The HubSpot AI appointment setter that answers your inbox and books the meeting
ReplySetter connects to your HubSpot conversations inbox and answers live chat, Facebook Messenger and email as the HubSpot user you choose. It qualifies the lead, books the meeting on your calendar, and keeps the contact's HubSpot record up to date: properties, deal stage, notes, tasks, owner and workflows.
- Free account to build and test
- HubSpot on Basic ($97/mo) and up
- Connects with a HubSpot private app token
Your HubSpot AI appointment setter, live in four steps
Connect HubSpot
Create a private app in HubSpot, paste its token, pick the user the agent replies as and, if you like, one conversations inbox.
Describe the setter
Write what to ask, which calendar to book and when to hand off. Mention the HubSpot properties, pipeline and workflows to use.
Test it in a sandbox
Play the lead, watch every thought and tool call, and fix anything before a real contact sees it.
Go live in your inbox
Start in suggest mode, then let it reply and book on its own once the approvals are all green.
Every HubSpot conversation answered, as one of your team
New chats, Messenger messages and emails in your HubSpot conversations inbox are picked up within a minute. The agent replies on the channel the contact wrote on, as the HubSpot user you picked, so the reply sits in the same thread your team works in. Emails keep their subject and go out as a proper reply.
- Live chat, Facebook Messenger and team email in the HubSpot inbox
- Replies as a HubSpot user you choose, on the contact's own channel
- One inbox or all of them: you pick which HubSpot inbox it answers
- A teammate who replies in HubSpot takes the conversation over
Qualifies the lead and writes every answer to HubSpot
Give the setter objectives: company size, budget, timeline, use case. It asks one question at a time and saves each answer to the contact's HubSpot property as it goes. Dropdown and checkbox answers are matched to the property's own options, and leads that aren't a fit get a note and an owner instead of a meeting.
- Objectives the agent collects before it offers times
- Answers saved to standard and custom contact properties
- The agent sees each property's type and options before it writes
- Notes and tasks for your team, assigned to the right owner
Books the meeting and moves the deal
The setter checks real availability on your Cal.com or Calendly calendar, offers specific times and books the one the lead picks, or sends your booking link. Then it moves the contact's deal to the next stage of your HubSpot pipeline and enrols them in the workflow that sends reminders.
- Books, reschedules and cancels on Cal.com and Calendly
- Or sends your own booking link, such as a HubSpot meetings link
- Deal created or moved between stages by name
- Contacts enrolled in, or removed from, HubSpot workflows
AI appointment setter vs a human setter vs a chatbot
| Capability | ReplySetterAI appointment setter | Human setterin-house or outsourced | Basic chatbotscripted flows |
|---|---|---|---|
| Replies within a minute, 24/7 | |||
| Answers chat, Messenger and email | Chat only | ||
| Understands free-text answers | |||
| Books the meeting by itself | Link only | ||
| Saves answers to HubSpot properties | Manually | Rigid forms | |
| Moves deals, starts workflows | Manually | ||
| Every decision on the record | |||
| Cost per month | From $97 | $2,000+ | Varies |
What the HubSpot AI appointment setter does inside HubSpot
Private app token
Paste a HubSpot private app's access token. The connect form lists the scopes to tick and checks the token straight away.
Replies as your user
Pick the HubSpot user the agent speaks as. Replies show in the inbox under their name, on the contact's channel.
Contact properties
Read and write standard and custom properties; the agent sees each property's type and allowed options.
Deals & pipelines
Load the contact's deal in a pipeline and move it between stages by name, or create it when there isn't one.
Workflows, notes, tasks
Enrol contacts in workflows or remove them, add notes, and create tasks assigned to a HubSpot owner.
Owner & opt-out
Set the contact owner for a hand-off, and unsubscribe the contact from email when they ask to stop.
Who uses a HubSpot AI appointment setter
B2B SaaS
Answer pricing questions in live chat, qualify company size and use case, book the demo and move the deal.
Agencies
Qualify inbound enquiries from the site chat and email, then hand hot leads to an owner with a full note.
Professional services
Reply to consultation requests by email in minutes, collect the details and book the first call.
Education & training
Answer course questions on chat and Messenger, then book an advisor call and enrol the lead in a nurture workflow.
Clinics & wellness
Collect treatment and timing, book the consult and leave a task for the front desk.
E-commerce & B2B sales
Look up products and prices from HubSpot's product library, answer the buyer and book a call for larger orders.
HubSpot AI Appointment Setter: the complete guide
A HubSpot AI appointment setter answers the conversations that reach your HubSpot inbox, qualifies the lead and books the meeting, while keeping the contact's CRM record up to date. ReplySetter connects to HubSpot's conversations inbox, replies as one of your HubSpot users, and works on the contact, deal and workflows as it goes.
This guide covers what a HubSpot AI appointment setter does, how to set one up with a private app, and how to get more meetings from it.
What a HubSpot AI appointment setter does
Inside HubSpot, the AI appointment setter does the whole setter job: the first reply, the qualifying questions, the booked meeting and the CRM admin after it.
Answers the HubSpot conversations inbox
New messages in your HubSpot inbox are picked up within a minute. The AI appointment setter replies on the channel the contact wrote on, as the HubSpot user you choose, so the reply sits in the same thread your team already works in.
