Tutorial guide

The 4-box check every appointment passes before it counts

Four boxes every appointment passes before it hits the calendar, plus the QA callback that asks them again. Setter script, QA script and log to copy.

Swipe or tap Next · checked on 2026-10-18

At a glance

SetupAbout an hour to fill in the two scripts and start the log

Running costNothing but one QA callback per appointment. Claude's free plan works for the prompts

You needYour setters, one other person to do QA, and the calendar or CRM you already use

Works forIn-home appointments in any home-service trade: windows, roofing, HVAC, plumbing

Start here · Part 1 of 7

Start here: paste this into ChatGPT or Claude

Not technical? Start here. Copy this prompt into ChatGPT or Claude (the free versions work) and it walks you through the whole guide, one step at a time, in plain English. It asks before it assumes anything and checks with you before anything that costs money, reaches a real customer or deletes something. The rest of the page is the same guide, written out, if you'd rather do it yourself.

Start here

The walkthrough prompt (copy all of it) · lines 1-4 of 139. Copy all copies the whole prompt; read it in full on the page.

Hi! Please be my patient guide for this step-by-step guide from Receipts Group: "The 4-box check every appointment passes before it counts"
The guide is here: https://receiptsgroup.com/guides/four-box-appointment-check (open it if you can; if you can't, everything you need is below).

About me: I run a small business and I'm not technical. Use plain words and short sentences.

The check · Part 2 of 7

The four boxes

You're talking to the homeowner. Not the tenant, not the nephew who picked up the phone. The person who owns the house.
Everyone who makes the decision will be at the table. The spouse, the partner, the parent, whoever decides. This is the one that gets skipped, like, constantly.
The product's right. They want windows, you send a window rep.

The idea

You said the time back, and they said yes. The day, the date, the time, out loud, and a clear yes.

Then QA calls the homeowner back and asks all four again. Miss one, and it doesn't go on the calendar, period, end of story.

The idea

1The booking callYour setter, with the four boxes at the end→ a PENDING appointment, not on the calendar yet

↓

2The QA callbackSomeone other than the setter, with the QA script→ four yes answers, or the box that missed

↓

3ApprovedQA puts it on the calendar→ an appointment your rep can drive to

↓

4Back to the setterThe setter fixes the box that missed→ a new call, then QA again

↓ continues

The idea

5The logA sheet or your CRM, one row per appointment→ which box misses most, every week

Anything that misses a box goes back to the setter, gets fixed, and comes back through QA. It only reaches the calendar through step 3.

The idea

1. The homeowner

CountsThe person who owns the house says yes, they own it

Doesn't countA tenant, a relative who answered, "I'd have to ask"

2. Everyone who decides

CountsEvery decision maker named, and a time they can all make

Doesn't count"My wife will probably be there", "I'll fill him in"

The idea

3. The right product

CountsWhat they want, in their words, and a rep who sells it

Doesn't count"They want a quote" with no product named

4. The time, read back

CountsDay, date and time read back, and a clear yes

Doesn't count"I think so", "sometime Tuesday", "call me that morning"

The idea

If you can't tick it with what the homeowner actually said, it isn't ticked.

The idea

Words you'll see

Setter: the person on the phone who books the appointment.
QA: quality assurance. Here it's a second person on the floor who calls the homeowner back and asks the four boxes again.
Decision maker: anyone who has a say in buying. Usually a spouse or partner, sometimes a parent or a co-owner of the house.

The idea

Sit: an appointment where the rep actually sits down with the homeowners.
CRM: the software where you keep your customers and appointments.

The check · Part 3 of 7 · step 1 of 7

Set it up, step by step

Write the four boxes for your trade

Ten minutes with a notepad. Write down every product you sell and which rep sells it (box 3). Then who usually decides in your customers' homes (box 2). Boxes 1 and 4 are the same in every trade.

The steps · step 2 of 7

Give your setters the four boxes for the end of every call

Fill in the brackets and hand it to every setter. The big change: the setter books nothing on the calendar. It goes on a QA list as pending. Use whatever you already have for that: a tab in your sheet, a pipeline stage in your CRM, a column on a whiteboard.

The steps · step 2 of 7 · The setter's four boxes

The setter's four boxes · lines 1-14 of 33. Copy all copies the whole file; read it in full on the page.

THE FOUR BOXES: the end of every booking call

1. THE HOMEOWNER
"And you own the home, right?"
  Yes: box ticked.
  A tenant, a relative, "I'd have to ask": get the
  homeowner's name and best number. Book nothing yet.

