We’re about to hit our 10-year anniversary as a YouCanBookMe client—we’ve stuck with it because it just works."- Barbara Turley
Barbara Turley, founder and CEO at The Virtual Hub, started her career in finance, where everything was tracked, from profit and performance to risk. But one critical number never made it to the spreadsheets: the hours highly skilled people spent on administrative tasks. It wasn’t measured, but it was everywhere.
And this problem didn’t just exist in finance. When Barbara transitioned into business coaching, she saw the exact same pattern playing out across growing companies: smart, capable leaders losing time on tasks that could easily be delegated.
So she tested a solution: match one busy founder with one highly capable virtual assistant in the Philippines. The impact was immediate. One match became ten, then dozens. Now, that experiment has blossomed into a full-blown enterprise, known as The Virtual Hub, an outsourcing consultancy with 350+ employees helping busy professionals reclaim their time.
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Barbara's stats |
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Location New York, NY, USA |
Company size Midsize, 350+ |
Industry Outsourcing and offshoring consulting
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YCBM stats Customer since: May 2015 Lifetime bookings: 11,443 |
Key features |
Key integrations |
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Managing interviews, sales calls, and client check-ins across a remote global team was eating up time and creating scheduling chaos. |
For The Virtual Hub, scheduling wasn’t just a task. It was a time sink.
We were trying to manage discovery calls, interviews, and client check-ins all manually. It just became unscalable.”
With 350 team members and clients worldwide, coordinating calendars across time zones, roles, and workflows became a full-time job. Every new client, internal hire, or routine check-in added friction. Without a centralized system, administrative tasks piled up, draining time and focus from high-impact work.
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Barbara rolled out YouCanBookMe across departments, using configurable forms, SMS reminders, and Zapier integrations to automate scheduling from end to end. |
Barbara needed a system that could match the complexity of her operations, without adding to it. And she found it in YouCanBookMe.
With custom forms, conditional workflows, automated meeting reminders, and seamless integrations, YouCanBookMe gave The Virtual Hub a powerful, flexible booking engine that just worked—no overthinking, no extra training.
We run seven or eight calendars now. They’re embedded into our website, connected to Zapier and Asana, and handle everything from interviews to client check-ins.”
- Barbara Turley
And because the platform is easy to update, her team can adjust calendars, shift assignments, and reroute meetings without missing a beat.
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With over 11,000 bookings handled and no-shows significantly reduced, The Virtual Hub now runs smoother, saves hours every week, and keeps its global operation tightly coordinated. |
Today, scheduling is simpler than ever for The Virtual Hub. YouCanBookMe’s executive assistant software now powers every layer of The Virtual Hub’s client-facing and internal ops from lead generation to HR. The team no longer wastes time chasing down meeting links or juggling inboxes.
Everything is streamlined, trackable, and scalable.
With less time lost to logistics, Barbara’s team can stay focused on growing the business, optimizing systems, and keeping clients happy.
The Virtual Hub's booking page
It all starts with discovery calls.
When prospects land on The Virtual Hub’s website and click “Talk to us,” they’re met with a YouCanBookMe-powered calendar embedded directly on the site—simple, seamless, and in the client’s own time zone. No back-and-forth. No confusion.
Even better? The configurable booking form collects everything the team needs upfront, so by the time a call rolls around, the Virtual Hub already has the context to make it count.
And because lead capture is built in, every new booking gives Barbara’s team a chance to grow their mailing list. Clients opt in directly through the booking form, which also includes the terms and conditions of booking a discovery call.
But that’s just the beginning.
Barbara’s team also uses YouCanBookMe internally to coordinate interviews across four dedicated rooms in the Philippines. Each room has its own booking link, helping the recruitment team schedule efficiently, avoid meeting conflicts, and focus on selecting the right candidates.
It’s all connected in. They even link through Zapier now to Asana and drop things in, so our team knows what’s happening. It works great for us.”
- Barbara Turley
In her words, systemizing isn’t just process mapping—it’s about documenting, clarifying, and constantly improving how things get done.
Systemize, systemize, systemize, constantly…It’s not just process mapping. It’s writing things down. It’s being clear and constantly delegating.”
- Barbara Turley
This mindset helped Barbara bounce back after early chaos nearly shut the business down. Today, with 350+ staff across the globe, those systems are why her team runs smoothly, even as they scale.
Instead of hiring for experience alone, Barbara invests in raw potential and turns it into long-term talent.
We’ve had more success with passionate learners than experts.”
- Barbara Turley
From entry-level assistants to leadership roles, The Virtual Hub trains from the inside out, using its in-house academy to shape team members who understand the company’s values, vision, and workflows.
It’s a culture-first hiring philosophy that pays off in retention, alignment, and a genuinely engaged workforce.
Barbara Turley didn’t grow The Virtual Hub by adding more hours to the day. She scaled her business by building better systems. With YouCanBookMe, scheduling became one less thing to worry about, giving her team the clarity and time to focus on essential functions.
Ready to scale your operations?
Try YouCanBookMe for free and see how easy it is to grow when your scheduling system works with you.