HubSpot channels the AI appointment setter covers
Email replies keep the subject line and go out as a reply in the thread. HubSpot doesn't let apps send WhatsApp messages, so those stay with your team.
Channels the HubSpot AI appointment setter answers
- Live chat on your website
- Facebook Messenger
- Team email connected to the HubSpot inbox
Keeps the HubSpot CRM up to date
Every answer the AI appointment setter collects can be saved to a contact property, standard or custom. It moves the contact's deal between pipeline stages, adds notes, creates tasks for an owner, sets the contact owner and enrols the contact in workflows.
Books the meeting
The HubSpot AI appointment setter checks real availability on your Cal.com or Calendly event types, offers specific times and books the one the lead picks. It can also reschedule and cancel, or send a booking link you give it, such as your HubSpot meetings link.
How to set up a HubSpot AI appointment setter
Step 1: create a HubSpot private app
In HubSpot's settings, create a private app and tick the conversations and CRM scopes ReplySetter's connect form lists. Copy the app's access token.
Step 2: connect HubSpot to ReplySetter
Paste the token on the Accounts page. ReplySetter checks it, lists your HubSpot users and inboxes, and you pick the user the agent replies as and, if you like, the one inbox it answers. The last week of conversations syncs in as context, and the setter only replies to new messages.
Step 3: write the HubSpot AI appointment setter's playbook
Describe what to ask, which calendar to book and when to hand off, and name the HubSpot properties, pipeline, stages and workflows the agent should use.
What to put in your HubSpot AI appointment setter playbook
HubSpot AI appointment setter checklist
- Your offer and who it's for
- The questions that qualify a lead, and the property each answer goes in
- Which calendar to book, and when
- The pipeline stage for each outcome
- The owner to hand hot or unusual leads to
Step 4: test it in a sandbox
Play the lead in sandbox conversations, read every thought and tool call, and fix anything before a real contact sees it.
Step 5: go live in suggest mode
Start with every action waiting in Approvals. When the approvals are all green, let the HubSpot AI appointment setter reply and book on its own.
Working alongside your HubSpot team
The AI appointment setter is a teammate in the inbox, not a separate bot your team has to watch.
Teammates take over cleanly
When someone on your team replies to a conversation in HubSpot, the agent sees it and steps back, following the inbox's takeover setting.
Hand-offs with the whole story
When a lead needs a person, the setter sets the contact owner, leaves a note with every answer it collected and creates a task, so nobody asks the lead the same question twice.
Getting more meetings from your HubSpot AI appointment setter
Answer chat while the visitor is still on the page
Live chat leads go cold in minutes. Let the setter answer every chat, then book or hand off, instead of waiting for a rep to come online.
Offer specific times
“Tuesday at 2 or Thursday at 11?” books more than “when suits you?”. The setter only offers times your calendar actually has open.
Test variants with A/B testing
Split new conversations between two versions of a step or an offer, and let the statistics tell you which HubSpot AI appointment setter books more.
HubSpot AI appointment setter: common questions
How does ReplySetter connect to HubSpot?
With a HubSpot private app's access token. You create the app in HubSpot's settings, tick the conversations and CRM scopes the connect form lists, paste the token, and pick the HubSpot user the agent replies as.
Which HubSpot channels can the AI appointment setter answer?
Live chat, Facebook Messenger and email that reach your HubSpot conversations inbox. HubSpot doesn't let apps send WhatsApp messages, so WhatsApp conversations are read but answered from HubSpot by your team.
Can it book meetings for HubSpot leads?
Yes. It books, reschedules and cancels on your Cal.com or Calendly event types, or sends a booking link you give it, such as your HubSpot meetings link. Then it can move the deal and start a reminder workflow in HubSpot.
What can it change in my HubSpot CRM?
Contact properties, the contact's deal and its pipeline stage, notes, tasks, the contact owner and workflow enrolment. It can also look up products and unsubscribe a contact from email when they ask.
Will it reply to old conversations when I connect?
No. The last week of conversations syncs in so the agent has context, but it only replies to new messages from contacts.
Do I need the HubSpot inbox to use HubSpot as my CRM?
No. Agents on any inbox, such as Gmail, Outlook or your website chat, can keep the contact in HubSpot: found by email or phone, created when needed, and updated with properties, deals, notes and tasks.
What happens when someone on my team replies in HubSpot?
The agent sees the teammate's reply and steps back on that conversation, following the takeover setting of that inbox, so nobody talks over each other.
Can I approve messages before they're sent?
Yes. In suggest mode every action waits in Approvals; in draft mode lookups and CRM updates run but sends wait; in auto mode the setter works on its own.
Put an AI Appointment Setter on your HubSpot inbox
Connect HubSpot with a private app token, describe how you qualify and book, test it in a sandbox, and go live with exactly the autonomy you're comfortable with.
More on how the AI appointment setter works
CRM actions & booking
Book, reschedule and cancel appointments; update fields, deals, tags, notes, tasks and workflows.
ExploreCalendar booking
Agents book, move and cancel meetings from any inbox on Cal.com, Calendly, Google Calendar and Microsoft 365, with guests and no-show recovery.
ExploreApprovals & autonomy
Suggest, draft or auto autonomy, an Approvals queue, business hours and follow-up sequences.
Explore