2. EVERYONE WHO DECIDES
"Is anyone else part of a decision like this? A
spouse, a partner, a parent?"
  Yes: "Great, let's pick a time you can both be
  there. What works for both of you?"
  Write down every decision maker's first name.

The steps · step 3 of 7

Pick who does QA

Someone other than the setter who booked it. An office manager, another setter, or you. If the setter checks their own appointment, it's just the same call twice. Pick when in the day the callbacks happen, too, so pending appointments don't sit there.

The steps · step 4 of 7

Give QA the callback script

Short and friendly: it's a confirmation, not an interrogation. Then write two rules down: how many times QA tries a homeowner who doesn't answer, and by when, before the appointment comes off the list. Your trade and your schedule decide those, not me.

The steps · step 4 of 7 · The QA callback script

The QA callback script · Part 1 of 2 · Copy copies all 26 lines

QA CALLBACK: before it goes on the calendar
(done by someone other than the setter who booked it)

"Hi, is this [first name]? This is [your name] with
[company]. You just set up a time with [setter's
first name] for us to come out about your [product].
I'm confirming a few details so we send the right
person. Got a minute?"

1. "And you own the home on [street]?"
2. "Who else is part of the decision? Will [names]
   be there?"
3. "And this is about [product], right?"
4. "We have you down for [day], [date], at [time].
   Still good?"

The steps · step 4 of 7 · The QA callback script

The QA callback script · Part 2 of 2 · Copy copies all 26 lines

All four yes: APPROVED. Now it goes on the calendar.
"Perfect, you're all set. We'll see you [day] at
[time]."

Any no, or a maybe: BACK TO SETTER, with the box
that missed. Nothing goes on the calendar.

No answer: NOT CONFIRMED. Nothing goes on the
calendar. Try again at the time you set as your
rule.

The steps · step 5 of 7

Set the rule: miss one, it doesn't go on the calendar

Any box missed goes back to the setter with the box named. The setter calls back and fixes it, like a new time when both decision makers can be there, or the right rep for a door job. Then QA checks again. No exceptions for a "pretty sure" one, because that's exactly the one your rep drives forty minutes for.

The steps · step 6 of 7

Start the log

One row per appointment, in a sheet or as fields in your CRM. Appointment numbers only: keep homeowners' names, phone numbers and addresses where they already live, not in a log people pass around.

The steps · step 6 of 7 · The QA log

The QA log

QA LOG: one row per appointment
(appointment numbers only: no homeowner names,
phone numbers or addresses)

Appt # | Booked (date, time) | Setter | QA by
Box 1  homeowner             Y / N
Box 2  everyone who decides  Y / N
Box 3  right product         Y / N
Box 4  time confirmed        Y / N
Result: APPROVED / BACK TO SETTER / NOT CONFIRMED
Box that missed: ____
Fixed and approved later?    Y / N
What happened: SAT / CANCELLED / NO ONE HOME

The steps · step 7 of 7

Every week, read the log

Count which box misses most, overall and by setter, and coach that one box. It's about the process, not about catching anybody. On our floor, box two is the one that gets skipped most.

The steps

Yes, it's slower

Fewer appointments hit the board, and honestly, that's good. The ones that didn't make it were missing something, and your rep finds that out at a locked gate forty minutes from the office, which is a really fun drive, let me tell you.

The steps

If you'll autodial, use a recorded voice or text these callbacks

Everything here is a person calling by hand. If you want to automate it, the federal rule (47 CFR 64.1200) requires "prior express written consent" for marketing calls to cell phones made with an autodialer or a prerecorded or artificial voice, and for prerecorded marketing calls to home phones. Plain English, not legal advice: states add their own rules and texting has its own questions, so have your lawyer look before you automate any of it.

The check · Part 4 of 7

Example (made up)

Everything here is made up: a fictional window and door company, one afternoon of bookings, five appointments.

#101

What QA heardOwns the home, both of them will be there, windows, time confirmed

ResultApproved, on the calendar

Example

#102

What QA heardOwns the home, but her husband decides and works that day

ResultBack to setter: box 2. New time on Saturday with both, QA again, approved

#103

What QA heardRents the house: the landlord would decide

ResultBack to setter: box 1. Setter asks for the landlord's number. Not on the calendar

Example

#104

What QA heardWants a new front door, booked with a window rep

ResultBack to setter: box 3. Door rep instead, QA again, approved

#105

What QA heardNo answer on the callback, twice

ResultNot confirmed. Not on the calendar

Example

Five booked, three on the calendar. Made-up numbers, just to show how the rows read.

