Schedule meetings for people who don’t use Dule, without the back-and-forth.
Available for Pro & Enterprise users
What is a Virtual User?
Not everyone you schedule with will sign up for Dule. That’s fine.
A Virtual User is a saved availability profile you create for someone else – a client, an executive, a contractor, a colleague on another team. Once you’ve added them, Dule’s AI scheduling assistant knows when they’re free and can propose meeting times on their behalf, even though they’ve never touched Dule.
They don’t need to sign up. You set it up once, and it just works.
See it in action
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Imagine you’re scheduling interviews and your Head of Engineering, Priya, isn’t a Dule user. You know she’s available 10 AM-4 PM EST on Tuesdays and Thursdays.
Just email Dule:
“Add availability for Priya – [email protected] – she’s free 10 AM to 4 PM EST on Tuesdays and Thursdays.”
That’s it. The next time Priya is on a scheduling thread with you, Dule already knows her windows and proposes times that work for everyone.
No calendar access required. No app install. No invitation sent to her.
How to add a Virtual User
- Email [email protected] from your registered account. Write in plain English – say who the person is, their email address, and when they’re generally available.
- Dule saves the profile. If you’re in a team, it’s shared with everyone automatically – no extra steps.
- Schedule normally. The next time that person appears on a thread with Dule, their availability is already loaded in. Dule proposes slots that fit everyone.
If you mention extra context in the scheduling thread itself – for example, “Priya is only free mornings this week” – that takes priority over the saved profile for that thread.
Add a Virtual User in seconds
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One email. No setup. Works instantly.
What you can tell Dule about a Virtual User
The more you tell Dule, the better it schedules. Here’s what you can set:
Availability 📅
Describe when the person is free in plain English. For example: “Available 9 AM to 5 PM weekdays,” “Mornings only, Monday through Thursday,” or “Free 9-12 AM and 2-5 PM, no meetings over lunch.” You can also set specific date windows like “Available all day on July 29th.”
Timezone 🌐
Just say it: “she’s in London” or “he’s on Pacific time.” If you don’t mention a timezone, Dule uses yours.
Name 👤
Give them a display name so Dule refers to them naturally in replies.
Notes 📝
Add a private note for your own reference – “Key client, prefers morning calls” or “Only available through Q3.” Notes are never shared outside your account or team.
Can the virtual user update their own details?
Yes. If the person emails Dule directly – even though they’re not a registered user – Dule recognizes them and lets them update their own availability.
For example, if Priya emails [email protected] and says “I’m moving to Pacific time next week,” Dule updates her profile automatically.
If they try to use Dule to schedule a meeting on their own (by CCing Dule on a thread they started), Dule will invite them to sign up – since full scheduling requires an account.
Using Virtual Users with a team
If you use Dule with an organization, Virtual Users are shared across your whole team the moment they’re created. Any team member can view, add, or update them. There’s nothing to configure – it’s automatic.
You can also use Special Addresses to manage Virtual Users and other Dule features directly from your inbox, without logging into any dashboard.
This is especially useful for:
- Recruiting teams who schedule candidates across multiple interviewers
- Sales teams managing shared client availability
- EA workflows where one person manages scheduling for several executives
Tips
- Be specific with date ranges. “Available for the next 3 weeks” works better than “available for a while.”
- Mention the timezone explicitly if the person is in a different region than you. It only takes a second and prevents a lot of confusion.
- Use “fully flexible” for external collaborators who really do mean “anytime.”
- Add a note for clients or contractors you work with regularly – it helps when you come back to their profile months later.
Explore our how-to guides for more ways to get the most out of Dule without any extra setup.
Add your first Virtual User
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