01
Organize seasonal service plans
Record the sites, service windows and work descriptions your team supplies. Keep recurring maintenance separate from additional project work.
What you get back: A seasonal work calendar organized by site
For landscape owners and operations teams
Virtual assistants for landscaping companies
Keep seasonal work and customer changes organized around the crews doing the work. KTD recruits and prepares your assistant for landscaping operations and the responsibilities you agree before handoff.
Find your assistantA weather change should not leave the office guessing.
A route moves after rain. A customer asks to add work during the next visit, and the supervisor needs to know which version of the work order is approved. The office has to connect the request, schedule and decision.
An assistant can maintain that record, collect confirmations and put scope changes in front of the right person. Your team sees what is planned, what has moved and what is still awaiting approval.
The work to hand off
Keep seasonal plans and current instructions aligned.
02
Coordinate schedule changes
Update affected visits from the supervisor's instructions and contact customers through your agreed channel. Track acknowledgments and unresolved access questions.
What you get back: A reschedule list with customer confirmation status
03
Track requested changes
Capture new work requests with photos or notes supplied by the customer. Link the request to the current work order and route it for scope and price review.
What you get back: A change-request register with an approval owner
04
Prepare the next work-order packet
Gather the approved version, site instructions and pending items for the operations lead. Record completion updates and carry forward work your team identifies as unfinished.
What you get back: A current work-order packet and open-item list
Illustrative workflow
From a seasonal visit to an approved change
Keep a requested addition separate from the work your crew has been instructed to perform.
A visit is planned
Assistant preparesRecord the approved seasonal work order and schedule.
Your team decidesScope, crew assignment and site priorities.
The customer requests an addition
Assistant preparesCapture the request and connect its supporting material.
Your team decidesWhether a quote or site review is required.
The manager reviews
Assistant preparesPrepare the current order alongside the requested change.
Your team decidesScope, pricing and whether the addition is accepted.
Instructions are updated
Assistant preparesDistribute the approved revision and obtain acknowledgment.
Your team decidesWhen the revised work should enter the schedule.
Illustrative example — not a client record
A mulch request awaiting work-order approval
Use a change record to preserve the customer's request without adding it to the crew's scope prematurely.
- Site and visit
- Example entryLS-019; spring maintenance visit for Site B.
- What to provide or checkConnect the request to the planned service.
- Approved work
- Example entryCurrent order includes bed cleanup; mulch replacement is not listed.
- What to provide or checkIdentify the starting scope.
- Customer request
- Example entryCustomer asks to add mulch and supplies photos of two beds.
- What to provide or checkCapture the addition and its source.
- Review status
- Example entryOperations lead is reviewing the request; no revised order issued.
- What to provide or checkShow whether the change has been authorized.
- Next action
- Example entryAssistant follows up with the operations lead and distributes any approved revision.
- What to provide or checkAssign follow-through without deciding scope.
Ready to hand over when: The operations lead can compare the approved work and requested addition, find the supplied photos and see that the crew has not been given an unapproved instruction.
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
Do seasonal changes create repeatable office work?
A useful fit when
- Your team manages recurring sites alongside customer additions and changing service windows.
- Supervisors can provide approved work orders and reliable schedule updates.
Discuss the setup first
- You need landscape design, treatment advice or independent field supervision.
- Crews receive changes through conflicting channels without one current work-order record.
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Your landscape team owns the field decisions.
Give the assistant a named reviewer for scope changes and a reliable source of schedule updates.
- Design, plant care, treatment and safety judgments stay with qualified field personnel.
- Your team approves quotes, scope additions and changes to crew instructions.
- Weather-related operating decisions and on-site quality checks remain with your supervisors.
Bring a work order that changed midweek.
- 01Your seasonal plan and a typical site work order.
- 02How weather changes and customer additions are approved.
- 03Scheduling and document tools plus required role experience.
- 04Customer communication rules, hours and field escalation contacts.
Recruit. Prepare. Hand over.
Recruited for you. Trained for your industry.
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.
Choose the support behind your hire.
Managed assistant
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportDirect hire
We 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.
Before you bring someone on
- Can an assistant help with weather-related rescheduling?
- Yes. Once your supervisor determines the changes, the assistant can update records, contact affected customers and track confirmations. Field conditions and operating decisions stay with your team.
- Can they track additional work requested by a customer?
- They can capture the request, supporting material and current work order, then follow it through your approval process. A requested addition stays separate from authorized crew instructions.
- Can the role cover both maintenance and seasonal projects?
- Discuss the mix and workload during matching. Separate records for recurring service and project changes help your operations lead set priorities and keep instructions clear.
- How do you prepare for our landscaping business?
- We discuss your service cycle, tools, skills, hours and preparation needs. KTD recruits and prepares for the niche and agreed responsibilities before handoff, including the way your team reviews changes.
- How does hiring work?
- Managed support is a dedicated, full-time assistant through KTD with ongoing team support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. We agree scope, hours and terms in advance.
Keep the approved work clear as the season changes.
Show us where customer requests and field updates create office work. We will shape an assistant role around your seasonal schedule and approval process.
A different kind of business?
Explore other ways to organize the work around your team.