You are May. The prospect always thinks they are talking to May. You speak as May in every message, every call, always first person. Claude helps you stay consistent and fast, but you ARE May to every prospect.
The big picture. Your job is to run real conversations as May, qualify leads, and book the right ones onto rapport calls. You know the framework well enough to handle most conversations on your own. Claude is your co-pilot for tricky situations, not a required step for every message. If a conversation throws you off or you are genuinely unsure what to do, that is when you paste it into Claude. Most of the time you should be reading the person and responding naturally.
Heads up on feedback. May will review your conversations and rapport calls regularly, especially while you are getting started. She may even jump into the DMs with you. This is a normal, permanent part of the job and it is how you get good fast. It is never a sign you are in trouble. Welcome it. Full details are in your onboarding doc.
How ManyChat fits in. ManyChat automatically sends new followers a welcome message with a free guide offer. The setter does NOT need to do that part. The setter picks up AFTER ManyChat. If someone clicked yes and got a guide but never replied, that is your follow-up. If someone saw the guide selector but never chose one, that is your follow-up. If ManyChat did not fire at all (it happens), the setter sends the welcome manually using the ManyChat scripts in the Scripts tab.
Send May's voice note. This is important. May recorded two short voice notes in her real voice. One for brand new followers, and one for people who just grabbed a free guide. Send the matching voice note early in the conversation. This is what makes the person feel like they are actually talking to May and not a bot or an automated system. It builds instant trust and keeps the connection real, which is the whole reason this works. Send the new follower voice note to new followers. Send the guide voice note to anyone who just got a guide. Download both from the folder below and keep them saved so you can send the right one fast.
Structure your day into focused working blocks. In the beginning you work around 3 to 4 hours a day. As volume grows, your hours grow with it, and this can build into a full time role over time. The important thing is that each block is focused, not distracted. Aim for 25 to 35 touches per block. What happens during these blocks matters more than anything else.
A "power hour" does not have to be exactly one hour. It is a focused working block with no distractions. As the business grows, each block may get longer. The three-block structure stays the same: morning, midday, end of day. The length of each block grows with volume.
Important. These blocks follow the US day, not yours. Morning, midday, and end of day mean the US morning, US midday, and US evening, because that is when the prospects are awake and checking their phones. For you in the Philippines that falls across your overnight. Spreading the three blocks across the US day is the whole point. It keeps you responsive whenever a prospect messages, instead of replying to everyone in one batch and leaving the rest waiting for hours.
You can pick your exact times, but keep them in these three windows (May's Pacific time): a morning block around 10 to 11am, an afternoon block around 2 to 3pm, and an evening block around 6pm. Do not push the evening block much past 6pm Pacific. 6pm Pacific is already 9pm on the East Coast, and prospects there are winding down. Later than that and you miss the East Coast entirely. The US evening block is the most important one because that is when the most prospects are online after work. Never skip the evening block.
Power Block 1 — Morning
In order of priority:
Engagement first. Reply to new comments on Instagram, TikTok, and the Facebook page to keep May's accounts active and warm. Keep it friendly and human.
Negative or troll comments: block and delete right away. If someone leaves a rude, mean, or troll comment on a post, delete the comment and block the person. Do not wait to see if they do it again. Do not argue or reply. May's comment sections need to stay clean and positive, especially on boosted posts where new people are seeing her for the first time. A nasty comment sitting there hurts trust with warm prospects who are reading. Just remove it, block them, and move on.
Clear unread DMs. Filter by unread on Instagram and Facebook. Open each, paste into Claude, send what it says.
Guide opt-ins. Check post comments for people who commented a keyword and got a guide. Follow up with them in the DMs (these are your warmest leads).
Stalled conversations. Follow up with people whose chats went quiet.
Power Block 2 — Midday
Reply to responses that came in from your morning conversations. Use your judgment. If a conversation is tricky or you are unsure what to do, use Claude.
New comments on IG, TikTok, FB page.
New guide opt-ins and new followers.
Book any qualified people onto a rapport call. If they are hot and ready now, offer a call in 5 minutes. If warm but not urgent, book for next day on your schedule (see Booking tab).
Power Block 3 — End of Day
Final pass on the same groups: new messages, follow-ups, new comments, guide opt-ins.
Run any rapport calls scheduled in your window for the day.
Log every rapport call you booked into the Setter Tracker (Rapport Calls tab).
Fill out and submit your EOD report (see Tracking tab).
Where the leads come from
Work these in priority order every day. Hottest first, coldest last.
Priority 1 — Raised Hands (hottest, work first)
These people self-identified. They want something. Work these before anyone else.
People who commented a keyword on a post and received a free guide
People who replied to a poll or story vote showing interest
People who DM'd asking about the program, coaching, or how May works
New inbound applications submitted at sustainablefitlifestyle.com/application
People who replied to a 2-step post or direct offer post
Priority 2 — Content Engagers (warm, work daily)
These people are paying attention. They just have not raised their hand yet.
New followers who liked or commented on recent posts
People who commented something genuine on a reel or carousel
New Facebook page DMs (auto-captured in Facebook Pipeline)
New Facebook page followers who engage with content
People who liked multiple posts in a row (signal of real interest)
New Facebook group joins (backup, not daily priority)
Priority 3 — Proactive Outreach (when volume is low)
When the raised hand and engager pools are worked, go proactive. Use the content engager openers from the Scripts tab.
New Instagram followers who have not been messaged yet
People who watched a reel or story but did not comment or DM
New TikTok followers — comment engagement only, not DM (TikTok DM rules are strict)
Priority 4 — Re-engagement (check every few days)
People already in the pipeline who went quiet.
Anyone in Follow Up / Nurturing (WARM) stage not touched in 2 to 4 weeks
Guide recipients who received the guide but never replied
Stalled conversations in In Conversation stage that went quiet
People in Wants Help stage who never got pitched
Never skip Priority 1 to go straight to outreach. A raised hand is always worth more than a cold follow. Work hot leads first every single power block.
Main channels
Where to work, and how to find hand-raisers. Use Meta Business Suite to look at the comments on May's Instagram and Facebook posts. That is how you find who raised their hand and on which post. This matters because different posts deliver different guides. So if someone commented on the testosterone post, you know they got the testosterone guide and that is their concern. The comment tells you their entry point so you can follow up with relevance.
For the actual conversation, you can chat in either Meta Business Suite or the GoHighLevel Team Inbox. GoHighLevel is usually better because it pulls all Instagram and Facebook conversations into one place, keeps the full history even when Instagram hides old chats, and makes it easy to copy the whole conversation straight into Claude.
You do not need to read the exact wording of the automated ManyChat messages. You just need to know the person raised their hand and which guide they got, which the post comment tells you. Their own replies tell you where they are in the conversation.
Check GoHighLevel first for the full chat history before you say anything. May actively deletes low-value conversations from Instagram such as emoji story replies and one-word responses that go nowhere. That does not mean those people are new. GHL keeps everything. Always check GHL so you know how long they have been around and what was said before.
Read where the conversation is at. Use the framework to decide what the next move is. In most cases you will know what to send without needing Claude.
If you hit something genuinely tricky, a response you have not seen before, a hard objection, or you are not sure whether to pitch or keep qualifying, paste the full conversation into your Claude project and read what it says. Make sure it sounds natural before you send it. Tweak it if needed.
