A Gmail AI appointment setter that turns inbound email into booked meetings
Connect your Gmail or Google Workspace inbox and ReplySetter answers every new lead in the same thread, in your voice. It asks the questions that qualify, answers from your own knowledge base, gets the meeting booked, labels the thread, and follows up when a lead goes quiet.
Free plan forever · no card needed · works with Gmail and Google Workspace
Your Gmail AI appointment setter, live in four steps
Connect Gmail
Add your Gmail or Workspace address with a Google app password. Recent mail syncs in as context.
Teach it your offer
Add your services, pricing and booking link to a knowledge base, and write how you qualify a lead.
Review before it sends
Approve each reply first, or have it write drafts in your Gmail to send yourself.
Let it run
Switch to auto once you trust it. Every reply, label and follow-up stays on the record.
Replies in the same Gmail thread, in your voice
Every new inbound email is handed to your setter agent, which reads the whole thread and answers it with proper In-Reply-To and References headers, so the reply sits right under the lead's message in Gmail. Characters give it your tone, and your knowledge base gives it the facts.
- Threaded replies from your own address, not a no-reply bot
- Answers grounded in your services, pricing and policies
- Business hours per inbox, with a holding message after hours
- Never replies to no-reply senders, receipts or newsletters
Start with drafts in your Gmail, graduate to autopilot
Not ready to let an AI send email from your address? Tell the setter to draft instead of send, and its replies land in your Gmail Drafts folder, under the lead's thread, for you to tweak and send. Or keep it in draft autonomy, where every send waits in Approvals. When the drafts stop needing edits, switch the agent to auto.
- Real drafts in your Gmail Drafts folder, in the right thread
- Or every send waits in Approvals while labels and lookups run
- Approve, edit or reject from one queue across inboxes
- Switch suggest, draft or auto per agent, instantly
Gets the meeting booked, then chases the ones who go quiet
Once a lead is qualified, the setter sends your booking link at exactly the right moment, or books directly through a custom tool connected to your scheduling API. Threads are labelled as they move, and a follow-up sequence nudges leads who stop replying, stopping the moment they answer.
- Your booking link sent only once the lead qualifies
- Or book through your scheduling API with a custom tool
- Gmail labels like Qualified and Booked applied as it goes
- Follow-ups written fresh each time, sent inside business hours
AI appointment setter vs a human setter vs a chatbot
| Capability | ReplySetterAI appointment setter | Human setterin-house or outsourced | Basic chatbotscripted flows |
|---|---|---|---|
| Replies in minutes, 24/7 | |||
| Replies in the same Gmail thread | |||
| Understands long, messy emails | |||
| Answers from your own documents | From memory | Canned | |
| Follows up until the lead replies | When remembered | ||
| Drafts for you to review first | |||
| Every decision on the record | |||
| Cost per month | From $0 | $2,000+ | Varies |
What it does inside Gmail
App password sign-in
Connect with a Google app password over IMAP and SMTP. Works for personal Gmail and Google Workspace.
Threaded replies
Replies carry In-Reply-To and References headers, so Gmail keeps them in the lead's thread.
Real Gmail drafts
The setter can write replies into your Gmail Drafts folder instead of sending, so you send them from Gmail.
Gmail labels
Add and remove real Gmail labels, archive and mark as read as the conversation moves.
Knowledge base
Answers come from your services, pricing, FAQs and booking link, not from guesses.
Follow-up sequences
Named nudge sequences for leads who go quiet, stopped as soon as they reply.
Who uses a Gmail AI appointment setter
Consultants & agencies
Answer inbound enquiries from your site's contact form and get the discovery call booked.
B2B founders
Reply to demo requests within minutes, qualify company size and use case, send the calendar link.
Law & accounting firms
Triage new-client emails, ask the intake questions and book the consultation.
Coaches
Turn application emails into booked calls, and follow up with the ones who go quiet.
Clinics & practices
Answer questions about treatments and availability, and point patients to the booking page.
Freelancers
Stop losing leads while you're heads-down: the setter replies, qualifies and books for you.
Gmail AI appointment setter: common questions
How does ReplySetter connect to Gmail?
With a Google app password over IMAP and SMTP. It works for personal Gmail and Google Workspace accounts that allow app passwords (2-Step Verification must be on).
Can the AI book directly on my calendar from Gmail?
Native calendar booking is built for GoHighLevel calendars. On Gmail, the setter sends your booking link once the lead qualifies, or books directly through a custom tool you connect to your scheduling tool's API.
Will it reply to emails already in my inbox?
No. Recent mail is synced so the agent has context, but it only replies to new inbound messages.
Can I review replies before they're sent?
Yes, two ways. In draft autonomy every send waits in Approvals for you to approve, edit or reject. Or tell the setter to draft instead of send, and its replies land in your Gmail Drafts folder for you to send yourself.
Does it keep replies in the same thread?
Yes. Replies are sent from your address with the right threading headers, so Gmail shows them under the lead's original email.
What stops it from replying to newsletters or auto-replies?
Filters and flow conditions decide which emails the agent handles, and it never replies when the latest message in the thread is already yours.
Does it work with Google Workspace?
Yes, as long as your Workspace admin allows app passwords for your account.
Put an AI appointment setter on your Gmail
Connect your inbox, teach it your offer, review its first replies in your Drafts folder, and let it book meetings while you work.
More on how it works
Omnichannel inbox
Gmail, Outlook, SMS, WhatsApp, Instagram, cold-email tools and web chat, answered by one agent.
Explore BuildKnowledge bases
Documents chunked and embedded into pgvector, Supabase, Pinecone or Cloudflare Vectorize.
Explore OperateApprovals & autonomy
Suggest, draft or auto autonomy, an Approvals queue, business hours and follow-up sequences.
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