A GKM Legacy Holdings company · contracting in Maryland, USA · delivering from Accra, Ghana
InsightsWhere we workFrançais
Strategic Advisory
& AI
Book a consultation

Appointment-setting planner

See what your calendar can hold.

Try the planner
The film: the planner in 25 seconds. Illustrative example; nothing is booked or sent. Sound is off until you turn it on.
What the film shows, in words
  1. See what your calendar can hold.
  2. 120 enquiries a month. 30 book. 21 turn up.
  3. 400 enquiries a month. The week starts to fill.
  4. If 70% book: 280 bookings a month. 260 slots. About 5 a week with no slot.
  5. With two people taking appointments: room again.
  6. Plan the capacity. Then choose the next step.

ExampleIllustrative example · Nothing is booked or sent

Watch a calendar fill, then overflow.

Change one assumption at a time. The calendar shows a typical week; the figures below show a month.

Step 1 of 4

With 120 enquiries a month, the calendar is 12% full.

Typical week · 60 available slots

25% book and 70% turn up: 30 bookings a month, 21 kept. Room for 260.

Booked per month
30
Kept per month
21
Calendar capacity
12% full

The conversation the assistant would hold

Worked example: a small training firm that takes enquiries on WhatsApp, its website and by phone (illustrative).

Built from the example’s first three times on Monday: 09:00, 09:40 and 10:20 GMT. Not from a connected calendar. Nothing is booked or sent.

The conversation your assistant would hold

  1. 01
    Reply at onceOn WhatsApp, Website form, Phone“Thank you for contacting Example Training Ltd. I can book a discovery call for you now. It takes about a minute.”
  2. 02
    Ask the one questionSo the appointment starts prepared“What would you like help with?”
  3. 03
    Offer real times30 minutes each · 12 a day for each person“I have Monday at 09:00, 09:40 or 10:20 GMT. Which suits you?”
  4. 04
    Confirm, in writingWith what to bring and how to change it“You are booked for a discovery call with Example Training Ltd on Monday at 09:00 GMT. Reply CHANGE to move it or CANCEL to free the time.”
  5. 05
    Remind: the day beforeBy WhatsApp“A reminder: a discovery call with Example Training Ltd tomorrow at 09:00 GMT. Reply CHANGE if you need another time.”
  6. 06
    Remind: two hours beforeBy WhatsApp“See you at 09:00 GMT today for a discovery call. Reply CHANGE if anything has come up.”
  7. 07
    If the appointment is missedOne message, then a person decides“We missed you today. Would you like another time for a discovery call? Reply YES and I will offer the next free times.”
  8. 08
    Hand over to a personWhenever the customer asks, or the question is not about booking“I will pass this to a colleague, who will reply here.”

Now your numbers, and your week.

Turn your enquiry volume, available hours and attendance figures into a practical booking plan. Nothing is booked or sent.

Planning tool only. Nothing is booked and no reminders are sent.

Your numbers

A typical month, from your own records. The two rates are your own assumptions: no benchmark is used.

a month
%

Of every 100 enquiries, how many book.

%

Of every 100 bookings, how many turn up.

Your week

The days you take appointments, and one start and one end time for all of them.

Days you take appointments
o’clock
o’clock

12 appointments a day for each person, 09:00 to 17:00: the first at 09:00, the last at 16:20.

Appointment length
minutes

Shown with every time, so nobody has to guess.

The assistant’s words

What it says to the people who enquire. The messages below are drafted from these.

Shown in the messages below.

Where enquiries arrive
Reminders

Your week

Live
Typical week · 60 available slots
Booked per month
30
Kept per month
21
Calendar capacity
12% full

120 enquiries at the example’s 25% booking rate is 30 bookings a month; at the example’s 70% kept rate, 21 are kept. The calendar holds 260 slots a month, so there is room.

The full result

The full result

60appointment slots a week
30appointments booked a month
21kept
9not kept
Your month, from enquiry to a kept appointment
  1. Enquiries120
  2. Booked25% of enquiries30
  3. Kept70% of bookings21
  4. Slots you havea month260
Your week
30-minute appointments with a 10-minute break, for 1 person.
DayHoursSlots
Monday09:00 to 17:0012
Tuesday09:00 to 17:0012
Wednesday09:00 to 17:0012
Thursday09:00 to 17:0012
Friday09:00 to 17:0012
Kept appointments a month if one thing changes: each rate 5 points lower or higher; enquiries 20%
  1. Booking rate17 to 25
  2. Enquiries17 to 25
  3. Kept rate19 to 23

Line: base case, 21.