When all 3 gates are clear (pain confirmed, want help confirmed, can invest confirmed), book the rapport call on YOUR schedule. If the prospect is hot and ready right now, offer a call in about 5 minutes and use that time to generate the script in Claude. If warm but not urgent, book for the next day and offer two times that work for you.
If someone is clearly not a fit or is wasting time, restrict and move on.
You know the craft (see Learn the Craft tab). You are never just blindly copying. Read each message, make sure it sounds like a real human, and send it. The goal is to get good enough that Claude is your backup, not your crutch.
Learn the Craft
Read this until you really get it. The AI helps you go fast, but YOU need to understand how a good conversation works. That way you can tell when a message sounds right, flex when a chat is different, and never sound like a robot.
The mindset: You are not just copying what the AI says. You are a real person having a real conversation. The AI is your co-pilot. Always read its message and make sure it sounds natural before you send it.
Who you are talking to
May coaches anyone who needs health and hormone-related support. No age minimum or maximum. A lot of her clients are under 40. You qualify based on pain, fit, and willingness to invest, never by age.
The typical client
Busy working professionals. Men and women. Dads, moms, nurses, engineers, business owners, doctors, teachers, police officers, truck drivers, tech workers, salespeople.
Men dealing with: high blood sugar, bad cholesterol numbers, high blood pressure, low energy and low drive, low energy, belly fat that won't move, tried everything and keeps rebounding.
Women dealing with: menopause or body changes symptoms, weight gain they can't explain, hormone-related shifts, fatigue, mood changes, nothing working like it used to.
Their real pains (in their words)
"I'm tired of feeling unmotivated all the time. It's exhausting."
"I feel overwhelmed with how to start losing weight again."
"Nothing fits. I hate shopping for clothes."
"I've tried everything and it keeps coming back."
"I know what to do, I just can't make it stick."
"I just want my old body back."
"I have no energy by the afternoon."
"My doctor keeps pushing medication and I don't want to go on it."
What they want
To lose the weight and actually keep it off this time.
To eat real food without giving up what they love.
To have energy again.
To get their labs back in range without medication.
To feel confident in their body again.
To be able to keep up with their kids or grandkids.
To find something that fits their real life and actually works.
May's program (4 pillars)
When someone asks what May does, you can say: "May builds a fully customized plan around your health check results, your body, and your life. It covers four things: a full full health check to understand what is going on in your body so you know what's actually going on, a flexible nutrition reset so you can eat real food and still lose weight, a custom training program built for your body and schedule, and next level accountability so you're never doing it alone." Never go into more detail than that in the DMs. The sales call is where she explains everything.
Hormone & Metabolism Assessment
Flexible Nutrition Reset
Custom Training Program
Next Level Accountability
The setter's job is NOT to pitch the program in the DMs. The DMs are for qualifying and booking the call. May pitches the program on the Zoom. Your job is to find the right person and get them on the call.
Who is a good fit
Has a real health or body struggle, not just vague curiosity.
Has tried things before and they didn't work. Has proof the problem doesn't fix itself.
Ready to make their health a priority now, not someday.
Has a job and income that suggests they can invest in coaching.
Based in the US, Canada, or another English-speaking country with US-comparable income.
Who is NOT a good fit
Currently losing weight and feeling great about their progress. No pain right now.
Just curious, no urgency, no real problem to solve.
Clearly cannot invest at a premium coaching level (confirmed low income, not just "coaching is expensive").
Here to chat with May personally, not to get coaching help.
The Curious Framework — 3 phases
Every conversation moves through three phases, in order. Never skip ahead.
1. Connection. Build a real, friendly connection first. Be a normal human. Thank them for the follow or comment, ask something light, get them talking. This is also where you naturally learn where they are from and what they do.
2. Struggles. Find out what they are struggling with and whether they want to fix it. Ask permission first, then dig into the challenge, what they tried, how long, their goal, and the why behind it.
3. Call. Once you know you can help them and they want help, pitch the quick call. Then book it and confirm it.
RAQ — use it in EVERY message
This is the most important habit. Every single message you send should follow RAQ:
R — Repeat: repeat back what they just said so they feel heard.
A — Acknowledge: acknowledge it warmly.
Q — Question: ask ONE question to keep moving forward.
Example: "that's awesome you want to lose 20 pounds! I love how clear that goal is. out of curiosity, what's been the biggest thing getting in the way so far?"
RAQ is what makes you sound like a caring human and not an interrogator. The prospect needs to feel you HEAR them before they open up. Never just fire questions. Always repeat and acknowledge first.
Always ask permission
Before you dig into someone's struggles, ask permission. It makes them comfortable and gives you the green light. Rotate these so you never sound like a script. Never use the same one twice in a row:
"if you don't mind me asking..."
"out of curiosity..."
"I have to ask..."
"quick question..."
"would you be against me asking a couple quick questions?"
"would you be offended if I asked a few quick questions to point you in the right direction?"
How to talk (the voice)
Sound like a real woman texting a friend. Warm and casual.
Lowercase is fine. Light punctuation. A typo here and there is okay, it feels human.
Short messages. One or two sentences. Never a big wall of text.
One question per message. Never stack two questions.
No corporate words. No em dashes. No semicolons.
Break things into separate short messages, like real texting.
The checklist you are filling (the gates)
The whole point of the Struggles phase is to fill these in before you pitch a call. The AI tracks them, but YOU should know them so you understand what you are doing:
Challenge (specific)
What they tried
How long it has been a problem
Goal (a number)
The why / the moment behind it
Job
Location
Income signal
Urgency (is it a priority now)
Willing to invest
When you have all of these AND they want help, that is when you pitch the call. Not before.
Give value generously
Free guides are not a last resort. Give them throughout the conversation to lower their guard and show you actually care. Match the guide to whatever they just mentioned (see the Guide Links tab). After you send a guide, ALWAYS follow with one question. Never send a guide and go silent.
Never coach. WHAT not HOW.
You can tell them WHAT they need (like "you'd want to track your protein"), but never explain HOW to do it. When they ask "how do I do that?" that is your perfect moment to pitch the call. "honestly that's exactly the kind of thing easier to walk through on a quick call than type out here."
Following up
Most people who go quiet are not ignoring you. They got busy. Follow up warmly. Some of the best clients take the longest to sign. Use the follow-up scripts in the Scripts tab, and space them out (a bump, then a gentle nudge, then a re-engage). Be friendly, never pushy.
Once you know all this, the AI becomes a tool that makes you faster, not a crutch. You will be able to read its suggested message, know if it fits, tweak it if needed, and sound completely human. That is what makes a great setter.
The Rules
These never change. Claude follows them too, but you need to know them so you understand what it is doing.
Who you are — DMs vs phone calls:
In DMs: you are always May. Every message is written as May, in May's voice, first person. The prospect never knows it is not her. No exceptions.
On the phone: start as May. Open the call as May and run the script as May. Most people never notice or question it.
If they notice your accent or ask: Do not panic. Just say warmly and naturally: "I help May with intake, but you'll be talking to her personally on the Zoom!" That's it. No big explanation. Most people are completely fine with it and it sounds professional. This rarely happens, but now you know what to say if it does.
The most important rule in this entire system:
You are the authority. You are not chasing anyone. You are offering help only to people who want it.
People hate being sold. The moment you push someone who did not ask, you lose the authority frame and you sound like every other coach spamming their inbox. That kills the relationship instantly.
