Problem

Before Vimcal EA, scheduling at Clay was time-consuming and fragmented.

Tess and Kayleen were managing availability through inbox back-and-forth, manual holds, and Slack messages that were easy to lose track of.

“Before Vimcal, it would just be a lot of back-and-forth. It would take days sometimes.” 

When meetings involved multiple stakeholders, the complexity increased quickly.

“Sometimes you need all 20+ of them in one room, and that’s really hard to coordinate.”

Time zone coordination was especially painful.

“Just figuring out time zones used to take me 10 to 15 minutes, especially with places like Arizona where the rules change. I’d be on timeanddate.com trying to map it all out.”

The result was not just time lost, but constant manual effort to make sure nothing went wrong.

Solution

Tess and Kayleen discovered Vimcal EA and immediately noticed something different: it was specifically built for Executive Assistants, not adapted from tools designed for sales or recruiting.

“Knowing that there was a tool that was specifically built for EAs was what really caught my eye.”

They began using Vimcal EA for the parts of scheduling that consumed the most time and attention: sharing availability, coordinating large groups, and handling time zones.

Slots allowed them to send availability quickly without extended email chains.

“I can send availability really fast now.”

Polls helped centralize scheduling for large groups.

“Vimcal polls have really streamlined these big group meetings that beforehand were really difficult to get together.”

Automatic holds reduced the need to manually manage tentative times.

“I like that it automatically holds the time. That’s been really helpful.”

Time zone conversions became dramatically simpler.

“Now I just type the city into Vimcal and it’s done in under three minutes.” 

Importantly, Vimcal EA worked without disrupting executive workflows.

“I didn’t want anything impacting my execs at all. I didn’t want alerts or extra email notifications.”

Results

Even early in adoption, Tess and Kayleen noticed clear, tangible improvements.

1. Faster scheduling throughput

Tess described how Vimcal EA changed what she could accomplish in a single afternoon.

“I cleared around 50 scheduling emails in one afternoon. Before Vimcal, that would’ve taken days.”

2. Meaningful daily time savings

Kayleen shared that the cumulative impact adds up quickly.

“It saves me at least an hour a day.”

3. Reduced manual work for time zones

What used to require multiple tools and careful checking is now handled directly inside Vimcal.

“I don’t even use timeanddate.com anymore.”

4. Less scheduling friction overall

With availability, polls, and holds handled in one place, the process feels simpler and more controlled.

“It’s just much more streamlined.”

5. Lower cognitive load, fewer mistakes

With holds created and removed automatically, Tess and Kayleen no longer have to keep scheduling details in their heads.

“It’s one less thing to worry about. I know the calendar is accurate.”