Eliminate Back-and-Forth Scheduling Emails

Go to vimcal.com and sign up. Choose "I manage calendars for someone else" when asked about your role. This activates the multi-calendar EA features.

What you should see: A calendar view with a sidebar showing connected calendars.

Troubleshooting: If you're managing your executive's calendar, connect their calendar directly rather than your own so all scheduling will happen against their availability.

In Vimcal Settings → Calendars, click "Add Calendar" and connect your executive's Google or Outlook calendar. Grant full read/write access when prompted. Vimcal needs this to read availability and create events.

What you should see: Your executive's events appearing in the Vimcal calendar view.

In Vimcal, look for the "Scheduling Links" or "Availability" feature in the sidebar. Click "New Scheduling Link." Select the calendar (your executive's), set meeting duration (30 min, 60 min, etc.), choose available time windows (e.g., Tuesday-Thursday 10am-4pm), and give the link a label like "30-min call with [Executive Name]."

Vimcal automatically shows your executive's actual availability (blocks out existing meetings), detects the recipient's time zone, and generates a link.

What you should see: A short shareable URL like vimcal.com/e/[code].

Instead of writing "Here are some times that might work: Monday 2pm EST, Tuesday 10am EST, Wednesday 3pm EST, let me know what works," you send: "Here's a link to schedule a 30-minute call at your convenience: [link]."

The recipient sees available slots in their own time zone, picks one, and the event is automatically added to both calendars.

What you should see: A confirmation email to both parties and the event on the calendar with no back-and-forth.

Before sharing availability externally, use Vimcal to place "hold" blocks on times your executive might need to protect, such as their preferred focus hours or blocked prep time before important meetings. These show as "busy" to external schedulers without revealing details.