Appointment setting: meetings your reps want to take.
Our SDR and BDR team works every reply and conversation your pipeline creates, qualifies it against your criteria, and books the meeting. Your reps show up to conversations that are ready for them.
● Start here
Tell us about the business.
It takes about a minute. It reaches the people who would do the work rather than a sales inbox, and if we are not the right fit for what you need we will say so.
Goes to hello@katama.io. No sequences, no newsletter, no list.
● What an appointment setter does
An appointment setter is the SDR or BDR who turns interest into a meeting: answering replies and inbound requests, qualifying the prospect against agreed criteria, booking the call into a rep’s calendar, confirming it, and handing it over with the context the rep needs.
You keep the selling. We make sure every meeting on the calendar is one worth having.
Booked is not the same as held.
Interest has a short shelf life. A positive reply that waits a day for an answer is often a meeting that never happens, and a rep in the middle of live deals rarely answers inside the hour.
When anyone can book, calendars fill with meetings that should not be there: the wrong person, no budget, no reason to buy this year. Reps learn to distrust the source and stop showing up prepared.
No-shows are the quiet cost. A meeting that is booked and never confirmed disappears from the week, and most teams never count how many.
The fix is a dedicated team that answers fast, qualifies against criteria your sales team agreed, confirms every meeting, and is measured on meetings held and accepted rather than meetings booked.
Services include.
The team works as an extension of your sales floor, to criteria your sales team signs off, and every meeting arrives with the research attached.
Dedicated SDR and BDR team
People assigned to your program who learn your market, your offer and the objections your buyers raise.
Reply and inbound handling
Every positive reply, referral and inbound request worked quickly, while the interest is still warm.
Qualification to your criteria
Each prospect checked against the definition of qualified your sales team agreed, before anything is booked.
Meeting booking
Calls booked straight into your reps’ calendars, at a time that works for the buyer.
Confirmation and reminders
Every meeting confirmed and reminded, and rescheduled rather than lost when plans change.
Handoff with context
The rep receives the account research, the conversation so far, and the reason the buyer agreed to talk.
No-show recovery
Missed meetings followed up the same day and rebooked where the interest is still real.
Nurture for not-now prospects
Prospects who are interested but not ready are kept warm on a schedule, rather than dropped back onto a call list.
Weekly acceptance review
What your reps accepted and rejected, reviewed every week and fed back into the targeting and the criteria.
How the work runs.
Agree the criteria
What makes a meeting qualified, who it should be with, and what rules it out. Written down with your sales team before the first call is made.
Learn the offer
Your positioning, the objections your buyers raise and your calendar rules, so the team can answer the questions a prospect asks before agreeing to meet.
Qualify and book
Replies and inbound interest worked quickly, checked against the criteria, then booked, confirmed and reminded.
Hand over and review
Each meeting reaches the rep with its context attached. Every week we review what was accepted and what was not, and adjust.
What we report.
Meetings booked is an activity number. The report leads with what your sales team accepted.
Meetings held
Not booked. Held. The show rate is reported every week because it shows whether confirmation is working.
Acceptance rate
The share of meetings your reps accepted as real opportunities. A falling rate means the criteria or the list need to change.
Speed to response
How quickly replies and inbound interest were answered, because a slow answer is where warm conversations go cold.
Pipeline created
Opportunity value from the meetings we booked, against the target agreed at the start.
Who this suits.
- Your outbound or inbound creates more conversations than your reps can work
- You can define what a qualified meeting is
- Your reps have calendar room and will give feedback on every meeting
- Your deal sizes justify a person qualifying each prospect
- You want booked meetings counted regardless of fit
- Your sales team will not agree the criteria
- Nothing is creating conversations yet
- You want the setter to close the deal as well
Fair questions.
How is this different from outbound lead generation?
Outbound lead generation builds the campaigns that start conversations. Appointment setting is the team that works those conversations, qualifies them and books the meeting. Most clients run both, and either works on its own if you already have the other half.
Can you book meetings from our inbound leads too?
Yes. Inbound requests, event follow-up and referrals are worked the same way as outbound replies: answered quickly, qualified against your criteria, then booked and confirmed.
What happens if a meeting is not qualified?
We change the criteria or the list, not the volume. Every rejected meeting is reviewed with your team each week, and the reason goes back into how the next ones are qualified.
Do the setters work under our name?
Yes. They work as part of your team, under your brand and with access to your reps’ calendars, so the buyer deals with one company from the first reply to the first meeting.
Works well with.
● Engage
Outbound lead generation
The campaigns that start the conversations this team qualifies and books.
Read● Target
ICP & target account strategy
The definition of qualified starts here: who you should be selling to, and why.
Read● Measure
Marketing automation & revenue operations
Routing, scoring and a clean CRM, so every booked meeting is tracked through to revenue.
Read