At a glance
- Who
- An online personal trainer, one client on two accounts. A training and nutrition program for losing belly fat and building muscle, without a strict diet or daily workouts.
- Problem
- In the last 90 days 24,941 people wrote in the DMs, 277 a day on average. One person can't handle that many conversations, and many of them happen after hours.
- Change
- Setor offers a free plan to start, asks about the goal and books a free call with the team. In the best 30 days the account logged 158 sales worth $87,500.
- Scope
- One client on two accounts, best 30 days of sales. Counted: sales with an amount logged in the dashboard.
Who they are and what they sell
The client is an online personal trainer. The offer is a flexible training and nutrition program for people short on time: losing belly fat and building muscle without a strict diet or daily workouts.
Conversations land on two accounts, and in Setor it is one client, so we count them together. Almost all the traffic comes from Instagram: 23,072 of 24,941 conversations in the last 90 days, the rest from Messenger. Every sale starts with a free call with the trainer's team, so every DM conversation has one job: book a slot.
How many conversations there are to handle
In the last 90 days 24,941 people wrote in the DMs, 277 a day on average. People write when they have a moment, and that moment often falls in the evening or at the weekend. A reply many hours later is a different moment.
hey, I'm 38 and my belly won't go. I only have time for the gym two or three times a week. can this work without a diet?
- next message from the account: the following afternoon
With Setor a message like that gets a reply on Sunday at 10:10 pm too. In the last 90 days Setor sent 124,953 replies on Instagram and Messenger, 3 in 10 of them between 8 pm and 8 am.
In the best 30 days, from Oct 1 to Oct 30, the account logged 158 sales worth $87,500, about $554 per sale on average. Every one of them is linked to a DM conversation.
How we set Setor up
Setor replies to Instagram and Messenger DMs and runs the conversation from the first message to a slot in the calendar. The setup comes down to four things.
- QualificationBefore offering a slot, Setor asks about the goal and age, how someone feels about it, and what they have already tried.
- Follow-upsWhen a conversation stops halfway, Setor comes back a few hours later with one short question. In the last 90 days it sent 35,062 of them.
- CalendarSetor offers two slots, asks for an email and a phone number, books the call in the connected calendar and confirms it in the DM.
- Automations from comments and storiesA comment under a post or a reply to a story opens a conversation. Someone picks a training or a nutrition plan and gets it right away, and Setor takes it from there.
What Setor doesn't do. It doesn't write training plans or diets, diagnose, or promise results beyond the trainer's offer. When someone writes about an illness, pregnancy or injury, it doesn't advise but points them to a doctor, and the sales call is run by the team.
Conversations don't stop at 6 pm.
Setor replies when the trainer has finished for the day, is asleep or is off for the weekend.
- 3 in 10of Setor's replies sent between 8 pm and 8 am
- 4 in 10calls booked between 6 pm and 8 am
- 1 in 4calls booked at the weekend, roughly
What a conversation looks like
The pattern is simple: a free plan to start with, questions about the goal and what she has tried, and two slots to choose from.
- 1Opening
hi! would you like a training plan or a nutrition plan? 🙂
training
here you go, that's day one of the plan 💪 how many kilos would you like to lose, and how old are you?
- 2Qualification
10 kg, I'm 36
a lot of my clients aim for about that. how do you feel about it right now?
not great. it's been a few years since I gave birth, every Monday I promise myself I'll start, and nothing
that can sit in your head. have you tried anything yet?
fast walks, about 5 km a day. I feel better but the kilos haven't moved
- 3Booking
good that you've got a routine going. I have a few ideas that could really help, so I'd like to invite you to a free 30 to 40 minute call with a specialist from my team. when suits you?
sure, mornings if possible
Thursday at 11 or Friday at 9:30?
Thursday
please send me your email and phone number so I can book you in
sending now
done, Thursday at 11. the confirmation is on its way to your email 🙂
- Thursday, 11 am in the calendar
Setor doesn't write the plan or promise a result. It invites her to a call where the trainer's team goes through her goals and a plan of action.
What you can copy
You don't need Setor to start. You can put these three things in place even if you reply yourself.
- 1
Reply when people write
4 in 10 calls were booked between 6 pm and 8 am, and about 1 in 4 at the weekend. If you only reply during the day, those conversations wait until morning or Monday.
- 2
Give something away before you ask
A training or nutrition plan to download in one tap opens the conversation. The questions about the goal come only once someone has received something.
- 3
Collect the booking details in the same conversation
Once someone picks a time, ask for an email and phone number right away and confirm the slot in one message. The conversation has no time to go cold.
The honest part
- These are the results of one client on two accounts. Your numbers may look different.
- The amount is the sum of the values logged against won calls in the dashboard. All 158 sales have an amount, but a sale the client didn't log isn't counted, so revenue may be higher. Sales have been logged in the dashboard since Sep 12, 2026, so earlier months have no result.
- Setor handles traffic, it doesn't create it. Someone has to write first before a call can be booked, and the number of conversations also depends on the accounts' reach, not only on Setor.
- Setor books the call and the trainer's team makes the sale. We don't show a before and after: the accounts were already on Setor before we started measuring reply times, so there is no period without it to compare against.
Data read from the Setor dashboard on Oct 31, 2026. Amounts converted to USD.
Frequently asked questions
On the two accounts in this case study Setor booked 2,302 calls from DMs in the last 90 days. In the best 30 days 158 sales worth $87,500 were logged, about $554 per sale. Setor runs the conversation up to a slot in the calendar, and the trainer's team runs the sales call.
In the last 90 days 24,941 people wrote in the DMs, 23,072 of them on Instagram. Setor sent 124,953 replies, 3 in 10 of them between 8 pm and 8 am, and 35,062 follow-ups: when a conversation stops halfway, it comes back a few hours later with one short question.
No. Every sale starts with a free call with the trainer's team, so Setor has one job: book a slot. It offers a free training or nutrition plan to start, and asks about the goal and what someone has already tried. It doesn't write plans or diets, diagnose, or promise results beyond the trainer's offer.
People write when they have a moment, and that is often an evening or a weekend. In the last 90 days 4 in 10 calls were booked between 6 pm and 8 am, and about 1 in 4 at the weekend. A reply many hours later is a different moment.
A comment under a post or a reply to a story opens a conversation in the DM. Someone picks a training or a nutrition plan and gets it right away, and Setor takes it from there: it qualifies, offers two slots, asks for an email and a phone number and books the call in the connected calendar.
It is the sum of the amounts logged against won calls in the dashboard, read on Oct 31, 2026. All 158 sales have an amount, but a sale the client didn't log isn't counted, so revenue may be higher. The best 30 days is a rolling 30-day window by call date, in Polish time, and the two accounts are counted together. Sales have been in the dashboard since Sep 12, 2026.