The whole system at a glance
If you read nothing else, read this.
1. Meet three times a week during ramp, once a week after. Monday, Wednesday, Friday for the first 4 to 6 weeks. Then just Monday once they are steady.
2. Monday is together on Zoom. Wednesday and Friday are private on WhatsApp. The Monday huddle has both KC and Andrea on Zoom for numbers and accountability. The midweek check-ins are one on one, WhatsApp voice or text, on each person's own shift.
3. Lead with the outcome, not the activity. Always ask the booked-calls number first. Only dig into pitches, messages, and hours if the booked number is low. If bookings are good, leave them alone.
4. Make them say their own number. Never say it for them. Get a projection from each one every Monday so the goal is theirs.
5. Coaching is always private. Pull up tough conversations one on one. Never critique one setter in front of the other.
6. Use a WhatsApp group for coordination only. Handoffs, lead flags, quick questions. Keep all feedback and performance talk out of the group and in private.
How many meetings a week
You do not need three meetings a week forever. Here is the rule, and it comes straight from the mentors.
During ramp (first 4 to 6 weeks)
Three short check-ins a week. Monday, Wednesday, Friday. Each is 10 to 15 minutes, not a long meeting. New setters need more touchpoints while learning so you catch problems early before they cost you warm leads.
After they are ramped and hitting numbers
Drop to just Monday. One short weekly meeting is plenty for steady part-time setters. If numbers slip later, go back to three a week until they recover.
The mentor rule (Erin Dimond): Three times a week is the most you ever need for setters. Daily huddles are only for full sales teams. So three a week during ramp, one a week after, is exactly right.
Together or one on one? (both)
You now have two setters, KC and Andrea. The answer is you do both, and which one depends on the meeting type.
Together: the numbers huddle
Run the quick numbers check with both KC and Andrea in the same call. It is fast and it builds healthy accountability. When one hears the other say her booked number, that is natural motivation. This is how Erin runs hers, with the team in the room. Monday is your shared day because both KC and Andrea work Monday.
One on one: the coaching and conversation review
The actual feedback, pulling up tough DMs and coaching the pitch, is always private, one setter at a time. Never critique one setter in front of the other. It makes people defensive and kills the learning. KC and Andrea are at different levels and need different coaching, so this part is separate, on each one's own shift.
Keep it simple. Numbers and accountability happen together on Monday. Skill coaching happens privately with each. That is the whole rule.
Your meeting calendar (just follow this)
Here is exactly what to run and when, so you never have to think about it. KC and Andrea are on staggered days. Monday is the one day you all share, so the together-huddle lives there.
Weeks 1 to 6 (ramp)
- Monday, both together, Zoom (15 min). Run the Monday huddle script below with KC and Andrea on the same Zoom call. Numbers, projection, where the leads are coming this week.
- Wednesday, one on one, WhatsApp (10 min each). Voice or text. Quick numbers check plus have that setter bring one or two of her own tough conversations to talk through. KC on her shift, Andrea on hers. Private.
- Friday, one on one, WhatsApp (10 min each). Voice or text. Where did they land versus their Monday projection, wins, and what content is coming next week. Private.
Week 7 onward (ramped)
- Monday, both together (15 min). Just the Monday huddle. That is your one standing meeting.
- Coaching as needed. If one setter's number slips, add back a private Wednesday or Friday review with that person until it recovers. The other setter who is hitting numbers does not need the extra meeting.
The WhatsApp group chat
Set up one WhatsApp group with you, KC, and Andrea. This is the team's coordination hub, and it matters more with two setters sharing one inbox on staggered days.
What the group is for
- Handoffs. "I replied to the Raleigh guy, he is booked for tomorrow at 2." So the other setter does not double-message him.
- Lead flags. "Hot one in the DMs, I am on my shift, can someone grab him in an hour if I miss it."
- Quick questions. Fast stuff that does not need a full call.
- Daily EOD reports and Monday numbers. Both setters drop these in the group.
Keep coaching OUT of the group. Never give performance feedback or critique a conversation in the group chat. All feedback is private, one on one. The group is for coordination and quick questions only. Public coaching embarrasses people and breaks trust between your two setters.
The golden rule of managing a setter
Hold them to outcomes first, then work backward. Only look at the lagging numbers first. Calls booked and closes. Do NOT micromanage the leading stuff like messages sent or hours worked UNLESS the booked number is off. If bookings are good, leave her alone on activity. If bookings are low, then you dig back into pitches, then messages, then hours if you have to. Never lead with "you only worked two hours." Lead with "how many did you book."
