For coaches and coaching practice owners
Be ready for the conversation your client came for. Your coaching virtual assistant can coordinate enrollment, sessions and the follow-up around them. Knows The Drill recruits and prepares your assistant for your coaching niche and agreed responsibilities before handoff.
Find your assistantA new client needs the welcome information. Another wants to move a session. A group is waiting for the resource you promised. Each request is manageable on its own; together, they fill the spaces between your coaching conversations.
Give an assistant a clear role in that client journey. They can keep appointments, approved materials and open requests organized so you know what is ready for the next session and what still needs your attention.
The work to hand off
An assistant can record inquiries, arrange discovery calls and send enrollment materials after you approve a client's place. They can track the forms or acknowledgments you request and prepare a list of outstanding items. Questions about fit, program terms or exceptions come back to you.
What you get back: An enrollment checklist showing confirmed clients and outstanding setup details
Provide your availability, time-zone rules and rescheduling policy. Your assistant can coordinate individual or group sessions, send approved reminders and check that meeting links and calendar details match. Cancellations and schedule conflicts stay visible alongside the action needed to resolve them.
What you get back: A session calendar with confirmed details and unresolved scheduling requests
Your assistant can maintain the resource library, prepare the files you assign and send them at the point you specify in the program. They can track delivery and respond to access questions using your instructions. New exercises, recommendations and changes to the material come from you.
What you get back: A resource library and a record of materials sent
An assistant can organize client messages, prepare routine replies and track the follow-up you assign after a session. That might include the next appointment, an approved resource or an invoice reminder. Requests needing coaching judgment reach you with the original message and relevant context.
What you get back: A follow-up list separating routine actions from questions for the coach
Illustrative workflow
Connect enrollment, scheduling and approved materials in one session logistics record. Include the information needed to coordinate the work, with clear instructions for questions only the coach can answer.
Assistant preparesSend the approved welcome information and track the setup items you have requested.
You decideProgram fit, acceptance and any exception to the agreed terms.
Assistant preparesConfirm the date, time zone and meeting link, then send the agreed reminder.
You decideAvailability, rescheduling exceptions and the session format.
Assistant preparesSend the resource you select and flag missing access or delivery problems.
You decideWhich material is appropriate and how the client should use it.
Assistant preparesUpdate the attendance or scheduling status from the information you provide.
You decideThe coaching work, its interpretation and what follow-up is appropriate.
Assistant preparesArrange the next session and send any approved follow-up, recording open questions.
You decideChanges to the program or advice needed between sessions.
Illustrative example — not a client record
Use this preparation record to connect one upcoming session with the resource you assigned and the delivery issue still to resolve.
Ready to hand over when: The session page opens the coach-assigned version, the reminder uses that link and the coach can see whether the preparation message was sent.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Set the communication rules and the information your assistant needs for the agreed role. Administrative follow-up should help clients navigate your program and bring substantive questions back to you.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Tell us what happens before and after a session, and which details keep landing back with you. We will help define the role and prepare an assistant around your programs, tools and working hours.
Explore other ways to organize the work around your team.
