Appointment setter booking client meetings across a real estate brokerage's agents

Your brokerage pays for leads every month, then hands them to agents who are already busy. Some get called back in minutes, some in days, some never. Magellan Solutions provides real estate appointment setters for brokers: one dedicated team that follows up every lead the brokerage receives, qualifies it against your criteria, routes it to the right agent and books the meeting, with reporting on every lead, source and agent.

Real Estate Appointment Setters for Brokers

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1-800-371-6224

At a Glance

Best For Broker-owners, team leaders and operations managers at residential, commercial and multi-office brokerages who want every lead worked the same way, whichever agent it goes to
Core Support Brokerage-wide lead follow-up, lead routing to agents, recapture of unworked leads, appointment booking across agent calendars, reporting by agent and lead source
Channels Outbound calls and callbacks, with SMS or email follow-up when included in your workflow
Delivery Philippines-based setters working in your brokerage CRM, lead sources and agent calendars, calling within the local calling hours your market allows

Brokerage Leads Are Only as Good as the Agent Who Gets Them

Brokerages buy leads centrally and distribute them to agents individually. That's where the follow-up breaks. A top producer calls back in five minutes; a busy agent calls back tomorrow; a new agent doesn't know what to say. The brokerage pays for every lead either way, and has no reliable view of which ones were ever worked.

 

Asking each agent to prospect and follow up on their own also means every lead gets handled differently: different questions, different timing, different notes in the CRM, or none at all.

 

Our appointment setters give the brokerage one standard. Every lead is called, qualified and booked the same way, routed to the agent your rules say should have it, and logged so you can see what happened.

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What Happens When Leads Sit Untouched

Leads that wait go to whichever brokerage calls first. Leads that get one attempt and a voicemail are written off as bad leads, when the problem was the follow-up. And leads assigned to agents who never call them sit in the CRM as if they'd been handled.

 

A dedicated setter team works the full attempt sequence on every lead, recaptures the ones agents haven't touched, and turns the database you already own into booked meetings for your agents.

How We Help Your Brokerage

These are the parts of appointment setting a brokerage needs that a single agent doesn't. Our setters follow your scripts, qualifying questions, routing rules and booking rules, and log everything in your CRM.

Lead Routing to the Right Agent

Qualified buyers and sellers are booked with the agent your rules assign, whether by area, price range, language, lead source or rotation, so leads stop landing with whoever answers first.

Lead Recapture

Leads that agents haven't called, or stopped calling, are picked back up, requalified and rebooked, so the leads your brokerage paid for don't go unworked.

Booking Across Agent and Office Calendars

Listing presentations and buyer consultations booked straight onto each agent's calendar, across teams and offices, using each agent's availability and your booking rules.

Reporting by Agent and Lead Source

See how many leads came in, how fast each was called, how many were qualified and booked, and which agents and sources turn appointments into listings.
Need the core service for a single agent or team? See real estate appointment setting. To reach owners who haven't contacted your brokerage yet, such as expired listings, FSBOs and motivated sellers, see real estate cold calling.

Works Inside the Systems You Already Use

Our setters work inside your brokerage CRM, lead sources and agent calendars, following your lead stages, routing rules and call dispositions. You don't buy or learn new software, and every agent sees the same notes and history on every lead.

Real Estate CRM

Every attempt, note, status change and agent assignment logged against the lead as the call ends

Property Data Platform

Property and owner details checked against the data tools your brokerage already uses

Lead Intake Tool

Portal, website and ad leads picked up as they arrive, before they're assigned out

Calendar Scheduling System

Meetings booked on each agent's calendar, across teams and offices

Multi-Channel Communication Platform

Follow-up texts and emails sent from your brokerage's numbers and inboxes when your workflow includes them

Why Brokerages Outsource Appointment Setting

A brokerage's growth depends on its leads being worked, and that job doesn't belong to any one agent. Outsourcing it gives the brokerage one consistent follow-up process without adding inside sales staff to payroll.

Lower Operational Costs

Philippine delivery typically runs 40–60% below the cost of an onshore inside sales hire once salary, benefits, recruitment and training are counted.