Why this matters. If you nag about activity when her bookings are fine, you become a micromanager and she feels watched. If you only dig into activity when the outcome is missing, every conversation has a real reason behind it. The number tells you when to dig.
The Monday huddle script (both setters, every week)
Before the meeting, both KC and Andrea send you their numbers on WhatsApp so you are not reading them out loud on the call. Then you run this with both on the call. Go one setter at a time, and make each one say her own number first. It forces them to own it.
You: "KC, how many calls did you book last week?" (she answers) "Andrea, how about you?"
Make each say it. Do not say it for them. Hearing each other's number is healthy accountability, not pressure to pile on. Keep your tone light.
For whoever is on pace"Nice. How are you feeling about it? Pacing okay for the month?" → "Anything you need from me? More content, more leads, anything?" → Keep it short.
Set the week, each one"What is your projection for this week? How many calls do you think you can book?" → Get a number from each. This makes the goal THEIRS, not one you handed them. Write both down. You check against them on Friday.
Then point them at opportunity"Here is what I am posting this week so you both know where the warm leads will come from." → Tell them what content is going out so they know where to focus.
If one is behind on Monday, do not dig into it in front of the other. Just note it, keep the huddle positive, and handle the dig-in privately on that person's Wednesday review. The whole point of Monday is wins, projection, and focus. Save problem-solving for one on one.
The dig-in script (when a number is low)
Use this any meeting where booked calls are below pace. This is the exact backward chain. You go one step back at a time until you find the leak.
You: "Okay, booked calls are at 3 and we wanted 7. Let's look at why. How many calls did you pitch?"
She: "I pitched 10."
You: "Okay, so if you only pitched 10, of course we are only at 3. So the question is pitches. How many real conversations did you have where someone was qualified and you could have pitched?"
You: "Let's pull up a few of those conversations together and see what is happening right before the pitch."
The backward chain, in order
- Booked calls low? → Ask how many she pitched.
- Pitches low? → She is qualifying but not pitching, or not having enough conversations. Pull up conversations.
- Conversations low? → Ask how many new conversations she started and how many follow-ups. Maybe not enough volume worked.
- Still does not add up? → Now and only now look at messages sent and hours. If those are low too, that is a work-ethic conversation, a different problem.
The Wednesday and Friday check-ins (ramp only, one on one, WhatsApp)
These are private, one setter at a time, on WhatsApp voice or text, run on each person's own shift. This is where the real coaching happens, so it should never be in front of the other setter. If you are reviewing a conversation together and want to screen-share, jump on a quick Zoom instead.
Wednesday (5 to 10 min, each setter)
- "How many booked so far this week? How you feeling?"
- Quick conversation review. Have her pull up one or two of her own chats she found tricky, and coach them together.
- If her booked number is behind, this is where you run the dig-in script below. Privately.
- "What do you need from me?"
Friday (5 to 10 min, each setter)
- "Where did you land versus the projection you set Monday?"
- Wins from the week.
- "Here is what content is coming next week to bring you leads."
How to actually review conversations and give feedback
This is the mentor-proven method for training setters in the first few weeks. It is simple and it works.
- Each setter brings 1 to 2 tough conversations. In the daily or check-in meeting during ramp, have each setter pull up one or two real conversations they found tricky. You look at them together.
- Role-play and talk through it. Walk through what was said, where it could have gone better, and what the stronger move would have been. Point to the exact message. "Here, when he said he tried everything, you pitched. Try asking one more question first."
- For live messages, ask what they would send and why. If a message comes in during the meeting, have the setter tell you what she would respond and why before she sends it. This trains her judgment, not just her wording.
- Give feedback privately, per setter. Never critique one setter in front of the other. Each gets her own feedback on her own conversations.
With two setters sharing the same inbox: they will both end up in the same conversations because of overlapping coverage. Review by conversation, not just by person. Look at how the handoff went. Did the second setter read the full history before replying and continue smoothly as May, or did she repeat a question and break the flow? Reading history before replying is the skill to coach. It is also a great way to compare your two setters. The one who picks up a conversation cleanly is detail-oriented. The one who jumps in without reading is sloppy.