Two of the three that made the calendar only got there because QA caught a box. Without the callback, #102 is a rep sitting with one spouse who can't say yes, and #104 is a window rep standing at a door. That's the whole check: no surprises when the rep shows up.

Copy and use · Part 5 of 7

First test: check the appointments you already have (free)

Before you change anything, find out where you are. Have whoever will do QA call the homeowners on your next 10 appointments, or the ones already on the calendar for the next few days, and ask the four boxes with the QA script. Fill in a log row for each one. It costs nothing but the calls.

First test

Good: you can tick all four boxes on most of them from what the homeowner actually said. What you'll probably find: a box that keeps missing. Fix that one first, then start the rule.

First test

After a week of logs, paste them into this prompt and it does the counting. Before you paste: take out homeowners' names, phone numbers and addresses. In Claude you can also choose whether your chats help improve its models: Settings → Privacy → Help Improve our AI models (or go straight to claude.ai/settings/data-privacy-controls).

First test

The weekly log prompt · lines 1-1 of 12. Copy all copies the whole prompt; read it in full on the page.

Below is my appointment QA log for [this week]. Each row is one appointment the setters booked, with four boxes: 1 homeowner, 2 everyone who decides at the table, 3 the right product, 4 the time confirmed. Then the result (APPROVED, BACK TO SETTER or NOT CONFIRMED), the box that missed, and what happened at the appointment.

First test

Good: two small tables whose counts match your log, and one box to coach first. Bad: a number you can't find in the log. Count that one by hand, and tell it: "Count only what's in the log."

Copy and use · Part 6 of 7

What it costs

The four boxes, the scripts and the log

PlanNone

Price$0

The QA callbacks

PlanYour own team

PriceOne short call per appointment

Claude (the prompts)

PlanFree

Price$0

Costs

Claude, if you want more use

PlanPro

Price$20 a month billed monthly, or $17 a month billed yearly ($200 up front)

ChatGPT

PlanSee OpenAI's pricing page

PriceNot checked: OpenAI's pricing pages didn't load for us on 2026-10-18

Costs

Checked 2026-10-18 on claude.com/pricing. Prices change, so check before you buy.

Copy and use · Part 7 of 7

When it breaks

Setters skip box two

It's the awkward question, so it gets skipped. Give them the exact line ("Is anyone else part of a decision like this?") and look at box 2 first in the weekly log.

"My husband will probably be there"

Probably isn't yes. Book a time they can both make, and have QA ask by name: "Will [name] be there?"

When it breaks

The setter does their own QA

Then it's the same call twice. QA has to be someone else, even if that's you at the end of the day.

Appointments go on the calendar "just for now" while QA is pending

That's how a name and a time becomes an appointment by accident. Pending lives on the QA list. Only QA puts it on the calendar.

When it breaks

QA can't reach the homeowner

Not confirmed means not on the calendar. Use the no-answer rule you wrote in step 4, and tell the homeowner on the first call that someone will call back, so they pick up.

Homeowners are annoyed by the second call

Keep it to a minute, say it's so you send the right person, and have the setter mention it at the end of the booking call.

When it breaks

Fewer appointments on the board

That's expected, and that's the point. Watch what happens to the ones that pass, in the last line of the log.

A clean appointment still cancels

Life happens to everybody. The check catches the ones that were missing something, not every cancellation. Log it and move on.

When it breaks

The product changes at the house

Have QA ask, "Anything else you wanted us to look at?" and book the rep who sells what they said.

The AI counts something that isn't in the log

Count that row by hand, then tell it: "Count only what's in the log. If a row is missing something, list it as incomplete."

When it breaks

ChatGPT or Claude can't open the guide link

That's fine. Everything it needs is in the walkthrough prompt. Tell it to keep going without the link.

Checked on 2026-10-18 against · 1 of 1

The official docs behind every claim

What each page backs up is listed at the end of the full guide.

The end

Four boxes, then the calendar

The homeowner, everyone who decides, the right product, and the time, confirmed, then asked again by someone else. A calendar can't tell a real appointment from a name and a time, so somebody on your floor has to.

It's the same QA every appointment gets on the call floors we build.

Want help setting this up? Receipts Group builds these systems.

Open the full guide as a page (every file in full, plus the table of contents).