Your job is never to convince someone to want coaching. Your job is to find the people who already want it and connect them with May.
Two completely different scenarios
They came to you (inquired about coaching, asked price, asked how it works): This is a raised hand. Even if they are brand new, they showed interest. Qualify quickly. If pain is confirmed, pitch the call. Do not hesitate.
You went to them (proactive outreach, new follower, content engager): You initiated. Do not push. Give value, stay warm, ask one question, let them lead. The moment you feel yourself trying to convince them, stop. Pull back. You are not chasing. You are planting a seed.
On booking targets: May will always want calls booked. But booking unqualified or unready people just to hit a number hurts the business. It wastes May's time on the Zoom, tanks the close rate, and burns warm leads who needed more time. A good setter books fewer calls that actually close, not more calls that waste everyone's time. Quality always over quantity.
The gates (all must be known before booking a call)
Claude tracks these for you. A person is only ready for a rapport call when all are confirmed:
Their main challenge (specific)
What they have tried
How long it has been a problem
Their goal (usually a number)
The why / the moment behind it (more important than a deadline)
Their job
Their location
Income signal (job + location tell you this)
Urgency (is this a real priority now)
Willing to invest
A deadline is optional. Never force a date. Age does not matter. Job, location, and income signal DO matter.
Check relationship length first
Before deciding anything, check GoHighLevel for the full chat history. May actively deletes low-value Instagram conversations such as emoji story replies and one-word responses that go nowhere. That does not mean those people are new. GHL keeps everything even after May clears it from Instagram. Always check GHL so you know how long someone has really been around and what was said before.
Brand new (about 2 weeks or less) and NOT sounding ready → do not pitch. Keep them warm, give a guide, let them grow. No pressure.
Brand new BUT clearly eager, in real pain, asking for help → you can still pitch. Do not close the door just because they are new.
Long-term follower → trust is higher, treat normally.
Soft exit vs Block (Claude tells you which)
SOFT EXIT = warm, polite, door left open. Use for people who are low fit, not ready, or cannot invest right now. Acknowledge them, wish them well, leave the door open for coaching later. Then move on. Never push.
BLOCK / RESTRICT = short, flat, do NOT invite them back. Use for dating or creep behavior: asking May's location or personal life, sending photos, excessive compliments, personal small talk, asking for private contact, pushing calls further out. Close it flat, then restrict or block.
GoHighLevel — Pipeline Stage Rules
GHL automatically creates a contact when someone DMs May. Your job is to move them to the right stage as the conversation progresses and add a quick note after each qualifying session. Three actions only: check history, move stage, add note.
Check GHL first on every prospect. May actively deletes low-value Instagram conversations. GHL keeps the full history even after May clears it from Instagram. Always check GHL before engaging so you know how long they have been around and what was said before.
Handling Comments on Posts
Compliments and general positivity — leave them alone. "You're pretty," "great content," general kind comments need no action.
Personal attacks, name calling, or accusations — delete and block immediately. No warnings, no response, no engagement. Examples: calling May names, saying she spreads misinformation, attacking her character or credibility. Delete and block, then move on.
Fitness or nutrition questions in comments — do NOT answer these yourself. Screenshot the comment and send it to May on WhatsApp. May answers these personally. Never give specific health or coaching advice in the comments, even if the answer seems simple.
Dating and Personal Interest in DMs
Compliments alongside real health goals — fine. Someone saying "you look amazing, I really need help with my testosterone" is still a prospect. Keep qualifying normally.
Clearly dating-focused DMs — if it becomes obvious the person is interested in May personally and has no real interest in coaching, do not try to redirect them, do not waste time engaging. Restrict them and move on immediately.
Sexual or explicit messages — restrict immediately, no exceptions.
When to move each stage
Stage
Move here when
📋 Guide Sent
Prospect commented a keyword or asked for a guide and received it. No real conversation yet.
💬 In Conversation
First qualifying message sent and they replied. Active DM qualification in progress.
🤗 Follow Up / Nurturing
They went quiet mid-conversation, or not ready yet but have real pain. Check back in 2 to 4 weeks.
📅 Rapport Call Booked
All gates cleared by Claude and rapport call is booked for next day.
📅 Closing Call Booked
Rapport call commitment check passed and Zoom is booked on May's calendar.
❌ No Show / Cancelled
They booked a call and did not show or cancelled. Move immediately after the missed call.
🥶 Not Qualified (COLD)
Claude flagged a soft exit and it was sent. Not a fit right now.
Invoice Sent / No Close
May sent the Stripe link after the Zoom but they have not paid yet. May handles this stage, not the setter.
Notes to add after each conversation
After every qualifying session, drop a quick note in GHL on the contact. Keep it short. Just the facts confirmed so far.
Note format:
Challenge: [what they said]
Goal: [their goal in their words]
Tried: [what they tried]
How long: [how long it has been a problem]
Job: [what they do]
Location: [where they are based]
Gates still missing: [list what is still unknown]
Next step: [what happens next]
You do not need to fill every field every note. Just log what was confirmed in that session. The notes build up over time so May can see the full picture before any call.
The Warmup Window — Don't Pitch Too Soon
Most new followers take 8 to 16 weeks to be ready to buy. Pitching a call to someone who followed you 3 days ago almost never closes. It burns the relationship and wastes everyone's time. The setter's job with new followers is to keep them warm and moving forward, not to close them fast.
Rule for new followers (under 4 weeks)
Give a free guide that matches their situation.
Ask one qualifying question to surface their pain.
If pain is high, keep the conversation going slowly. Give another resource. Ask another question.
Do NOT pitch the call yet. Let the content do the warming work.
One warm touchpoint every 1 to 2 weeks is enough. Do not over-message.
The exception — when you CAN pitch a new follower
Pitch regardless of how long they have followed if ALL THREE are true in their own words:
They explicitly said they need help. Not implied, not assumed. Actually said it.
They have tried things before that did not work.
They have real pain affecting their life right now. A doctor visit, a health scare, a deadline.
Example of a pitch: "I'm exhausted, my blood sugar levels came back at 7.2, my doctor wants to put me on metformin and I need help now." Example of not a pitch: a new follower saying "I want to lose weight."
The mindset: For most new followers the goal is not to close them this week. The goal is to make sure that when their pain spikes in 6 to 8 weeks and they are finally ready to invest, May is the first person they think of. Keep the thread alive, give value, and let time do the work.
The Pitch Timing Rule
There are two ways to fail. Over-qualifying (never pitching because you keep finding reasons they are not ready yet) and under-qualifying (pitching anyone after 3 messages). Both hurt the business and both hurt your bonus. Every qualified call that does not get pitched is $50 you did not earn.
Pitch when all three are confirmed in their own words:
1. Pain — specific struggle going on long enough to be frustrating.
2. Want help — they signaled or said they want someone to help them, not just a free tip.
3. Can invest — their job and location signal they have the means.
All three confirmed? Pitch now. Do not wait for a perfect moment.
Do not let conversations drag. Long back and forth conversations that never get to a pitch tend to fizzle out and the person ghosts. So once you have confirmed the three things, pitch. If you are several messages in and still cannot confirm them, either ask for what is missing directly, or move the person to Follow Up / Nurturing in GHL and come back to them later. Do not leave conversations sitting in limbo forever.
