Virtual Assistant Training Videos

Virtual Assistant Training

ASANA

  • Get set up here first!  Brooke communicates all assingments/tasks/projects through this tool
  • “VA Routines” has an outline of how to get started with your training
Frequency: check 1-3x per day, as needed, and update and mark tasks complete as needed
  • The places you will focus are “Inbox” and your personal space. That’s where you can see everything assigned and relevant to you!????
  • You will be on the Brooke Snow Team and the Customer Service Team
  • You will be a part of “projects” or sections that have tasks you will be a part of
  • You will do tasks that are assigned to you, marking them as done/completed
    • You can comment on or ask questions within a task as needed to get clarification!
 

 KIT (formerly ConvertKit) – CSM/Email Hub

 

BLOG POSTS 

  • Post a blog post on WordPress
    • podcast
      • grab the embed code from transistor
      • paste it into the html tab of the post
      • copy the episode notes
      • paste into the design tab of the post
      • add “podcast” tag from the tag options
      • add the podcast thumbnail to the thumbnail options
      • preview the post to check formatting
      • publish post
    • blog
      • copy and paste text into the html tab
      • find a photo on unsplash that feels relevant but a little abstract (landscape only)
      • in the design tab add media
      • upload the photo
      • tag “blog”
      • add the same photo as the thumbnail
      • preview the post to check formatting
      • publish post

CO CREATE

Overview of App / Training Videos:
  • How to Check if someone has an active account in Co Create
    • go to USERS
    • search by their email address OR first OR last name (at this time you CANNOT search by first and last name at the same time)
    • You can see if their subscription is active or not with a YES or NO. This can help you know how to respond to their email (i.e. if they have a subscription and they are asking where the courses are– you can just tell them. If they don’t have a subscription, you can explain that the paid courses require a subscription
    • If they seem like they are a paying app subscriber or they SAY they are paying, and their toggle says NO, do not toggle it to yes. You will need to get a copy of their payment via email and then add them to the Co Create Manual Subscription Google Doc.  Then you may toggle them on.
      • This Google Doc also needs checked monthly to reach out to those who are manually added to the app due to tech errors and not syncing when they have paid.
    • You can also sometimes use this method to troubleshoot logins as they may be using an incorrect email address.
  • Make an update to a course lesson in co create app
    • The video shows how to update an audio file in a lesson in a course
      • Go to courses > select course and click go to modules > go to appropriate module > click the edit button the lesson that needs modified
    • It also shows how to upload a new photo in a lesson in a  course
      • This will be a project I will have one or both of you help with. We need to update all the lessons with the new logos. I will assign this on asana and give any necessary information later!
  • Use this spreadsheet to report ANY & ALL Co Create app issues for troubleshooting purposes:  Co Create App Troubleshooting Documentation

 

SENDING EMAILS TO BROOKE’S LISTS

    •  

STRIPE (Direct Purchase) 

Frequency: as needed 

  1. From Stripe Home page select ” Product Catalog”
  2. Select “Coupons”
  3. Select ” + Create Coupon”
  4. Name the coupon code
  5. Select “Fixed amount discount”
  6. Enter $11.11 if for Co Create app
  7. Select apply to specific products
  8. Select Products- if for Co Create app select ” Annual Membership” then ” add another product” then  “Monthly Membership”
  9. Duration- ” once”
  10. Check off “Limit date range when customers can redeem this coupon” and date to redeem by
  11. Toggle on ” use customer- facing coupon codes”
  12. Enter code you would like customers to use
  13. Check off “add an expiration date” and put in same date as used above
  14. “Create Coupon”
  • Refunds
  1. If a customer is unable to cancel on their own or specifically ask us to cancel for them, follow these steps.
  2. From Stipe Home page, paste customer’s email into search bar at the top
  3. Click on customer name under “Customers”
  4. Under “Subscriptions” click three dots to the right of their subscription info. This will give you the option to update or cancel the subscription. Choose cancel.
  5. After clicking “Cancel subscription” a pop up will allow you to cancel immediately, cancel at end of current period, or on a custom date. Choose which is best for each situation. If applicable, you can also choose to refund the subscription amount and send an email receipt of the refund.

Revenue Cat (Apple/Google Play Purchases)

  • Used to see payments for Apple purchases or Android/Google Play Purchases
  • Stripe is used for direct purchases from the website and is more beneficial to Brooke

Past Course purchases

  • These are located in Transistor as Direct Podcast Feeds
 

ARCHIVE

FIREBASE: (App Notification software)

Frequency: usually weekly

    1. Go to website and make sure you are signed in under the Brooke Snow team gmail google account.  You can check this in the far right side top circle.
    2. Select “Go to console” also on the far right top side.
    3. Select ” Co Create” under your projects
    4. Select ” messaging” from the left hand column
    5. Select ” New Campaign” -> ” Notifications”
    6. Type in Notification Title and Notification Text then ” Next”
    7. From the drop down arrow select ” co create android”, select ” Target another app” from arrow drop down menu select ” co create ios” then, “Next”
    8. For Scheduling you can select ” next” if you are sending now and if you want to schedule for a future date and time just select “now” -> “scheduled” and proceed to pick date and time, then “next” .
    9. Select “next”
    10. Select “Review”
    11. Select ” Publish”

 

MIGHTY NETWORK: 

  •  CoCreate Community and CoCreate Coaches
  • Check Mighty Network once a week for comments or for admitting new people into the network.

ACTIVE CAMPAIGN:

*Please Note Active Campaign has updates since video*
frequency: this will be assigned out 3-4 times a month; you will use the features of looking people up as needed.
  • Schedule and send an email on Active Campaign
    • This is just for emails that Brittany or Aubrey have written for lists, not for individual emails to people. Sending individual emails is just done like a regular email.
    • Find a similar email and duplicate it. This creates a “template” rather than having to create a brand new from scratch email. (i.e. Brooke Snow header for podcast emails, Co Create header for co create emails)
    • Put new title in
    • Paste content  in relevant places
    • Update links if needed
    • Make sure correct lists are selected
    • Preview and send a test email to hello@brookesnow.com to make sure it looks good
    • Note that most of the time you will have to format the text a second time
    • Schedule the email for the appropriate time
    • Save and exit
  • See if someone received an email, what lists they are a part of, etc.
    • Open Active Campaign
    • search for them by name or email. Note that some people have multiple emails so you might have to check more than one
    • You can see the lists they are on and any automations they are a part of
    • On the right side you can scroll through emails they’ve received and see if they’ve opened them
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