How many meetings a week
You do not need three meetings a week forever. Here is the rule.
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. A new setter needs more touchpoints while learning so you catch problems early before they cost you warm leads.
After she is ramped and hitting numbers
Drop to just Monday. One short weekly meeting is plenty for a steady part-time setter. If numbers slip later, go back to three a week until they recover.
The mentor rule: For one setter, three times a week is the most you ever need. Daily huddles are for full sales teams. You have one part-time person, so three during ramp and one after is right.
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 meeting script (every week)
Before the meeting she sends you her numbers on WhatsApp so you are not reading them out loud on the call. Then you run this. Notice you make HER say the number first. It forces her to own it.
You: "How many calls did you book last week?"
Make her say it. Do not say it for her. This is how she takes ownership of her own number.
Then, if she is on pace"Nice. How are you feeling about it? You pacing okay for the month?" → "Good. Anything you need from me? More content, more leads, anything?" → Done. Keep it short.
Then set the week"What is your projection for this week? How many calls do you think you can book?" → This makes the number HERS, not one you handed her. Write it down. You will check against it Friday.
Then point her at opportunity"Here is what I am posting this week so you know where the warm leads will come from." → Tell her what content is going out so she knows where to focus.
If she is behind on Monday, do not lecture. Go to the dig-in script below. The whole point of Monday is wins, projection, and where to focus. Save the problem-solving dig for when a number is actually off.
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)
Wednesday (5 to 10 min)
- "How many booked so far this week? How you feeling?"
- Quick conversation review. Pull up one or two of her chats, give feedback.
- "What do you need from me?"
Friday (5 to 10 min)
- "Where did you land versus your projection?"
- Wins from the week.
- "Here is what content is coming next week to bring you leads."
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.
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 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.