For Virtual Assistants

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.

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Several calendars, one availability

Private link per retainer client

Each client's own time zone

Luka Breitig

Updated 5 October 2026

The Problem

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 generic scheduling tools fit a VA practice badly

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.

Features

Everything Virtual Assistants need. Nothing they don't.

Scheduling features shaped around how your practice works.

📅

Every Calendar You Work In

Connect your own calendar and the ones in your clients' workspaces, including several Google or Outlook accounts. A meeting in any of them blocks that time on 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, and switching it off closes the link when the retainer ends.

🌍

Clients Book in Their Own Time Zone

Prospects and clients see your hours in their local time, and the confirmation does the same, so a client in another country books the hour they mean.

🔗

Discovery Calls from Your Website

Embed the discovery call on your website inline, as a popup or as a floating button, or link it from your email signature and LinkedIn profile.

🔔

Reminders You Do Not Send

Choose when reminder emails go out for each meeting type. Clients and any guests they add get them without you writing a single one.

💳

Paid Discovery or Audit Calls

On Pro, put a fixed price on a meeting type, such as a workflow audit, and the client pays through your own Stripe account when they book.

Before & After

See the difference

Same profession. Completely different scheduling experience.

Without Tymeslot

1 Prospect emails about a discovery call, three rounds across time zones

2 Video link pasted into an invite by hand

3 Check-ins moved by email whenever a client travels

With Tymeslot

1 Prospect books a discovery call in their local time from your website

2 Video link and reminders go out automatically

3 Each client moves their own check-in from the confirmation email

Use Cases

Common scheduling scenarios

How other Virtual Assistants use Tymeslot every day.

Scenario 1

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 "Discovery call" meeting type of 30 minutes and put it on your website's contact page.
On Pro, ask which tasks they want to hand over and roughly how many hours a month they expect.
Tymeslot creates the video link and sends the confirmation straight away.
You start the call knowing what the business needs, without a pre-call email.

Result: Prospects book on their first visit, and the discovery call starts with their task list already on the table.

Scenario 2

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.
List the access and documents the client should have ready in the meeting type's description, where they see it before choosing a time.
Set a minimum notice of 48 hours so the client has time to gather everything on that list.
Reminders go out 24 hours and one hour before, so the session does not catch the client unprepared.

Result: New clients arrive with access and documents ready, and the first week starts with work rather than setup.

Scenario 3

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.

Result: Check-ins keep their weekly rhythm, and you never double-book across clients' calendars.

Starter setup

A starter setup for Virtual Assistants

Recommended settings to start from. You can change any of them in your dashboard.

Discovery call

Duration: 30 min
Buffer: 10 min
Minimum notice: 12 hours
Bookable ahead: 2 weeks
Payment at booking: None

Client onboarding

Duration: 90 min
Buffer: 15 min
Minimum notice: 2 days
Bookable ahead: 3 weeks
Payment at booking: None

Weekly check-in

Duration: 20 min
Buffer: 10 min
Minimum notice: 12 hours
Bookable ahead: 2 weeks
Payment at booking: 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. Onboarding needs a longer notice and buffer than the other two, so give it its own availability schedule.

Intake questions and payments at booking are part of Pro on the managed service, and free when you self-host.

How payments at booking work Add booking to your website

Compare

Tymeslot compared with Paperbell, Calendly and SavvyCal

Facts from each vendor's own pages, with the date we checked them.

Feature	Tymeslot	Paperbell	Calendly	SavvyCal
Free plan	Yes: unlimited bookings and meeting types	Free account to set up, before choosing a paid plan	Yes, limited to 1 event type and 1 calendar	No: free trial only; a paid plan is needed to activate links
Entry price	Pro €9/month, flat; self-hosting is free	One plan, billed $97/month or $970/year	$10/seat/month, billed yearly	From $10/user/month; annual billing saves 2 months
Hosting in the EU	Yes, in Germany	Not checked	No: data is stored in US data centres	No: hosted in the US (Virginia)
Self-hosting	Yes: Docker, Cloudron or Railway	No: hosted service only	No: hosted service only	No: hosted service only
Open source	Yes, GNU AGPLv3	No: hosted service only	No: hosted service only	No: hosted service only
Booking page without third-party scripts	No ad trackers; reCAPTCHA on the booking form	Not checked	No: third-party scripts are referenced (Stripe, reCAPTCHA, Airbrake, Google Tag Manager)	No: third-party scripts load (Tally, Help Scout, PostHog)
Deposit or payment at booking	Pro or self-hosted: a fixed amount via Stripe	Yes: payment plans and set-up fees; first payment taken at purchase	Paid plans only: Stripe or PayPal at booking	Premium plan only: paid bookings
Custom intake questions	Pro or self-hosted: 10 question types	Yes: customisable intake surveys	Yes: up to 10 questions per event type, on all plans	Yes: custom questions on scheduling links
Signed data processing agreement	Enterprise plan only	Terms name Paperbell as data processor	Yes: accepted with the customer terms	Yes: accepted with the Terms of Use

How to choose

What to check before you choose

Find out where client data is stored and whether a data processing agreement comes with your plan.
Work out the cost at your firm's size: per-seat pricing grows with every colleague.
Check that the tool syncs with the calendar standard your firm uses, such as CalDAV.
See whether you can take a fee or retainer at booking, and on which plan.
Try embedding the booking page on your firm's website.
Ask how you would export your data if you left.