How to read whether she is a keeper
This is the single best tell from the mentor calls. When you ask why a number is low, listen to the TYPE of answer.
Keeper answer (proactive, data-aware): "We only got 5 new followers a day the last 3 days. When I was hitting my numbers we had 20. So fewer warm leads came in." She looked at the data and has a real reason. That is a growth-oriented person.
Red flag answer (vague, no thought): "I don't know, it's just slow." No data, no thought, no ownership. When you keep getting "I don't know, it's just slow" week after week, that is who you eventually let go.
You ask the same questions every meeting. A good setter starts coming to the meeting having already thought about her numbers because she knows you will ask. A weak one keeps shrugging. The pattern tells you everything within a few weeks.
How much lead volume to give her
Do not dump your whole follower backlog on her at once. The mentors are clear. A setter with too many leads gets disorganized, starts a pile of conversations, then forgets to follow up and forgets to pitch. A full-time setter caps around 500 to 600 qualified leads a month. You are part-time and ramping, so give her a manageable slice she can actually work well, not everything you have sitting there.
Feed her enough to stay busy through her three power hours. If she is clearing her assigned leads with time to spare, give her more. If she is drowning and missing follow-ups, you gave her too much. Adjust to what she can work well.
Channels and tools for your setup
- One inbox. Both Instagram and Facebook page DMs live in Meta Business Suite, so she works both from one place.
- Instagram is priority. Most of your warm guide leads come from Instagram. During ramp, have her spend most of her time there, mastering your highest-value conversations first.
- Facebook is manual now too. You turned off Meta AI on the Facebook page because it was telling weight-loss leads you could not help them. So the setter works Facebook DMs by hand as well. It is secondary to Instagram but no longer automated.
- ManyChat still does the Instagram welcome and guide delivery only. The setter picks up after that first automated message.
- One shared setting tracker for both setters. The mentors run two setters off a single shared tracker where each logs her own numbers, conversations started, calls pitched, calls booked. One sheet, both filling in their rows. It keeps everything in one clear place so you can see both setters' numbers side by side and compare at a glance.
The ramp timeline (set your expectations)
It takes 4 to 8 weeks to fully ramp a setter. Do not expect full output week one. Here is the rough progression while you taper your own DM work down.
- Week 1. She is learning the system. Mostly shadowing, light work, daily conversation reviews. You are still doing most of the DMs.
- Week 2. She starts pitching calls. She books a couple, you book the rest.
- Weeks 3 to 6. She books more each week as you book fewer. Roughly she books 2 then 4 then 6 while you taper from 8 down to 6 down to 4.
- Weeks 6 to 8. She is at or near her KPI and carrying the DM load. You step back to closing the Zooms.
During the whole ramp you do NOT stop doing it yourself. You taper. You are reviewing her conversations daily and still booking some calls yourself until she is producing. Do not turn her loose on all your warm leads before you have seen she runs the system right.
How to talk about KPIs so they help, not scare
Frame KPIs as a shared standard, not a threat. Use the macro analogy since she is in fitness.
You: "We will not always hit KPIs, and that is okay. I have KPIs too, and when I miss mine I just need to know why. Same with you. Think of it like macros. What happens to our clients if they never track their macros? Low chance of results. The business is the same. We track these numbers so we can actually hit our goals. If you miss, we just look at why together. If you hit or beat them, we look at how, so we can do more of it."
This takes the fear out of KPIs while keeping them real. A scared setter hides problems. A setter who knows missing once is fine, as long as she can explain why, comes to you honestly. That honesty is what lets you fix things early.
The benchmark number to watch (from the mentors)
The mentors gave a clear conversation-to-booked-call ratio to judge whether setting is working.
- Minimum 5% of conversations should turn into a booked sales call.
- Typically it should be around 10%, especially for warmer leads like DM ad or keyword leads.
So if a setter had 100 real conversations and booked 5 to 10 sales calls, that is a healthy range. Below 5% consistently means dig into what is happening in the conversations. Your leads are still warming up right now, so early on the ratio may sit at the lower end. That is expected during the building phase.
The one-line summary
Three short meetings a week while she ramps, then one a week. Always ask for the booked number first and make her say it. Only dig into activity when the booked number is low, working backward pitch by pitch. Feed her a manageable slice of leads, not everything. Review her conversations daily during ramp. And listen to whether her answers are data-aware or just "it's slow." That tells you who you have.