For executive assistants

SyncCal for Executive Assistants Managing Multiple Calendars

Unify the chaos of three executives, five calendars, two M365 tenants, and one Calendly link. Mirror everything into one master view, keep privacy intact, prevent double bookings.

Published

What you get

  • See all your executives' real availability in one consolidated calendar without bouncing between accounts
  • Mirror executives' personal commitments into their work calendars as 'Busy' placeholders so booking tools never schedule over them
  • Handle cross-tenant Microsoft 365 setups (board roles, advisory positions, multiple employers) without IT involvement
  • Two-way sync so a reschedule by the executive on any device updates your master view within a minute
  • Per-executive granularity: control which calendars feed which targets, with independent direction and privacy settings

The EA calendar problem in one paragraph

You support two or three executives. Each has a work calendar (Microsoft 365 or Google Workspace). Each has a personal calendar (iCloud, personal Gmail). Some have a board calendar on a different M365 tenant. Some have a Calendly link prospects book through. You are expected to keep all of this conflict-free, prevent double-booking, and never accidentally surface a personal event in a context where it should not be.

By default, every one of these calendars is invisible to the others. You compensate by checking three or four apps every time you accept an invite. Eventually you miss something. The executive notices.

How a sync setup fixes this for an EA

Per-executive, the standard setup looks like:

  1. Their work calendar is the source of truth that booking tools read.
  2. SyncCal mirrors their personal calendar into work with Busy-title rewrite. Their work calendar now blocks time for personal commitments without exposing what they are.
  3. SyncCal mirrors any additional tenant calendars (board roles, advisory positions) into work for the same reason.
  4. You (the EA) maintain a separate “EA master” calendar that mirrors each executive’s work calendar (or all calendars, depending on what you need to see). This is your central command surface.

The result: each executive’s booking tool sees their true availability. Your master calendar shows you all executives at a glance. Personal event details stay personal.

What you do NOT need to do

  • Maintain a spreadsheet of executive availability. The synced master calendar replaces it.
  • Check multiple apps per booking decision. One view, one calendar.
  • Manually create “personal time” blocks on work calendars. SyncCal does that automatically with the mirror.
  • Negotiate per-executive third-party tool approvals with each company’s IT department. OAuth per user, granted by the executive, scoped to Calendars.ReadWrite. Most enterprise IT does not block this.

Common setups by EA team size

Solo EA, 1 executive: Your time is dominated by inbox and calendar. SyncCal mirrors the executive’s iCloud personal into their work Outlook with title rewrite. You spend zero time keeping calendars in sync; you spend that time on actual EA work.

Solo EA, 2-3 executives: Maintain a personal “EA master” calendar that mirrors each executive’s work calendar. Each executive’s mirrors run independently. You glance at one calendar to see whether all your principals are clear at 2pm Thursday.

EA team supporting a leadership group: Each EA owns the SyncCal setup for their principals. A shared documentation note (Notion, Coda) tracks who owns which mirror so handoffs during PTO are clean.

What this page does NOT promise

  • Replace EA project management tools. SyncCal is calendar sync, not task tracking. Pair with Notion, Asana, or whatever your team uses.
  • Handle email triage, expense reports, or travel coordination. Calendar only.
  • Provide a “shared inbox” view across executives. Calendar sync, not email sync.

Frequently asked questions

Can I manage multiple executives' calendars with one SyncCal account?

Yes. SyncCal connections are per OAuth grant, not per account. You can connect each executive's calendars (via OAuth with their consent and credentials) into your own SyncCal account. The mirrors run regardless of which account is signed in to view them.

How do I see all my executives' schedules in one place?

Create a dedicated 'EA master' Google calendar in your own account. Mirror each executive's primary calendar into it as 'Busy' placeholders (or with full titles if your role requires that detail). Subscribe in your own calendar app and you have a single view of all executives' commitments.

Does this work if my executives are on different Microsoft 365 tenants?

Yes. SyncCal handles OAuth per tenant. If executive A is on Tenant 1 and executive B is on Tenant 2, you grant SyncCal access to each separately. The mirrors run independently and cannot cross-contaminate.

What about Calendly bookings against multiple executives?

Each executive has their own Calendly link reading their own work calendar. SyncCal mirrors each executive's personal commitments into their work calendar so Calendly sees the conflicts. The setup is per-executive, but the EA configures and monitors all of them.

Will the executive's personal event titles be visible to me?

Only if you and the executive agree to it. The default for cross-account mirrors is Busy-title rewrite, which hides original titles. You see 'Busy' placeholders on the executive's mirrored calendar, no further detail. If your role requires seeing full personal event details (some EA-executive relationships do), the executive can toggle title rewrite off for that specific mirror.

How do I handle a new executive joining or one leaving?

New executive: add their calendars to SyncCal, configure the mirrors, done in about 10 minutes per executive. Departing executive: revoke the OAuth grants in their accounts (or have the executive revoke directly), which immediately stops the mirroring. Old mirrored events stay on the master calendar as historical record unless you batch-delete via SyncCal's cleanup tool.