More Client Meetings

Connect with prospective sellers and buyers the moment they show interest, turning raw contact information into active consultations.

A Professional First Impression

Give every potential client a friendly, articulate, and well-trained point of contact, building trust in your brand from the very first hello.

Steady, Reliable Pipeline

Maintain consistent outreach regardless of seasonal slow periods, ensuring a steady stream of qualified leads and agent meetings year-round.

Trained Real Estate Specialists

Setters are trained on real estate terminology, your qualifying questions and your booking rules. They follow your process without making decisions that require a licensed real estate professional.

Simple, Organized Workflow

One team handles follow-up, recapture, booking and CRM updates for the whole brokerage, so every agent works from the same clean pipeline.

Compliance and Data Security, Built In

Brokerages work with valuable contact lists, private property details, and client financial records. Magellan Solutions uses strict security practices, restricted access controls, and reliable backup systems to keep your data safe and confidential.

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Certified Information Security

Magellan holds ISO 27001 and PCI-DSS certifications, the recognized benchmarks for information security and payment data. See our certifications.

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Controlled Data Access

Access to your contact lists, property information, CRM database, and team calendars is strictly limited to the specialists assigned to your account.

Enforceable Confidentiality

Every specialist signs a legally binding non-disclosure agreement before working on your campaign. Your property records and lead details remain strictly private.

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Continuity You Can Count On

Backup power systems, secure network connections, and data redundancy keep your campaign online and running without unexpected drop-offs.

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    Do-Not-Call and Calling-Hours Rules

    Calling lists, including aged leads and past clients, are checked against the do-not-call registries for the markets we call, such as the National Do Not Call Registry in the US, the Do Not Call Register in Australia and the TPS in the UK, as well as your own opt-out list. Calls are placed only within permitted local calling hours, and opt-out requests are logged immediately.

    Who We Support

    Residential Real Estate Brokerages

    Commercial Real Estate Brokerages

    Boutique Brokerages & Small Teams

    Luxury Brokerages

    High-Volume Agent Teams

    Multi-Office Regional Brokerages

    Don't see your exact business type listed? We build custom appointment setting workflows around your specific target area, property criteria, and preferred software setup.

    Our Onboarding Process

    Requirements Setting

    1

    1

    Call center outsourcing

    Recruitment

    2

    2

    Agent Training

    3

    3

    Campaign Incubation

    4

    4

    Campaign Go Live

    5

    5

    Frequently Asked Questions

    FAQ
    What do appointment setters for brokers do?
    They run follow-up for the whole brokerage. Setters call every lead the brokerage receives, qualify it against your criteria, route it to the agent your rules assign, book the meeting on that agent's calendar, and pick back up the leads agents haven't worked. They don't give valuations, pricing opinions or financing advice. That stays with your licensed agents.
    How is this different from your real estate appointment setting service?
    It's the same core service, set up for a brokerage instead of a single agent or team: routing across agents, recapture of unworked leads, booking across offices and reporting by agent and source. For individual agents and teams, see real estate appointment setting.
    How do you decide which agent gets each appointment?
    Your rules decide. Setters book by area, price range, language, lead source or rotation, whichever your brokerage uses, and log the assignment in your CRM.
    What reporting do brokers get?
    Leads received, speed to first call, contact and qualification rates, and appointments booked, broken down by lead source and by agent.
    Will your team use our current software?
    We work directly inside the tools you already use—including your current real estate database, CRM, property platforms, and calendar software. Your team won't need to learn new systems or change established routines.
    Can appointment setters work during evenings or weekends?
    Yes. We can set up support hours during evenings and weekends when home buyers and sellers are off work and much easier to reach by phone.
    Do you follow do-not-call rules?
    Yes. Lists are checked against the do-not-call registries for the markets we call, such as the National Do Not Call Registry in the US, the Do Not Call Register in Australia and the TPS in the UK, as well as your own opt-out list. Calls are made within permitted local calling hours, and anyone who asks not to be called again is removed right away.

    We'd be happy to walk you through your options.

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      Toll Free: 1 800 371 6224

      US:  +1 650 204 3191

      UK: +44 8082 803 175

      AU: +61 1800 247 724