Virtual Assistant Training
ASANA
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!
BLOG POSTS
frequency: Usually 2 blogs a week
- 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
frequency: as needed
- See if someone has an active account in Co Create
- login to admin.brookesnow.com
- 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.
- You can also sometimes use this method to troubleshoot logins as they may be using an incorrect email address.
- Make an updated 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!
- How to Upload a Lesson to a Course on the App: https://www.loom.com/share/26d893c4587a49d293d995723a20e4b8?sid=04e5d6ff-0e36-46c6-9153-251e9f8b8e1b
- Course Creation and Module Creation Walkthrough: https://www.loom.com/share/a254e465b0784e988652020245c8c58e?sid=48bab398-dab3-4bda-b14d-0edb850fef0f
- How to add a meditation to Co Create App: https://www.loom.com/share/70c998c5b0ef4e079828618618a924df?sid=7bd7bd03-e139-4a88-bc12-0940f5627643
- How to Check Co Create Manual Subscription Access: https://www.loom.com/share/38649c96f9834698b1a2d07e123ac52c?sid=f5b56596-e5b0-4202-a9c1-49404b565547
ACTIVE CAMPAIGN/SENDING EMAILS TO BROOKE’S LISTS *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
Kathleen’s Video Updates 10/2024:
STRIPE
Frequency: as needed
- How to create a promo code: https://www.loom.com/share/a09e2927fe3f47aa84be738033325b9c?sid=bef709e0-c90f-43c3-ac3f-a8cc3079a42c
- From Stripe Home page select ” Product Catalog”
- Select “Coupons”
- Select ” + Create Coupon”
- Name the coupon code
- Select “Fixed amount discount”
- Enter $11.11 if for Co Create app
- Select apply to specific products
- Select Products- if for Co Create app select ” Annual Membership” then ” add another product” then “Monthly Membership”
- Duration- ” once”
- Check off “Limit date range when customers can redeem this coupon” and date to redeem by
- Toggle on ” use customer- facing coupon codes”
- Enter code you would like customers to use
- Check off “add an expiration date” and put in same date as used above
- “Create Coupon”
- Refunds
- If a customer is unable to cancel on their own or specifically ask us to cancel for them, follow these steps.
- From Stipe Home page, paste customer’s email into search bar at the top
- Click on customer name under “Customers”
- 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.
- 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.
FIREBASE:
Frequency: usually weekly
- How to Send a Firebase Notification: https://www.loom.com/share/f9e0e7822c6b4a44a0570840a518a845?sid=c6c0fade-370b-4b19-8f21-7bdab08ad9b5
- https://firebase.google.com/?authuser=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.
- Select “Go to console” also on the far right top side.
- Select ” Co Create” under your projects
- Select ” messaging” from the left hand column
- Select ” New Campaign” -> ” Notifications”
- Type in Notification Title and Notification Text then ” Next”
- From the drop down arrow select ” co create android”, select ” Target another app” from arrow drop down menu select ” co create ios” then, “Next”
- 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” .
- Select “next”
- Select “Review”
- 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.