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Appointment & Diary Management

Appointment & Diary Management

Bookings taken, confirmations sent, reminders delivered and reschedules handled — by a UK-trained assistant working UK hours, from £3 per hour.

See Pricing

Your Diary, Run Properly

Scheduling is one of those jobs that never looks like much and quietly consumes the week. A booking request arrives mid-task. Three emails go back and forth to find a slot that suits everyone. Someone forgets an appointment nobody reminded them about. A cancellation leaves a gap that stays empty because there was no time to fill it.

An Assistry virtual assistant takes ownership of that work. Your assistant books and confirms appointments, sends reminders, deals with changes, protects the time you need for actual work, and keeps the calendar accurate enough that you can stop checking it twice.

Virtual assistant managing appointments in a business calendar
One person owning the calendar, so you can stop checking it twice.

What Your Assistant Handles

Booking & Scheduling

Confirmations & Reminders

Changes, Cancellations & Gaps

Protecting Your Time

Tools We Work In

Your assistant works inside the systems you already use. Access is arranged through your own accounts with appropriate permissions, so you retain full ownership and visibility.

Google Calendar Outlook / Microsoft 365 Calendly Fresha Treatwell Timely Phorest Acuity Microsoft Bookings Zoom Google Meet Microsoft Teams

If you use something not listed here, tell us during onboarding — most booking platforms work in much the same way and can be picked up quickly.

Let Clients Book by WhatsApp

This pairs naturally with our customer service and WhatsApp support service, where the same assistant covers wider inbound enquiries across your channels.

Why It Is Worth Delegating

No more double-bookings

One person owns the calendar and checks it against every request, so two appointments never land in the same slot.

Fewer no-shows

Confirmations at the point of booking and reminders before the appointment, sent consistently every time rather than when someone remembers.

No scheduling ping-pong

The back-and-forth of finding a mutually free slot is handled for you. You see the result in your diary, not the eight emails it took.

Protected focus time

Deep work, travel and admin blocks are held in the calendar and defended, so your day is not chipped away by whoever asks first.

Gaps get filled

Cancellations are backfilled from a waiting list instead of becoming an unpaid hour in the middle of your afternoon.

A diary you can trust

When the calendar is accurate, you stop double-checking it. That is the real time saving, and it is bigger than the admin itself.

Client booking an appointment by WhatsApp message
Booked in the app they already had open.

Pricing and Getting Started

Our published rate is £3 per hour for full-time support of 40 or more hours per week — £120 per week, or £480 across four weeks.

Diary management alone rarely fills a full week, which is why most clients combine it with email and inbox management, customer service or lead follow-up to make up a genuinely useful role. If you need fewer than 40 hours per week, contact us for a custom quote and we will do our best to get as close to £3 per hour as possible.

There are no long-term contracts. Arrangements are agreed weekly and can scale as you get busier. Full details are on our affordable virtual assistant plans page.

Founder Daniel Pozzebon personally onboards every client. Onboarding covers your calendar, booking tools, working hours, approval rules and escalation process, and your assistant can normally start within 48 hours. You can meet Daniel, the founder of Assistry, on his page.

Frequently Asked Questions

What does an appointment and diary management assistant do?

Your assistant takes ownership of your calendar: booking and confirming appointments, sending reminders, handling reschedules and cancellations, coordinating availability between people, protecting focus and travel time, and keeping the diary accurate. The exact scope and your approval rules are agreed during onboarding.

Which calendar and booking tools do you work with?

Common tools include Google Calendar, Outlook and Microsoft 365, Calendly, Acuity, Microsoft Bookings, and industry systems such as Fresha, Treatwell, Timely and Phorest. Access is arranged through your own account with appropriate permissions, so you keep ownership and can see exactly what has been booked.

Can clients book by WhatsApp?

Yes. Many UK customers would rather send a message than fill in a form, and your assistant can take bookings straight from WhatsApp — confirming the slot, entering it in your calendar and sending the reminder. It works alongside your existing online booking system rather than replacing it.

Will my assistant have access to my personal calendar?

Only if you want them to. Many clients start with a work calendar only, or a shared calendar created for the purpose. Where personal and business appointments sit in one calendar, private entries can be marked as busy without exposing the detail. This is agreed before any access is granted.

How do reminders reduce no-shows?

A no-show is usually forgetfulness rather than intent. A confirmation at the point of booking and a reminder shortly before the appointment closes most of that gap — and, importantly, gives the client an easy moment to reschedule rather than simply not turning up, which means the slot can be refilled.

Can my assistant book meetings across time zones?

Yes. Your assistant works UK business hours, 9am to 5pm GMT or BST, and can coordinate meetings across time zones, confirming times explicitly in both parties' local time to avoid the usual confusion.

How many hours does diary management need?

On its own, usually not many — which is why diary management is often combined with inbox management, customer service or lead follow-up to make up a fuller role. Our published rate of £3 per hour applies to full-time support of 40 or more hours per week; for fewer hours, contact us for a custom quote.

How quickly can we start?

Onboarding can normally be completed within 48 hours. Founder Daniel Pozzebon personally handles onboarding, covering your calendar, booking tools, working hours, approval rules and escalation before your assistant takes anything on.

Related Services

Email & Inbox ManagementBooking requests handled at source. Customer Service & WhatsApp SupportFast replies on every channel. VA for Aesthetics ClinicsClinic diaries, reminders and rebooking. Affordable Virtual Assistant UKFull details of our £3/hour model.

Hand Over Your Diary

Tell us how your scheduling works today and where it is going wrong. Daniel personally onboards every client, and your assistant can normally be set up within 48 hours — with no long-term contract.

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