For established online course businesses

Virtual assistants for online course creators

Give learners a clear next step without making the creator answer every administrative question. Your assistant can coordinate access requests, course records and launch tasks. We recruit and prepare them for your course business and agreed responsibilities before handoff.

Find your assistant

Separate a learning question from an access problem.

A learner may need an explanation of the lesson, a missing download or a corrected enrollment record. Those requests need different owners. Routing all three to the creator makes the inbox harder to use.

An assistant can resolve the administrative work covered by your rules and bring content, payment exceptions or technical faults to the right person with the relevant record.

The work to hand off

Keep the learner and launch administration organized.

Enrollment and access requests

Compare an access request with the enrollment record, course version and instructions your team uses. Send routine guidance or prepare the discrepancy for the person who can change access.

What you get back: A support record that distinguishes enrollment, access and content questions

Course content administration

Organize the lesson files and links you have approved, track replacements and check that the intended materials are attached to the correct course or cohort.

What you get back: An update checklist with source files and review status

Live-session logistics

Maintain the session calendar, time-zone information and joining instructions. Follow up on attendance or recording-access questions using the rules for that cohort.

What you get back: A session readiness list and unresolved learner questions

Launch task coordination

Track the dates, assets and owners in your launch plan. Gather confirmations for links, emails and bonus materials; flag dependencies before something is marked ready.

What you get back: A launch checklist showing what is confirmed and what needs a decision

Illustrative workflow

Turn one learner-access question into a complete support handoff.

The aim is to identify the relevant record before changing an account or promising an exception.

The request arrives

Assistant preparesRecord the course, stated issue and the learner's requested outcome.

Your team decidesWhat identity checks and information the support process requires.

Records are compared

Assistant preparesCheck the permitted enrollment and access records against the request.

Your team decidesWho may correct an enrollment or change access.

The issue is categorized

Assistant preparesUse the approved response for routine navigation; collect evidence for a discrepancy.

Your team decidesWhether the issue needs the educator, billing owner or platform specialist.

An owner resolves the exception

Assistant preparesLog the instruction and send the agreed follow-up.

Your team decidesRefunds, extensions, technical changes or content advice.

The record is closed

Assistant preparesNote the resolution and whether the learner confirmed access.

Your team decidesWhich recurring issue should change the course support instructions.

Illustrative example — not a client record

A course-access exception record

This example distinguishes an enrollment mismatch from a broken lesson link.

Requested material: Example entryIllustrative learner request: workbook for the October cohort.; What to provide or checkRecord the specific course, cohort and resource.
Enrollment record: Example entryThe permitted record shows the September cohort.; What to provide or checkUse the enrollment source your support process trusts.
Observed access: Example entrySeptember workbook opens; October workbook is unavailable.; What to provide or checkDescribe what was observed rather than diagnosing the platform.
Exception question: Example entryWas this learner approved to transfer cohorts?; What to provide or checkIdentify the policy decision needed before changing access.
Decision owner: Example entryCourse operations owner to confirm the transfer; assistant to relay the outcome.; What to provide or checkState who can approve the exception and who follows up.

Ready to hand over when: The owner can decide the cohort question and the assistant knows which response to send without granting access by assumption.

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

Is learner operations a steady part of the business?

A useful fit when

An active student base or repeated cohorts generate enrollment, access and scheduling work between launches.
You have a course owner and clear policies an assistant can use for routine requests.

Discuss the setup first

A first course with occasional inquiries may not yet create enough work for dedicated full-time managed support.
If the bottleneck is course design, paid acquisition or platform engineering, name that specialist work separately during matching.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Keep learning and commercial decisions with their owners.

An assistant can make support easier to manage without independently changing your educational or sales offer.

Curriculum, assessment, learner advice and completion credentials are controlled by your teaching team.
Refunds, access extensions, pricing and promotional claims follow your approval rules.
Platform administration, account permissions and automation changes require an explicitly scoped skill and access level.

Bring one learner journey and the requests around it.

01Your course and cohort list, enrollment fields and access rules.
02Examples of routine learner questions and responses you have approved.
03The escalation contacts for teaching, billing and platform issues.
04Your launch or update checklist, tools, support hours and privacy requirements.

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 support

Direct 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 hiring

The 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 answer students directly?: Routine administrative questions can be included using your approved guidance. Teaching questions, complaints requiring judgment and exceptions to your policies go to the named owner with a concise record.
Do you build the course itself?: This page focuses on the operation around an existing course. Curriculum design, specialist course production and complex platform configuration need their own scope and skills discussion.
Can the role cover Kajabi, Teachable or another platform?: Tell us which platform and actions the role requires. Required experience, account permissions and preparation time are agreed during matching; we do not assume one assistant already knows every course platform.
Can the assistant help with a launch?: They can maintain the launch checklist, coordinate assets and track confirmations. Give them the current plan and approval owners. Start dates, coverage during launch periods and any technical responsibilities need to be agreed in advance.
What hiring arrangement fits course operations?: Managed support gives you a dedicated, full-time assistant with ongoing team support for a monthly fee. Direct hire covers recruitment and training for a placement fee. We discuss the recurring workload, hours and terms before selecting the arrangement.

Give your course operations a clear owner.

Bring the learner requests and launch tasks that keep returning to you. We will help shape a role around the work and your decision rules.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

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