The conversation your assistant would hold

  1. 01
    Reply at onceOn WhatsApp, Website form, Phone“Thank you for contacting Example Training Ltd. I can book a discovery call for you now. It takes about a minute.”
  2. 02
    Ask the one questionSo the appointment starts prepared“What would you like help with?”
  3. 03
    Offer real times30 minutes each · 12 a day for each person“I have Monday at 09:00, 09:40 or 10:20 GMT. Which suits you?”
  4. 04
    Confirm, in writingWith what to bring and how to change it“You are booked for a discovery call with Example Training Ltd on Monday at 09:00 GMT. Reply CHANGE to move it or CANCEL to free the time.”
  5. 05
    Remind: the day beforeBy WhatsApp“A reminder: a discovery call with Example Training Ltd tomorrow at 09:00 GMT. Reply CHANGE if you need another time.”
  6. 06
    Remind: two hours beforeBy WhatsApp“See you at 09:00 GMT today for a discovery call. Reply CHANGE if anything has come up.”
  7. 07
    If the appointment is missedOne message, then a person decides“We missed you today. Would you like another time for a discovery call? Reply YES and I will offer the next free times.”
  8. 08
    Hand over to a personWhenever the customer asks, or the question is not about booking“I will pass this to a colleague, who will reply here.”
Draft reminder schedule: nothing is sent by this tool
All times in GMT. A draft to edit: it is a plan, not a booking system.
WhenByWhat it says
At once, when the time is agreedWhatsAppThe confirmation, with how to change or cancel
The day beforeWhatsAppThe time, and how to move it
Two hours beforeWhatsAppThe time, and how to move it
If the appointment is missedWhatsAppOne offer of a new time, then a person decides

What your numbers say

  • Strength: Your entered demand fits within this calendar: about 12% of slots are used.Review enquiry volume, booking conversion and attendance to decide what to investigate next.
  • Note: 90 enquiries a month end without a booking.An assistant answers each one at once and offers a time. How many more would book is something only a trial on your own enquiries can show.
  • Check: 9 booked appointments a month are not kept.Each one gets a reminder and, if missed, one message offering a new time.
  • Note: Phone enquiries need a person or a voice agent.Whoever answers enters the booking in the same calendar, so no slot is offered twice.
  • Note: Ask only for what the appointment needs.Say what a phone number or email will be used for, and let people stop the messages.

These are your own figures. No industry average is used, and nothing here promises more bookings.

Your full reportAppointment-setting planTry this form

Practice 08: Growth, representation & partnershipsFree · instant results on this pageTool owner: Kenneth GagakumaVersion 1.0 ·

Your full report

Appointment-setting plan, by email once delivery is connected.

  • Weekly capacity
  • The booking conversation
  • Message scripts
  • The reminder schedule

Preview only. No email will be sent. Your results are available above.

Nothing you enter here is sent anywhere. Privacy notice

· a free brief, or book Kenneth · from USD 90

How it works, and its limits.

The rules are published so you can check them. Nothing is hidden behind the score.

One consultation bay, close: two orange chairs at a round table beside a slatted timber wall, the sea beyond the glass, and the next bay through a steel doorway.
What one appointment takes: a place, two seats, a set length, and a break before the next.

Method

  1. 01

    Slots a day for each person = the hours you give, divided by the appointment length plus the break. The last appointment of the day needs no break after it.

  2. 02

    Slots a week = slots a day × people × days. Monthly figures use one convention: a month is 52 weeks ÷ 12.

  3. 03

    Booked = enquiries × your booking rate. Kept = booked × your kept rate. Not kept = booked − kept.

  4. 04

    The comparison moves one figure at a time: each rate by five percentage points, enquiries by 20%.

  5. 05

    The messages are assembled from what you typed and from your first free times. Edit them before you use them.

What it cannot tell you

  • It plans the flow. It does not connect to your calendar and it sends nothing.
  • It cannot tell you how many more people would book or turn up. Only a trial on your own enquiries can.
  • Messaging services have their own rules on consent and message templates. Check them before you send reminders.
  • Averages hide busy days: one full Monday can turn people away while Thursday stands empty.

Quality ruleZero enquiries and zero slots handled; no benchmark figures used.

Questions people ask.

Does this tool send messages or book anything?

No. It is a planner. It shows the numbers, the conversation and the messages so you can judge the idea before anything is built.

What is the full automation?

An assistant connected to your calendar and your messaging channel, which replies to each enquiry, offers free times, confirms, reminds and records every step. We scope it with you and agree the fee in writing first.

Where do the rates come from?

From you. Count last month’s enquiries, bookings and kept appointments. If you do not have them, start counting for two weeks before you decide anything.

Can it work on WhatsApp?

The plan covers WhatsApp, a website form, phone, email and social media. Each service has its own rules on consent and templates, which we check with you during scoping.

Arriving at a consultation bay from the gallery: the steel door stands open, two orange chairs wait at a round table, and the sea lies beyond the glass.

When you need more than a tool

AI agents & workflow automationService · 09 Data, analytics & automationVoice, IVR & WhatsApp agentsService · 05 Digital solutions Measure qualified pipeline instead of counting outbound messagesGuide 08 Growth, representation & partnershipsPractice Lead-to-sale economics calculatorFree toolLocal-partner evaluation matrixFree toolWhite-label handoff & QA plannerFree toolStakeholder engagement mapperFree tool

What needs to move forward?

Tell us the decision, the challenge or the opportunity. We reply with a scoped approach, a named principal and a fee before any work begins.

Tell us what you need Book Kenneth · from USD 90

No charge to submit an enquiry.