Appointment setter booking a listing appointment for a realtor

You'd rather be at listing appointments than chasing the leads that might become one. Magellan Solutions' realtor appointment setting services give you and your team a dedicated setter who calls back your portal, website and open house leads fast, works your sphere and past clients, qualifies every buyer and seller against your criteria, and books listing presentations and buyer consultations straight onto your calendar.

Realtor Appointment Setting Services

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1-800-371-6224

At a Glance

Best For Independent real estate agents, agent teams and team leaders with more leads than time to work them
Core Support New lead follow-up, sphere and past client calls, database reactivation, lead qualification, appointment booking and confirmation, CRM updates
Engagement Dedicated appointment setters who work only on your account
Channels Outbound calls and callbacks, with SMS or email follow-up when included in your workflow
Delivery Philippines-based setters working in your CRM, lead sources and calendar, calling within the local calling hours your market allows

Your Leads Go Cold While You're at Appointments

Every realtor knows speed to lead matters, and every realtor also spends most of the day in showings, listing appointments and closings. The portal lead that came in at 11am gets a call at 6pm. The open house sign-ins wait until the weekend is over. Past clients and sphere contacts, the cheapest source of repeat business you have, go a year without a call. Our appointment setters work those leads for you, quickly and persistently, and hand you booked appointments with buyers and sellers who've confirmed their timeline and motivation.

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Our Realtor Appointment Setting Services

Every card below works the leads you've already paid for or earned. Your setter follows your scripts, qualifying questions and booking rules, and logs every attempt in your CRM.

New Lead Follow-Up

Portal, website, ad and open house leads are called back as soon as they arrive, with repeat attempts until the lead answers or opts out.

Sphere & Past Client Calls

Regular check-in calls to your past clients and sphere of influence, so you hear about the next move, and the referral, before another agent does.

Database Reactivation

Aged leads in your CRM are called again, records are updated, and anyone back in the market is qualified and booked.

Listing & Buyer Appointment Booking

Listing presentations, buyer consultations and showings booked straight onto your calendar, then confirmed ahead of time to cut no-shows.
Your setter works the leads you already have. To reach owners who haven't contacted you, such as expired listings and FSBOs, see our real estate cold calling services. Running follow-up for a whole brokerage? See our real estate appointment setters for brokers.

Why Realtors Outsource Appointment Setting

You're paid to be in appointments, not to chase them. When follow-up depends on the hours left at the end of the day, the leads you've paid for are the first thing to slip.

More Time in Appointments

Spend your day with buyers and sellers at showings, listing presentations and closings, instead of on the phone chasing leads.

Lower Cost Than an Inside Sales Hire

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

Faster Lead Response

New inquiries get a call while they're still interested, not the next morning.

A Calendar Full of Qualified Appointments

You meet buyers and sellers who've already confirmed their timeline and motivation. Setters follow your process without making decisions that require a licensed real estate professional.

Works Inside the Systems You Already Use

Your setter works inside your CRM, lead sources, calendar and dialer, following the lead stages and booking rules you already use. Nothing changes for you except a fuller calendar.

Real Estate CRM

Caller details, notes and lead status logged against the contact as the call ends

Lead Sources

Portal, website, ad and open house leads picked up as they arrive

Calendar System

Appointments booked straight onto your calendar, using your availability and booking rules

Calling Platform

Calls placed from your dialer or ours, with recordings available for review

Compliance and Data Security, Built In

We know that outsourcing realtor appointment setting means trusting someone else with your leads and client data, and that trust is only worth extending to a partner who can show its safeguards. Magellan Solutions operates under certified security standards, documented confidentiality policies, and business continuity planning that keep your leads, client records and CRM data secure.

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Certified Standards

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

Controlled Data Access icon
Controlled Data Access

Access to lead records, client details, CRM systems, calendars and call notes is restricted to the team responsible for your account, according to their role.

Enforceable Confidentiality

Every employee signs a confidentiality agreement before job assignment. Lead records, client details, calendars and call notes are limited to the team responsible for your account.

Continuity You Can Count On icon
Continuity You Can Count On

Continuous data backup, off-site copies, backup-center planning and power-blackout protection keep lead follow-up and appointment booking running when unexpected circumstances affect normal operations.

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Explore our services further by filling out the form below, and we'll reach out to you soon!

    Who We Support

    Real Estate Agents

    Real Estate Agent Teams

    Luxury & Boutique Agents

    Don't see your setup? Our appointment setting workflows can be customized around your lead sources, service areas, CRM, qualification criteria, scheduling preferences and availability. Running a whole brokerage? See our real estate appointment setters for brokers.

    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 does a realtor appointment setting service do?
    It works the leads you already have. Your setter calls back new portal, website and open house leads quickly, keeps in touch with your sphere and past clients, reactivates aged contacts in your CRM, qualifies each buyer and seller against your criteria, and books qualified appointments onto your calendar. Setters don't give valuations, pricing opinions or financing advice. That stays with you.
    Do your setters call expired listings and FSBOs?
    Not on this service, which follows up people who've already reached out or are in your database. Expired listings and FSBOs are first-contact calls, handled by our real estate cold calling team. Many agents run both.
    What qualifies as a valid appointment?
    One that matches the criteria you set during onboarding, such as a confirmed timeline to buy or sell, budget or price range, financing status and motivation. Appointments that don't meet them aren't booked.
    Can I have a dedicated appointment setter?
    Yes. Most programs use dedicated appointment setters who work only on your account and learn your market, scripts and CRM. Most launch in four to six weeks, covering requirements, recruitment, training and a supervised incubation period before go-live.
    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.
    Can you handle busy seasons?
    Yes. Calling capacity can scale up for spring markets and big lead pushes, then back down, without changing your permanent headcount.
    Will my setter answer my inbound calls?
    No. Appointment setting is outbound follow-up on leads you already have. For live answering when buyers and sellers call you, see our answering service for realtors & brokerages.
    What if I run a brokerage, not a team?
    Brokerage-wide programs, with lead routing across agents, recapture of unworked leads and reporting by agent and source, are covered by our real estate appointment setters for brokers.

    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