Start a Virtual Assistant Business

Client Onboarding and Weekly Report Template

Companion to the lessons "The Discovery Call and the Pilot" and "Keeping Clients"

Client: Start date: Package:

1. Onboarding Access Checklist (least privilege)

☐ Credentials delivered via the password manager, never email
☐ Inbox access: which inbox or categories, granted at the narrowest level that works
☐ Calendar access: read/write scope confirmed, written conflict-check rule agreed
☐ Scheduling tool / CRM: named-user invite, not a shared login
☐ Billing system: view or chase scope only, as agreed
☐ Delegated email or alias created if that is the pattern

2. Day-One Working Session Agenda (first ninety minutes, screens shared)

Block	What happens
Minutes 0 to 30	Walk their systems in their presence: inbox rules, labels, where things live
Minutes 30 to 60	Run one real task end to end together (answer one inquiry, book one job)
Minutes 60 to 90	Agree the week-one list, the response window, and the daily note time

The working session front-loads trust and prevents the silent week-one drift where nobody is sure what you are doing. End day one with the first two-line note.

3. The Daily Two-Line Note

What moved today	What I need from you

Thirty seconds per client, every working day. The note is not information delivery; it is presence. The note becomes the weekly report, becomes the renewal, becomes the referral.

4. The One-Page Weekly Report (same structure every week)

Block	Content
Work completed
Metrics that matter in their world	Jobs booked: Leads answered: Invoices collected:
What is stuck
What I need from you
One observation from inside their operations

The observation is the premium product. Course example: "Three of the five leads we lost last month went to voicemail after 5 pm; want me to try text-first on late inquiries?" That is the sentence that turns an admin VA into an operations partner in a client's mind. A mediocre report that arrives every Friday for a year outperforms a dazzling one that arrives whenever you get to it.

5. The Standing Meeting

Cadence: thirty minutes ☐ weekly ☐ biweekly, fixed agenda, video on. Fixed agenda notes:

Course corrections happen here while they are still small, and you hear the organizational weather months before it touches your invoice.