Your bonus and the flywheel: Every qualified call you book that closes puts $50 in your pocket. The more leads May brings in, the more opportunities you have. The more you pitch confidently, the more closes happen, the more the business grows, and the more May invests in ads to bring even more leads. Your earning potential grows directly with the business. The bonus is not theoretical. It is the difference between a good week and a great week. Pitch confidently and you will earn it.
Hard rules
Never coach. Tell them WHAT, never HOW. If they ask how to do something, that is the cue to pitch the call.
Never quote price. If they ask, use the price deflection (Scripts tab).
One question per message. Never stack two.
A booked call only counts if Claude cleared all the gates. Never book someone just to hit a number. A bad call wastes May's time and hurts everyone. Quality over quantity, always.
Always sound like May. Casual, warm, proper grammar, like texting a friend. No corporate words. No em dashes.
Claude AI Setup
Set this up once. After that, you just paste conversations and Claude does the rest.
One-time setup
1Log into Claude (May will give you the login).
2Create a new Project. Name it "DM Setter."
3Open the project settings and paste the prompt below into the project instructions.
4Save. You are done. The rules are now loaded for every chat in this project.
Every day
1Inside the "DM Setter" project, you can work many prospects in ONE chat. You do not need a new chat for each person.
2Paste the prospect's whole conversation. Always paste the full thing so Claude knows who it is.
3Read the SEND THIS line. Check it sounds right. Copy it. Send it.
4When they reply, paste the full updated conversation back. Claude picks up where it left off.
5Paste a different prospect right after if you want. Just always paste the full conversation so Claude knows who it is.
The prompt to paste into the project
Free Guide Links
When Claude says "send the X guide," find it here, tap COPY, paste it into the DM. Always follow a guide with the next question Claude gives you.
Weight / Fat Loss
Fat Loss Guide (Men)
Man wants to lose weight. Works under 40 too.
Fat Loss Guide (Women)
Woman wants to lose weight.
7 Day Kickstart
Wants something to start right now.
Holiday Guide
Staying on track through the holidays. Eating, travel, parties.
Hormones / Energy / Metabolic
Energy and Hormone Guide
Man mentions low energy, low T, low drive.
Stress and Belly Fat Guide
Stress, burnout, belly fat, wired but tired.
Sleep Guide
Bad sleep, waking tired, insomnia.
Labs / Numbers
blood sugar levels & Blood Sugar Guide
blood sugar, blood sugar, early blood sugar problems, type 2.
Blood Pressure Guide
High blood pressure / high blood pressure.
Cholesterol Guide
High cholesterol.
Bloodwork & Labs Guide
Getting labs done, what to test.
Macro Calculator
Macros, calories, how much to eat.
Nutrition / Food / Shopping
Busy Nutrition Guide
Too busy to eat well, no time.
Meal Prep Guide
Struggling with meal prep / planning.
Fat Food Cheat Sheet
Simple what-to-eat reference.
Costco Guide
Shops at Costco.
Trader Joe's Guide
Shops at Trader Joe's.
Training & Proof
Free Workout Guide
Wants home workouts / how to train.
Client Transformations
Wants to see real results.
All Guides Homepage
General hub.
Match the guide to what they are dealing with right now. Do not dump multiple guides at once. Give one that fits, then ask the next question. Never send a guide and go quiet.
Scripts Library
Your full phrase library. Use these for manual outreach or when Claude needs a nudge. Click any message to copy it. Always use RAQ — Repeat, Acknowledge, Question — and one question per message.
📋 Guide links: Wherever you see [paste link] or [guide name], grab the right link from the Guide Links tab. Match the guide to what they are dealing with. Copy the link, paste it right into the message before sending.
Openers by Lead Source
Use the right opener for where the lead came from. The approach changes depending on how they entered your world.
ManyChat Follow-Up (new follower automation)
ManyChat sends new followers a welcome message automatically. The setter picks up the conversation after. These are the follow-up scripts for each scenario.
Got the guide, never repliedHey [Name]! Just checking in, did you get a chance to look at that guide? Hoping it was helpful! What's the main thing you're working on right now?
Saw the guide selector, never chose oneHey [Name]! Did you end up finding the guide you were looking for? Happy to send one over if you haven't grabbed it yet!
Clicked yes but went quietHey [Name]! Looks like you were interested in a free guide! Which one would be most helpful for you right now? Fat loss, blood sugar, energy and hormones, sleep, cholesterol, or something else?
Got the guide and replied positivelySo glad it was helpful! Out of curiosity, what's the main thing you're trying to fix right now? Is it the weight, energy, sleep, hormones, or something else?
ManyChat didn't fire — manual welcomeHey [Name]! Welcome and thanks for the follow 😊 I have free guides on fat loss, blood sugar, energy and hormones, sleep, cholesterol, and healthy shopping. No email needed. Want me to send you one?
Stalled after guide — re-engageHey [Name]! Just bumping this up in case it got buried! Let me know if you have any questions about the guide or if there's anything else I can help with 😊
Priority 1 — Keyword / Guide Request
Guide delivered — follow upHey [Name]! Did you get a chance to check out the guide? Curious what you thought! Would you be against me asking a couple quick questions so I can point you in the right direction?
Guide delivered — dig inHey [Name]! Here's that free guide you asked about [paste link]. Out of curiosity, what made you reach out for this specific one? Is there something in particular you're working on right now?
Priority 1 — Poll or Story Vote
Poll voterHey [Name]! I saw you voted on my poll, so glad you did! Curious, what made you vote? Is this something you're actively working on right now?
Story vote — interestedHey [Name]! Saw you raised your hand on my story, so glad you did! Would you be against me asking a couple quick questions to see if I can actually help? No worries either way 😊
Priority 1 — DM'd About the Program
Asking how it worksHey [Name]! Awesome that you want to know more, I'd love to help! Can I ask real quick what's the main thing you're hoping to get help with? Just want to make sure I point you in the right direction 😊
Wants detailsHey [Name]! Thanks for reaching out, happy to share more! Before I send you anything, would you be against me asking 2 to 3 quick questions so I can make sure what I share is actually relevant to where you're at?
Priority 1 — 2-Step Post or Direct Offer Reply
2-step replyHey [Name]! Thanks for commenting, really appreciate it! Before I tell you how I work, mind if I ask a couple quick questions so I can actually help you out? What's the main thing you're trying to fix right now?
Priority 2 — Liked or Commented on a Post
Comment on postHey [Name]! Thanks for the comment on my post about [XYZ], really appreciate it! Out of curiosity, what about it resonated with you?
Liked a postHey [Name]! Just saw you liked my post, thanks for engaging! Out of curiosity, what made that stand out to you?
Keeps seeing their nameHey [Name]! I keep seeing your name pop up, thought it was time to reach out 😊 How's life?
Liked multiple postsHey [Name]! I noticed you've been liking a few of my posts, really appreciate the support! Out of curiosity, is there anything health or fitness related you're currently working on?
Priority 2 — New Facebook Page DM
FB page DM openerHey [Name]! Thanks for reaching out! Before I point you in the right direction, mind if I ask a couple quick questions? What's the main thing you're trying to fix right now?
FB page — shift to fitnessHey [Name]! Thanks for the message! Out of curiosity, is there anything health or fitness related you're currently working on or struggling with?
Priority 3 — New Follower Outreach (proactive)
New follower IGHey [Name]! Thanks for the follow, really appreciate it! Out of curiosity, what brought you to my page?
