Should you hire a VA or get a scheduling assistant

As your coaching business expands, a scheduling assistant becomes essential. Should you opt for a real assistant or an automated program? Read more.

Scheduling assistant

Soon after setting up your coaching business and getting your sales systems working, you’ll experience the first scheduling bottleneck. It all seems pretty easy to do manually until the numbers grow and we start missing an appointment or two. 


Suddenly it feels like things cannot run smoothly without a scheduling assistant.


But which one should you get? A real one or an automated program?

1. Scheduling Assistant - first automate

The first thing you want to do is to look at what kind of automation can help you. 


Most coaches will benefit from integrating their work calendar with scheduling software. It’s important that this is the first thing you do. A scheduler will take you to the first stage, which is getting rid of the email ping-pong to fix appointments. 


As a first step, this will already release some time. So first take the time to think about the various types of appointments you book. A good place to start is by defining the various durations and goals of the online calls. Once you list these you’ll have an overall view of the kind of flexibility you need to have in your scheduler. 


The next step is to find a tool that offers you the flexibility you need. Schedulers get more expensive with every booking page you add and feature you upgrade so it’s important to be clear about what you need or you could end up paying a lot of money for features you don’t use. You could also opt to cap your expenses by picking a platform like CoachVantage, which integrates a highly flexible scheduling system with your day-to-day coach business admin, such as invoicing, coaching logs, resource library and onboarding pages with automated payment systems. 

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Going for the scheduler integrated within CoachVantage will save you money because you don’t need to pay for a lot of different tools and apps to administer your business.


2. Do you still need a real assistant

Once you’ve figured out your administrative systems and set up your scheduler, how does your business feel? Are you still stretched? Do you still need to release more time in your business?


If your answer is yes, you should certainly hire an assistant. The great thing is that if you already set up your systems as per step 1, your assistant can just slip into your systems and a hand-over will be super fast and easy.


With the CoachVantage Aha! And Team Plans, you can add team members like an admin assistant or VA to your account, with their own permissions, so that they can help set the admin things up for you in the system. You can also save time training your VA by booking her a demo with us and we’ll take care of training her for you. 


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