The Process
How it works, from your side of the table.
Last updated September 14, 2026
What you do
Three things, once, at the start:
- Fill in one form. Business details and your booking platform (Cal.com, Calendly, or GoHighLevel). Everything happens in your browser, and a completed copy of everything you signed arrives in your email afterward. Solo agents are fine on any plan, including free; teams need their booking service's team plan for shared round-robin booking (GoHighLevel includes it in the standard subscription).
- Export your dormant leads as a CSV from your CRM and send it to us. We never need access to your CRM itself. We work your entire export - the full list, not a sample.
- Put a card on file. One-time, through Stripe's own secure page. We never see the card number, and nothing is ever charged against it without a campaign producing appointments first.
What we do
Everything else, start to finish:
- Clean and import your list. Duplicates, dead numbers, and junk entries are removed before anything is contacted.
- Run the outreach sequence. A personalized email first, a friendly text after, and calls only to leads who reply YES and ask for one. No one is ever called cold, and every call opens by saying it's an AI assistant.
- Qualify and book. On the call, our assistant checks that the lead is genuinely looking before booking. The appointment lands directly on your calendar, confirmed and reminded.
- Handle no-shows. If a prospect doesn't show up, that appointment isn't billed and your next one is on us.
- Report everything. A short note lands in your email each Friday with what the week produced, and a full close-out report arrives when the campaign wraps: appointments booked, conversations re-engaged, and what went out on each channel.
What you pay
$60 per appointment that lands on your calendar.
- Nothing upfront, nothing monthly, nothing per message.
- At most two invoices: one partway through, the final one when the campaign wraps.
- Charged automatically to the card on file, and a receipt lands in your email the same day.
- If a prospect no-shows, that appointment isn't billed and your next one is free.
| Stage | What it costs |
| Estimate / database audit | Free |
| Campaign | Booked appointments, at most two invoices, nothing else |
| Each appointment | $60, only when booked and the prospect shows |
| Prospect no-show | Not billed; next appointment free |
| Setup, monthly minimums, per-message fees | None |
Stopping
Any time, any way you like. Work stops within a business day. Appointments already on your calendar stay there and stay booked; the only thing owed is appointments already booked at that moment. Opt-outs we've recorded for your leads stay honored permanently. The full policy lives on our cancellation page.
What we ask of your data
Your lead list is used solely to run your campaign. It's never sold or rented, contact details are purged at close-out, and consent and opt-out records are kept as the legal record of the campaign. The details are in the data agreement you sign at onboarding.
Already a client?
Everything stays signed from your first campaign, so there is no paperwork to redo. Use the Already a client? portal on our main page: upload a fresh CSV export and confirm the launch. We run the same hygiene and audit on the new list, you get a launch estimate to approve, and the campaign starts on your existing calendar connection.
Questions at any point: Matt@hayessystems.com.
← Back to hayessystems.com