Compare Tymeslot's plans

ROI Calculator

How much time could you save?

Adjust to match your practice and see your potential savings.

Calculate your time savings

Drag the sliders to match your practice.

160

minutes saved per week

138.7

hours saved per year

€6,935

annual value of saved time

Integrations

Which calendars and tools do virtual assistants use with Tymeslot?

Connects to the tools you already use. No extra setup.

Google Calendar

Outlook

Google Meet

Teams

Zoom

CalDAV

Nextcloud

Connect Google Calendar How calendar sync works Self-host Tymeslot

Pricing

Start free, upgrade when you're ready

Core scheduling is always free. No credit card required.

Free

€0 / month

Unlimited bookings and meeting types
Calendar sync (Google, Outlook, CalDAV)
Auto video rooms (Meet, Teams, Zoom, Jitsi, Nextcloud Talk and more)
Booking page at tymeslot.app/you
Email reminders & notifications
Both booking themes and website embeds

Pro

€9 / month

Everything in Free
Custom booking questions for intake
Payments at booking via your own Stripe account
Remove Tymeslot branding from booking pages
Booking analytics and automation

Start free, no credit card required

See full pricing, including free self-hosting

Booking Themes

See Tymeslot in action

Try both booking themes live - no account needed.

Quill

Professional Glassmorphism

Try Live Demo

Rhythm

Immersive Experience

Try Live Demo

FAQ

Frequently Asked Questions

Is Tymeslot GDPR compliant for virtual assistants and their clients?

A virtual assistant who connects several clients' calendars to Tymeslot shares only busy and free times from them, never meeting titles or attendees, and the booking page is hosted in Germany with no advertising trackers or third-party analytics. That matters when you have access to several clients' workspaces and must not leak one client's meetings to another. On tymeslot.app, Google reCAPTCHA loads once a client starts filling in the booking form, to block spam bookings; a self-hosted instance runs it only if you configure it. A signed data processing agreement is offered on the Enterprise plan only, not Free or Pro. If your clients want bookings kept on a server you control, self-host Tymeslot.

Can Tymeslot manage my clients' calendars for me as a virtual assistant?

No, Tymeslot is scheduling software for a virtual assistant's own meetings, not a tool for running clients' diaries: it books your discovery calls, onboarding sessions and check-ins, and keeps no tasks, time logs or invoices. It does read several calendars at once, including ones in your clients' workspaces, so your own booking page never offers a slot you have already given to a client.

How do virtual assistants reduce missed check-ins and discovery calls?

Tymeslot cuts missed calls for virtual assistants with reminder emails at times they choose for each meeting type, and by letting clients move a check-in from their confirmation email instead of quietly skipping it. For discovery calls that attract time-wasters, Pro lets you take a small fixed fee through your own Stripe account when the prospect books, with a 0.5% platform fee on top of Stripe's. Tymeslot does not enforce a cancellation deadline, so state yours in the meeting description.

How does Tymeslot compare with SavvyCal for virtual assistants?

Tymeslot lets a virtual assistant share booking links on its free plan, while SavvyCal needs a paid plan to share links, from US$10 per user a month according to its pricing page. SavvyCal's security page says it is hosted in the US, in Virginia; Tymeslot's managed service is hosted in Germany and can be self-hosted. Paid bookings need SavvyCal's Premium plan, while on Tymeslot they come with Pro.

Can virtual assistants self-host Tymeslot?

Virtual assistants can self-host Tymeslot with Docker, Cloudron or Railway, but most will not want to: it adds a server to look after on top of every client's systems. The self-hosted version is open source under the GNU AGPLv3, free, and includes every Pro feature. It makes sense if a client insists their calendar data stays on a server you control.

Is Tymeslot free for virtual assistants?

Yes, a virtual assistant can connect every client workspace calendar and give each retainer client a private check-in link on Tymeslot's free plan. Pro (€9/month) adds the questions a prospect answers before a discovery call, paid audit calls, booking analytics, and automation through Slack, Telegram and webhooks, and removes Tymeslot branding.

Which calendars and video tools can virtual assistants connect to Tymeslot?

Virtual assistants can connect several Google Calendar and Outlook accounts to Tymeslot at once, plus CalDAV calendars such as Nextcloud, and every connected calendar counts towards your availability. Each meeting type creates a Google Meet, Microsoft Teams, Zoom or Jitsi link, so you can match each client's preferred tool. Booking pages and the dashboard come in eight languages: English, German, French, Italian, Ukrainian, Czech, Polish and Portuguese.

Moving from another booking tool? See how Tymeslot compares with Calendly, Cal.com and others

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