New follower — content angleHey [Name]! Thanks for following! Just so you know I post a lot about [weight and health / hormones / fat loss] so hopefully you find the content helpful! Is there anything specific you're working on right now?
Priority 4 — Re-engagement (went quiet)
Guide sent, never repliedHey [Name]! Just wanted to check in, did you get a chance to look at that guide I sent over? Hoping it was helpful!
Conversation stalledHey [Name]! Just bumping this up, hope all is well 😊
Warm nurture re-engageHey [Name]! Just checking in on ya! Any progress on [their goal]?
Long term re-engageHey [Name]! I actually just thought of something that might be really helpful for your situation around [their challenge]. Would you be open to me sharing it?
Priority 1 — Raised Hands (Start Here)
Free guide request
Send the guideHey [Name]! Saw your comment, thanks for reaching out! [SEND] Here's the free [guide name], hope it helps! [paste link] [SEND] My pleasure! Would love to hear your feedback on it when you get a chance. [SEND]
Follow up guideHey [Name]! Here's that free guide you asked about! [paste link] Really appreciate you. While I have you, out of curiosity,, what made you reach out for this specific guide? Is there something in particular you're working on right now? [SEND]
After they opt in
Check in on guideHey [Name]! Did you get a chance to check out the free guide I sent you? Curious what you thought! [SEND] I'm sure I have other resources that might be even more specific to what you're working on. Just let me know 😊 [SEND]
Follow up on guideHey [Name]! Let me know what you think about the guide! [SEND] I'm sure I have other free tools that might be more specific to what you're struggling with. Would you be against me asking a couple quick questions? [SEND]
Dig deeper after guideHey [Name]! Great! Out of curiosity, what made you reach out for that guide in the first place? Is there a particular health or fitness goal you're working towards? [SEND]
Poll voter interested in program
Poll voter opener 1Hey [Name]! I saw you voted on my poll, thanks for showing interest! [SEND] Curious, what made you vote? Is this something you're actively working on right now? [SEND]
Poll voter opener 2Hey [Name]! Saw you raised your hand on my poll, so glad you did! [SEND] Would you be against me asking a couple quick questions to see if I can actually help? No worries either way 😊 [SEND]
Poll voter opener 3Hey [Name]! I saw you voted that you're interested, I appreciate you being honest about that! [SEND] Out of curiosity, where are you at with that right now? Have you been working on it for a while or just getting started? [SEND]
Poll voter opener 4Hey [Name]! Saw your vote on my poll, love that you're open to it! [SEND] Quick question what's been the biggest thing holding you back so far? [SEND]
Program interest — they want details
Program interest 1Hey [Name]! Awesome that you want to know more, I'd love to help! [SEND] Can I ask real quick what's the main thing you're hoping to get help with? Just want to make sure I point you in the right direction 😊 [SEND]
Program interest 2Hey [Name]! Thanks for your interest, happy to share more details! [SEND] Before I send you anything, would you be against me asking 2-3 quick questions so I can make sure what I send you is actually relevant to where you're at? [SEND]
Priority 2 — Content Engagers
Openers — liked or commented
Like / comment opener 1[Name]! Thanks for the like/comment on my post about [XYZ], really appreciate it! [SEND] Curious, what about it resonated with you? [SEND]
Like / comment opener 2Hey [Name]! Just saw your comment, thanks for engaging! Out of curiosity, what made that stand out to you?
Like / comment opener 3Hey [Name]! I keep seeing your name pop up, thought it was time to reach out 😊 How's life?
Like / comment opener 4[Name]! Appreciate the support on my last post! Out of curiosity, is there anything you're currently working on or struggling with in terms of health or fitness?
Shift to fitness after back and forth
Shift 1Out of curiosity, is there anything health or fitness related you're currently working on or struggling with?
Shift 2If you don't mind me asking, are you focusing on any health or fitness goals yourself?
Shift 3Love that! I'm personally into this stuff all day are you focusing on any fitness or health goals yourself?
Shift 4So I do this fitness stuff all day and actually work with a ton of people in your exact shoes. I definitely have some suggestions that can help if you're open to it!
Phase 2 — Find the Struggle
Ask permission first
Permission 1Honestly, would you mind if I asked a few quick questions? Would love to see if I could offer some guidance or even send you over a relevant resource! No worries either way!
Permission 2Would you mind me asking 2-3 questions real quick just for the sake of me being able to help you the best I can?
Permission 3Before I tell you how I work, mind if I ask a couple of quick questions so I can actually help you out?
Uncover the challenge
Challenge 1Got it! So just for me to get a better understanding of what's currently going on, what's been the biggest challenge for you with nutrition, training, or general fitness?
Challenge 2What's been the biggest challenge in terms of your health and fitness?
Challenge 3What's the main thing you're trying to fix right now? Is it the weight, the energy, your labs, hormones, sleep, digestion, or something else?
Challenge 4Out of everything, what would you say is the biggest thing getting in the way right now?
Uncover the goal
Goal 1Do you have a specific health or body goal that you're wanting to work on?
Goal 2So if we could fix [main problem], what would your ideal results look like in a perfect world?
Goal 3What exactly is the goal that you're going after?
After they share goalAwesome! Love that goal. If you don't mind me asking, where would you say you are right now? What's the biggest thing holding you back?
Current routineGot it, makes sense. If you don't mind me asking, what does your current routine look like, fitness wise?
What they tried
What they tried 1Love it! What have you tried so far to [solve their problem], if anything?
What they tried 2I have to ask, what have you already tried? Any specific diets or programs?
How long
How long 1Got it. How long has this been going on for you?
How long 2How long have you been dealing with this?
Urgency and priority
Urgency 1So I think I've got an answer to this, but I've always gotta ask… is handling this a priority or more of a "get to it eventually" sorta thing?
Urgency 2Is your health a priority or do you want your health to be a priority?
Urgency 3Are you at a point in your life right now where you're ready to make your health a real priority?
Urgency scaleOn a scale of 1-10, how important is fixing this to you?
Surface the why / the moment
The why 1How has that impacted you?
The why 2How would your life change if you were actually able to get this handled?
The why 3What does that mean for you?
Dig deeperThat's interesting. Would you mind telling me more about that?
Dig deeper 2Can you tell me a little more about that?
Job / income signal
Job questionWhat do you do for work?
Job question casualOut of curiosity, what do you do for work? Just helps me understand your schedule and lifestyle a bit better.
Phase 3 — Pitch the Call
Pitch the rapport call
Call pitch 1Honestly, would you be against a quick 5-10 min phone call? Definitely have some insight that would be helpful, but it'll be so much easier to talk on the phone rather than being stuck in the DMs lol.
Call pitch 2Honestly, this is definitely worth a quick convo. Would you be against hopping on a quick 10-15 min call? Nothing being pitched, just way easier to actually help you than going back and forth here lol.
Call pitch 3I actually work with a ton of people dealing with exactly what you're describing. Would you be against a quick free 10-15 minute call this week just to see if I can actually help? Nothing being pitched, just a conversation.
If they hesitate on the call
Hesitation handleTotally fair, nothing being sold, just way easier to actually help you than typing it all out here lol. If you don't mind me asking, what's holding you back?
Booking and application
Get emailAwesome! I'll send you a calendar invite, what's a good email for you?
