, a stated team minimum, and a defined pilot. |
Is this a fit? Honest both ways.
Talk to us if
- You want a dedicated team, starting at 3 setters, that learns your buyer and stays
- You can give us a target customer profile, your own list or CRM access, and a closer who takes the meetings
- You would rather we handle recruiting, training, and daily supervision
Look elsewhere if
- You have a one-off list campaign. Our model is ongoing, dedicated teams
- You want to pay only per meeting. We bill by the hour
- You need fewer than 3 setters
Request a proposal
Tell us who you sell to, the meetings you want booked, and the CRM your closers use. An advisor reads every request and comes back with questions or a proposal outline.
We outsourced our cold call telemarketing to Digital Minds BPO after rising US employee costs and hiring difficulties made it harder to keep that function in-house. Nine months in, the management has been highly responsive, and the employees they’ve hired are diligent and conscientious. What surprised me most was how easy it is to add new staff, their willingness to train, and their proactivity in thinking through the pain points of the role. For anyone considering outsourcing to the Philippines, I would highly recommend it.
Appointment setting services FAQs
What is appointment setting?
What does an appointment setter do?
What is B2B appointment setting?
How do appointment setting services work with a BPO, and how fast can a team start?
Can I outsource appointment setting and keep my own CRM and dialer?
How much do appointment setting services cost?
Can I pay per appointment instead?
What is the minimum team size?
Do your lead generation and appointment setting services include the call list?
What contract terms do you offer?
Tell us who you want to meet. We’ll show you the team and the rates.
Book a consultation and we’ll map your buyer and your qualifying criteria. Prefer to talk now? Call the number for your region.
US +1 302 501 7702 · UK and Europe +44 736 049 6832 · Australia +61 495 033 200 · New Zealand +64 781 07413