Scheduling Software for Virtual Assistants
You manage other people's diaries all day. Let your own run itself: discovery calls from your website, onboarding for new clients, and weekly check-ins that each retainer client books from a private link.
Updated 22 October 2026
Why do virtual assistants lose billable time scheduling their own meetings?
A virtual assistant spends the day arranging meetings for clients, then loses another half-hour arranging their own: a discovery call with a prospect in Toronto, an onboarding session with a new client in Dublin, the weekly check-in that moves because a client is travelling. Often the VA is also working inside each client's Google Workspace, so the real picture of their week is spread across four calendars. Tymeslot reads all of them, offers only the time that is free in every one, and lets clients book from there.
Why a VA's week never fits in one calendar
A VA with six retainer clients does not have one calendar; they have their own plus one inside each client's workspace where meetings land. A booking tool that checks only one of them will happily offer a slot that a client's team has already taken. A VA also needs at least three kinds of meeting before any client-specific variation: discovery, onboarding and the regular check-in.
Tymeslot connects several calendars, including more than one Google or Outlook account, and treats a meeting in any of them as busy. Each kind of meeting is its own meeting type, and each retainer client can have a private check-in type of their own. Clients book in their own time zone, reschedule from the confirmation email, and you see every change in the calendar you already watch.
Everything virtual assistants need. Nothing they don't.
Every Calendar You Work In
Connect your own calendar and the ones in your clients' workspaces, including several Google or Outlook accounts. An event in any one of them removes that hour from your booking page.
A Private Check-in Link per Client
Give each retainer client a private meeting type for their weekly check-in. It stays off your public page; deactivate it when the retainer ends and the link stops taking bookings.
Discovery Calls You Approve
Turn on approval for discovery calls and each request holds its slot as a tentative event until you accept or decline it, so a prospect outside your niche never reaches your confirmed diary.
A Cap on Calls per Week
Limit discovery calls to, say, three a week. Once they are taken the page stops offering more, and the hours you sell to retainer clients stay sold.
Reminders You Do Not Send
You already write reminders for your clients' meetings. Set up to three per meeting type for your own, and every booker and guest receives them without another draft in your outbox.
Paid Audits and Power Hours
Pro lets you price a workflow audit or one-off power hour; the client settles it into your Stripe account while booking, before you spend a minute on their inbox.
See the difference
Without Tymeslot
With Tymeslot
Common scheduling scenarios
How do virtual assistants turn enquiries into discovery calls?
A business owner looking for a VA is usually overloaded already. A booking link that works on the first click is a preview of the service; a chain of availability emails is the opposite.
- Create a public 20-minute "Discovery call" meeting type and put it on your website, your LinkedIn profile and any VA directory listing you keep.
- On Pro, ask which tasks they want to hand over and roughly how many hours a month they expect.
- Require approval, read the answers, and accept only the requests that fit the hours you have left; declining frees the slot at once.
- Cap discovery calls at three a week, so a busy launch week of enquiries cannot crowd out client work.
How do virtual assistants run onboarding for a new client?
The onboarding session sets up the whole working relationship: which tools, which logins, which tasks first. It goes better when the client arrives prepared.
- Create a private "Client onboarding" meeting type of 90 minutes and send the link once the agreement is signed.
- Paste a link to your onboarding checklist into the onboarding type's description, which the client reads before picking a time.
- Set a minimum notice of 48 hours so the client has time to set up delegated access and gather what the checklist asks for.
- Reminders go out 24 hours and one hour before, so the session does not catch the client unprepared.
How do virtual assistants manage weekly check-ins with several clients?
Five clients means five weekly check-ins across different time zones and travel schedules. Each one moved by email adds up to an hour a week.
- Create a private 20-minute check-in meeting type for each retainer client and send each link only to that client.
- Connect the calendars in each client's workspace, so a meeting a client's team books with you blocks that time for everyone else.
- Clients move their own check-in from the confirmation email when they travel.
- Switch a client's meeting type off when the retainer ends and its link stops working.
See Tymeslot in action
A starter setup for virtual assistants
| Meeting type | Duration | Buffer | Minimum notice | Bookable ahead | Payment at booking |
|---|---|---|---|---|---|
| Discovery call | 20 min | 10 min | 1 day | 2 weeks | None |
| Workflow audit | 60 min | 15 min | 2 days | 3 weeks | €75 fee at booking |
| Client onboarding | 90 min | 15 min | 2 days | 3 weeks | None |
| Weekly check-in | 20 min | 10 min | 12 hours | 2 weeks | None |
Intake questions
- Which tasks would you like to hand over first?
- Roughly how many hours a month do you expect to need?
- Which tools does your business use day to day?
- Which time zone are you in?
Never ask for passwords or account access in a booking form; exchange those through a password manager once the client has signed. The audit and onboarding can share one schedule with 48 hours' notice and a 15-minute buffer; discovery calls and check-ins each want their own.
Tymeslot compared with Calendly, TidyCal and SavvyCal
Calendly, TidyCal, SavvyCal and Tymeslot all book a call well, so for a virtual assistant the comparison is about cost against a one-person business: the entry price, how far the free tier stretches, and whether a paid audit call can be charged. Calendly's free tier reads a single calendar, which stops working once client workspaces are connected. TidyCal is the fair alternative: its free plan takes Stripe or PayPal payments for a 1% fee, and its lifetime price can undercut any monthly plan.
| Feature | Tymeslot | Calendly | TidyCal | SavvyCal |
|---|---|---|---|---|
| Entry price | €9 a month flat, however many clients | $10/seat/month, billed yearly | Pro $12/month or $99/year; lifetime from $29 | From $10/user/month; annual billing saves 2 months |
| Free plan | Free: every client calendar, private check-in links | Yes, limited to 1 event type and 1 calendar | Yes: unlimited bookings and booking types | No: free trial only; a paid plan is needed to activate links |
| Deposit or payment at booking | Pro: a €75 workflow audit, paid at booking | Paid plans only: Stripe or PayPal at booking | Yes: Stripe or PayPal; 1% fee on Free and lifetime plans | Premium plan only: paid bookings |
Sources checked 5 October 2026.
How much time could you save?
A rough estimate, not a promise.
160
minutes saved per week
138.7
hours saved per year
€6,935
annual value of saved time
Which calendars and tools do virtual assistants use with Tymeslot?
Start free, upgrade when you're ready
A VA whose discovery calls, onboarding sessions and check-ins are all unpaid can stay on Free, with every client workspace calendar connected. The €75 workflow audit in this setup is the reason to move to Pro (€9/month), together with asking prospects about tasks and hours before the call. Self-hosting rarely pays off for a VA.
Free
€0 / month
Pro
€9 / month