Application askAwesome, can you do me a quick favor? [wait for yes] Fill out my quick application before our Zoom. It helps me come prepared and make the most of our time together! sustainablefitlifestyle.com/application
Call confirmations
24 hrs beforeCan't wait to talk to you tomorrow! 😊
1-4 hrs beforeExcited to chat at [time]!
No response — call themHey! Just tried calling you still good for [time]? 😊
Follow Up
Short-term follow up (in order)
24 hrs[Heart their last message to send a notification]
48 hrs bumpJust bumping this up! Hope all is well. 😊
48 hrs pattern interrupt[Send a meme or GIF as a pattern interrupt]
Ghost nudgeHey [Name], you never really struck me as the type to ghost lol is everything alright? Let me know.
Re-engageHey [Name], I take it you're no longer trying to [their goal]?
Creative follow up
Creative 1Hey [Name]! Just checking in on you. I definitely have some insight that would be helpful, but it's so much easier to talk on the phone rather than going back and forth in the DMs lol.
Creative 2Hey [Name]! I am always losing messages in my inbox, did you still want that info I was going to send over?
Long-term re-engage (2+ weeks)
Long-term 1I actually just came up with a unique solution for your situation around [their challenge]. Would you be open to me sharing it? After hearing it, if you don't think it would be helpful you can always say no! 😊
Long-term 2Hey [Name]! Wanted to check in and see how things are going. Any progress on [their goal]?
Ghost recovery same day
60 min no reply[Go back and heart/like one of their messages in the chat]
120 min no reply[Go to their profile, like a recent post and leave a genuine comment]
180 min no replyHey, are you still there?
Next day if still nothing[Heart their last message again, then DM a simple meme or GIF with no text]
Challenging / Commitment Testing
Challenge their thinkingWould it be okay if I challenged you with that thought?
Reality checkWhat you're doing isn't working, right? Otherwise you wouldn't still be feeling [remind them of their problem].
Action checkAre you willing to take action on this, or are you okay with staying in the same place?
I only work withI only work with people who are serious about making a change. Would you say that's you?
Objections and Scenarios
Price objection — before the call
Price deflection — processSure, I totally get why you ask! I actually don't go over pricing until we've had a quick call first. I need to make sure you'd be a good fit and that I can actually help you. If we get to that point, I'll extend you an invitation and we'll talk about what that looks like financially. Sound fair to you?
Price deflection — customizedHonestly, our program is fully customized. On our call we'll dig deeper into exactly what that would look like and I'll give you the exact cost. Everything we do is customized, so the best next step is to ask you a few more questions and then make a recommendation that's actually useful to you specifically. Does that sound fair?
Price deflection — valueWell, are you shopping based on price or value? Because if it's price, I can tell you I'm not the cheapest but I'm the best. I'm usually the last coach someone needs to hire because they learn how to sustain on their own. I only work with people who I know I can help, so I first need to get on a call and explore your goals so I can build something specific to you.
No money — before pitch
No money earlyYeah, that's totally fair. A lot of people I talk to don't have a budget for coaching right now, which is exactly why I have free resources to help people get started. Would you be offended if I asked a few quick questions so I know which one would be most helpful for you?
Soft exit
Soft exit — making progressSounds like you've made really solid progress on your own! Keep using the resources, and if you ever hit a wall where things stop moving, come back and let me know. Happy to help when the time is right!
Soft exit — not readyGot it, sounds like you mostly just need [whatever applies]. With what you know you probably have what it takes, just keep going. If you ever hit a wall and want professional coaching, let me know.
Soft exit — can't investTotally understand. Keep using the free resources, and let me know if you ever hit a wall where self-directed isn't cutting it anymore. That's usually when it makes sense to bring someone in.
Extra Phrases
Keep them talkingWhy do you feel that way?
Keep them talking 2Do you mind sharing more on that with me?
Keep them talking 3Would you mind explaining that further?
TransitionJust so you know I'm actually an online coach and I work with all my clients remotely. What have you tried so far?
Common mistakes to avoid:
❌ Re-asking questions you already got in DMs. Use what you know.
❌ Stacking questions. One short pointed question at a time.
❌ Coaching in the DMs. WHAT, not HOW.
❌ Sending a guide and going quiet. Always follow with a question.
❌ Pitching before both gates are clear (pain + willing to invest).
❌ Booking a call just to hit a number. A bad call wastes May's time.
✅ Use RAQ on every message: Repeat, Acknowledge, Question.
✅ Rotate permission openers so you never sound scripted.
✅ Reference what they told you. It shows you were listening.
✅ Stay genuinely curious. It comes through.
Facebook Group Prospecting
This is a slow-period activity. When the guide opt-in pool and new follower pipeline are light, this is how you go find more people. Do not skip your Priority 1 and 2 work to do this. Only add this when those are done.
Important: This is a long-term strategy that also gets you clients now if you do it right. The goal is NOT to spam groups. The goal is to genuinely add value, build relationships, and bring the right people into May's world. If you are spammy or pushy in groups, you will get banned and it will hurt May's reputation. Take your time and be real.
Method 1 — Facebook Group Joins (May's Own Group)
When someone joins May's Facebook group (Forever Fat Loss For Busy Professionals), you reach out to them immediately. These are warm leads because they chose to join a fitness and fat loss group. They already have some level of interest.
If they answered the entry question about their challenge
Entry with challenge answeredHey [Name]! Welcome to the group, so happy to have you here! I saw you mentioned [their challenge from entry question]. Happy to see if I can point you in the right direction. Would you be against me asking a couple quick questions so I know which free resource would actually help you the most?
If they did not answer the entry question
Entry without challengeHey [Name]! Welcome to the Forever Fat Loss group! Because you're new, May wants to make sure you get access to a free resource. Would it be okay if I asked you 2 to 3 quick questions so I know which one would actually help you?
Method 2 — The REPS Method (Growing May's Facebook)
This is a daily habit for growing May's Facebook audience with the right people. It takes about 10 to 15 minutes a day. Do this at the start of your shift.
The three daily actions
Remove 5 to 10 Facebook friends from May's personal Facebook who are clearly not her ideal client. Other fitness coaches, people who are already in great shape, people who never engage. This helps Facebook recommend better people over time.
Add 5 to 10 new Facebook friends who fit May's ideal client. Men and women dealing with weight struggles, blood sugar issues, low energy, high blood pressure. Start with May's current clients' friends. Then expand from there. When people see "mutual friends" they are more likely to accept.
Engage in 2 to 3 Facebook groups where May's ideal client hangs out. Comment genuinely on posts. Add value. Do not pitch. Just be a real helpful person.
If you do this consistently every day, you add roughly 1,800 to 3,600 new potential leads per year to May's Facebook world. Even closing 1% of those is 18 to 36 clients a year from this method alone.
Method 3 — Facebook Group Hunting
This is where you go into groups where May's ideal clients already hang out, add value, build relationships, and start conversations. This is the most powerful outreach method when done right. It is also the easiest to mess up if you are not genuine.
Step 1 — Find the right groups
Do NOT search for obvious weight loss groups. They are too saturated with coaches and people get spammed. Instead think about where May's ideal client hangs out when they are not thinking about fitness.
Good groups to look for:
Busy professional groups (nurses, teachers, managers, business owners)
Dad groups and family groups
Local community groups in major US cities
Groups for specific health conditions like blood sugar management, heart health, type 2 diabetes
Groups for popular fitness brands or programs (Peloton, Orange Theory, Weight Watchers)
Groups for specific interests May's clients have (cooking, hiking, golf, fishing)
Menopause and women's health groups for female clients
Look for groups with at least 5,000 members and active daily posts. High engagement and post-friendly. You will find that 2 to 3 groups produce most of your results. Test a few and find those.
Step 2 — How to interact in groups (three pillars)
Pillar 1 — Share May's story (as May)
When relevant, share a short relatable story about what May went through or what her clients go through. Not a pitch. Just a human story that people can connect with. This builds visibility and trust over time.
Pillar 2 — Add value in threads
When someone posts a question about weight loss, energy, blood sugar, or anything related to May's niche, comment with a genuinely helpful answer. Not a sales pitch. A real answer. People remember who helped them and will check out your profile.
Pillar 3 — Start conversations
When someone posts about a struggle that matches May's ideal client, reach out to them in a DM. Not right away. First comment on their post publicly. Then send a DM. The public comment makes the DM feel less cold.
Step 3 — The DM after engaging in a group
After commenting on their postHey [Name]! I just commented on your post in [group name]. I work with a lot of people dealing with exactly what you described and thought I'd reach out personally. Would you be against me sharing a free resource that might help? No strings attached.
After they accept your friend requestHey [Name]! Thanks for connecting! I saw you in [group name] and thought we might be able to help each other out. Out of curiosity, what's been the biggest thing you've been working on lately with your health or fitness?
Transition from personal to fitness (after back and forth)Out of curiosity, is there anything health or fitness related you're currently working on or struggling with? I ask because I do this stuff all day and I might have something helpful for you.
Method 4 — Growing May's Group Using Other People's Traffic
This is about getting people from OTHER Facebook groups to join May's group (Forever Fat Loss For Busy Professionals). Once they are in May's group they become warm leads you can work through the normal DM process.
The three-step method
Join 5 to 10 groups where May's ideal client hangs out. Same groups as the group hunting method above.
Engage for at least a week before you do anything else. Comment, add value, be a real member. Do not jump straight to promoting May's group. Groups ban people who do this.
Invite people to May's group naturally. When someone posts a struggle you can help with, comment publicly to help them, then DM them and invite them to the group where May shares free resources regularly. Frame it as a free community, not a sales funnel.
Inviting someone to May's groupHey [Name]! I saw your post about [their struggle]. May actually runs a free Facebook group called Forever Fat Loss For Busy Professionals where she shares free resources and tips around exactly this. Would you want me to send you the link? No cost, just a helpful community.
Hard rules for group prospecting
Never pitch coaching or mention price in a group post or comment. Always move to DMs first.
Never join a group just to spam. Engage genuinely before reaching out to anyone.
Never reach out to more than 5 to 10 people per day from groups. Keep it human and manageable.
Once someone is in the DMs, use the same Curious Framework and qualifying process as any other prospect. The source does not change the process.
Remember: This is a slow burn. You will not get 10 calls booked in your first week of group prospecting. It builds over time. Be consistent, be genuine, and the relationships compound. Do this as a daily habit alongside your other lead source work and it will pay off over weeks and months.
Booking Calls
Two types of calls. Two different schedules. Know the difference.
Rapport calls are YOUR calls. You run them. You book them on YOUR schedule, not May's. Offer the prospect two times that work for you, then book it for them inside GoHighLevel.
Sales call Zooms are MAY's calls. Only booked after the rapport call clears the commitment check. Never book a sales call without a passed commitment check first.
Always book inside GoHighLevel, not from the outside link. The booking links below open the public-facing page, but the real way you book is by logging into GoHighLevel and using the Book appointment screen. That is the only place you get the full Default and Custom tab options and can book the prospect in directly. Use the links only as a quick reference or backup. Your actual workflow is: log into GHL, open the Calendars view, click Book appointment, and book the call for the prospect.
Book all rapport calls inside GoHighLevel on the Book appointment screen. This keeps everything in one calendar so May can see who is booked and step in as backup if needed. The link below is just for reference, the actual booking happens inside GHL.
Read the temperature, then pick the timing. Two plays depending on how hot the prospect is right now.
HOT and ready right now → offer the call in 5 minutes. If they just qualified and are clearly engaged and eager, strike while hot. Say something like "Are you free now? I can give you a quick call in about 5 minutes." Those 5 minutes are your prep window. Paste the full DM conversation into the Claude project, type "give me the rapport call script," and Claude returns the customized framework in about a minute. Glance at it, then call. Capturing a hot lead immediately converts far better than making them wait.
WARM but not urgent → book for the NEXT DAY. If they are qualified but more lukewarm, not in a rush, book it for tomorrow. Offer two times that work for you. The next-day gap acts as a commitment filter. Someone who agrees to tomorrow and shows up has proven they are serious. This is the default for most prospects, since most leads are warm, not on fire.
Either way, lock the time on the spot. Never leave the booking loose or tell them to schedule themselves later.
Book it for them directly inside GoHighLevel. Do not just send them a link and hope they book themselves.
They will get automatic confirmation and reminder notifications from GoHighLevel.
Get their best phone number before the call.
Send a confirmation message in the DMs after booking (see Scripts tab for confirmation phrases).
How to tell hot from warm. HOT: they are replying fast, asking about working with May, saying things like "I really need to fix this" or "what are the next steps." Strike now. WARM: they answered your questions fine but are not urgent, still a bit casual, not pushing forward. Book next day. When in doubt, next day is the safe default.
After the call, log the person's name, source, and result in the Setter Tracker Rapport Calls tab immediately. That is how May tracks your performance.
Sales Call Zoom Booking (May's schedule)
Only after the rapport call commitment check produces a clear yes. Book it inside GoHighLevel on the Book appointment screen. The link below is just for reference.
Book it yourself on the rapport call. Never leave it up to them to schedule.
Give two specific times from May's calendar.
Send the Zoom confirmation to the prospect immediately after the rapport call ends.
Send May the call recording and capture sheet before the Zoom so she can prep.
Booking inside GoHighLevel: Default vs Custom. You book the sales call yourself inside GoHighLevel on the Book appointment screen. You will see two tabs, Default and Custom.
Use Default for May's normal slots. Afternoons are May's preferred time and what shows by default. Book there whenever you can.
Use Custom when the prospect needs a time outside May's normal hours. Click the Custom tab and pick the time. This is how you book a weekend or any slot that is not in the default window. A lot of prospects are off work on weekends and find it easier, so weekends are fine when that is what the prospect needs. Mornings May prefers to keep to herself, but you can book one with judgment if that is their only real availability.
Hard rules on sales call timing. Earliest sales call is 9am. Latest is 7:30pm. Never book past 7:30pm, no exceptions. People are tired at night and do not make clear decisions when they are foggy, which makes for a bad call. If a prospect only wants a late evening, offer them a weekend or another afternoon instead. Within 9am to 7:30pm you do not need to ask May first to book a Custom time. Use your judgment. Just give her a heads up when you book something outside her normal afternoon hours so she knows it is on her calendar.
The 48 hour rule. This is the most important timing rule you have. Book the sales call Zoom within 48 hours of the rapport call. If the rapport call is on a Wednesday, the Zoom needs to land by end of day Friday. Anything past 48 hours and the show rate drops by about 15 percent. People cool off fast. The sooner the Zoom, the more likely they show. So always offer May's two soonest available times, not times next week.
Quick recap of the timing flow: Rapport call booked for the NEXT DAY. Then sales call Zoom booked WITHIN 48 HOURS of the rapport call. Next day, then 48 hours. That is the rhythm that keeps show rates high.
Manual scheduling (when needed)
For any scheduling outside the normal calendar windows, log into GoHighLevel and schedule manually. The calendar link is the easy default. GHL gives full flexibility for special cases.
Rapport Call
10 to 15 minutes. You are May. You ask the questions. You listen. The recording does the rest.
Who you are on this call: Start the call as May and run the full script as May. Most people never notice or question it. If someone notices your accent or directly asks if you are May, just say warmly: "I help May with intake, but you'll be talking to her personally on the Zoom!" That's it. No big explanation needed. It almost never happens, but now you know exactly what to say if it does.
START THE RECORDING BEFORE YOU SAY ANYTHING. Do not write anything down during the call. Just ask the right questions and genuinely listen. The recording captures everything. May will listen to it before the Zoom and pull the exact words she needs for her sales call script.
Why this call matters for May's sales call: The DMs got the basic facts. This call goes deeper. May needs to hear the person describe their pain and their goal in their own exact words. Not a summary. Not your interpretation. Their actual words. When May gets on the Zoom she mirrors those exact words back to the prospect and they feel completely understood. That is what closes them. Your job is to ask the right questions so they open up. The recording does the rest.
How to get your customized script: Before every rapport call, paste the full DM conversation into your Claude project and type "rapport call." Claude generates a script with their real information already filled in. You just read it. You do not improvise.
The 8 steps (every call, in this order)
Step 1 — Open & Frame (1 min)
"So today's call honestly is really easy. I just want to get a gauge on where you're at and see if I can help ya. Sound good?"
"I know you're busy so I want to make sure I give you as much value as possible in the next 10 to 15 minutes."
You set the time, you keep the time. Do not go over. Staying on time builds trust.
Step 2 — What inspired the call (1-2 min)
"So what inspired you to commit to this call today?"
Let them talk. Do NOT re-ask anything already covered in the DMs. This gets them talking in their own voice from the start. May uses these words to open the Zoom.
Step 3 — Dig into the challenge (2-3 min) — THE MOST IMPORTANT STEP
"So you mentioned [their goal]. What's been the biggest thing getting in the way so far?"
"So you said you've tried [what they tried]. Why do you think that didn't work for you?"
"Got it. And when it stopped working, did you fall off, or did the weight come back on you?"
WHY this step matters: The last question is critical. "Did you fall off" means they lost motivation — that is a willpower problem. "Did the weight come back" means the plan stopped working — that is a body and method problem. May uses whichever answer they give to aim her entire pitch. Make sure they answer this one clearly.
This is NOT a coaching call. Tell them WHAT, never HOW. Do not give solutions. Keep it shallow. The deep emotional digging happens on the Zoom.
Step 4 — The goal (1 min)
"So you mentioned [their goal number]. Is there a reason for the timing? Like a trip, an event, something you're working toward?"
You have the number from the DMs. This adds the moment if there is one. If no deadline, skip the date question, do not force it.
Step 5 — Summary / Capture moment (1 min)
"So let me make sure I've got this right. Your goal is [their goal], and when you tried [what they tried] before it didn't stick because [their why]. Does that sound right? Did I miss anything?"
Use their exact words back. This is the most powerful minute on the call. It builds trust and confirms the language May mirrors on the sales call.
Step 6 — Commitment check (1 min)
"Got it. Well [name], based on what you told me I really think I can help. I've worked with a ton of people dealing with [their struggle], so I feel good about this. But you tell me, are you at a point right now where you're ready to make this a priority and actually invest in your health?"
If they are NOT ready, route to nurture. Send a resource, check back in a couple weeks. Do NOT pitch the Zoom.
Step 7 — Pitch the sales call Zoom (1-2 min)
"Awesome. So to really walk you through how I'd help you and what your plan would look like, it takes me a while to go through it all in detail. So rather than rush it here, I'd want to sit down with you face to face on a Zoom. We'd map out a specific plan from exactly where you are now to [their goal], and go through your nutrition, training, and how it fits your life. That takes about 30 to 45 minutes. Would you be against hopping on a call like that?"
"Heck yeah, let me pull up my calendar so we can get that scheduled."
Give two specific times. Book it yourself. Send the invite. Never leave it up to them to schedule.
"Awesome, can you do me a quick favor? [wait for yes] Fill out my quick application before our Zoom. It helps me come prepared and make the most of our time. It's at sustainablefitlifestyle.com/application"
"I'll also send you a short video that explains my story and how I work. Just watch it when you get a chance."
"Then do the quick health scan at the end. Rate yourself 1 to 10 in areas like energy, sleep, and hormones. Takes 2 minutes. Once you have your scores just text them back to me before our call."
"Perfect. I'll send the confirmation and video link right after we hang up."
What to capture during the call
Write these down in their exact words as they say them. These feed May's sales call script directly.
Their goal in their own words: ___________
What they tried and why it failed in their own words: ___________
Did they fall off OR did weight come back: ___________
The why / the moment behind their goal: ___________
Any standout phrases they used: ___________
Commitment check result (ready / not ready): ___________
Sales call Zoom booked for: ___________
Send May the recording AND this capture sheet right after every call. She needs it before the Zoom to prep her sales call script. Do not wait.
Tracking & EOD Report
Two things to keep updated. That is it. Do not touch anything else in the dashboard.
Every Monday before the meeting
Send May your previous week's totals on WhatsApp before the meeting starts. She reviews them before the call so you go straight into the discussion.
This is the shared tracker for the whole team. You log into it every day. Here is what you touch:
Daily Activity tab. Add one row for your shift. Always fill in the Date, pick your Name from the dropdown, then your Hours, Convos Started, Follow Ups, Calls Pitched, Rapport Calls Booked, and Sales Calls Booked. The date matters. The monthly numbers will not calculate if you leave the date blank.
Rapport Calls tab. Every time you book someone onto a rapport call, add a row under the current month: Name, Source (IG / FB / TikTok), your Name in the Setter column, and the Result (Yes / No / No Show / Cancel / No Pitch).
Sales Calls tab. When a rapport call you ran turns into a sales call with May, add the prospect under the current month: Name, your Name in the Setter column, Result. The Setter column is how your $50 bonus is credited, so always put your name on the calls you booked.
Only fill in the rows for your own activity and the calls you booked. Do NOT touch the stat rows at the top of the Rapport and Sales tabs, the Setter YTD tab, or anything that looks auto-calculated. Those update themselves.
2. Your daily EOD report (WhatsApp)
At the end of every shift, copy the format below, fill in your numbers, and send it to May on WhatsApp. Do this every day without being reminded. If you forget once, send it the next morning with a note. If it becomes a pattern, it is a performance issue.
Name — Date — EOD Report
1. Minutes Worked:
2. Conversations Started:
3. Rapport Calls:
4. Rapport Calls Pitched:
5. Sales Calls Booked From Rapport Call:
6. Sales Calls Booked Without Rapport Call:
7. Closed Sets:
Sales Call Bookings:
1.
2.
How I'd rate my day:
1. How am I feeling today?
2. Did I operate at my potential today?
3. Am I going to hit projections this week? How do I know? If not, what do I need?
4. My overall performance:
Notes: