FROM CHAOS TO CALM
What to expect
Getting Ready for Ongoing VA Support
All Monthly Maintenance packages require completed onboarding (Tier 2 – Bathing & Drying) to ensure your systems are fully optimized. Alternatively, if you already have documented SOPs outlining the VA’s responsibilities, we can start there.
STEP 1
Post Onboarding
We’ll begin by reviewing your SOP (if provided), or by continuing directly from your "Bathing & Drying" setup. This step ensures we’re aligned on expectations and systems are primed for efficiency..
STEP 2
Slack Setup & Communication
We’ll set up your dedicated Slack channel to serve as our central hub for updates, questions, and collaboration. You’ll hear from us regularly, without clogging your inbox.
STEP 3
VA Task Integration
Your Groomer VA will be introduced to your systems and will begin handling designated tasks, such as scheduling, client communication, email campaigns, or Google profile upkeep—whatever you’ve prioritized.
STEP 4
Daily, Weekly & Monthly Routines Begin
We follow a structured rhythm: • Daily (reactive support): scheduling updates, confirmations, and client messages • Weekly (proactive planning): task review, priorities, and progress updates • Monthly (strategic oversight): check-in call, metrics/needs review, and rolling hour balance
STEP 5
Ongoing Support & Adjustments
As your business evolves, so can our support. You’re free to scale your hours, shift priorities, or add new tasks. Pause or cancel anytime. We’ll keep your systems sharp and communication flowing.
AT GROOMER SUPPORT SERVICES
We are not just about task execution but about building a partnership based on transparency, trust, and tailored support. We provide clear communication through updates and use real-time data to show how changes positively impact your business, from increased website traffic to improved client engagement.
“THE MONTHLY MAINTENANCE GROOM”
Virtual Assistant Support for Groomers, by Groomers
Scope of Work / What’s included
Client communication + appointment flow
Reply triage for texts/emails/calls within 24–48 hours (often sooner)
Confirmations (manual + automated) and reminder follow-through
Follow-ups for missing info, “wrong service booked,” and booking clean-up
Scheduling + calendar protection
Booking, reschedules, waitlist fills, gap-filling
Look-ahead checks to prevent overbooking and flag issues early
Booking quality control so appointments match time blocks, coat type, and policies
Client records + organization
Client/pet notes, tagging, and code updates (behavior/coat flags, etc.)
Light client segmentation updates and CRM hygiene
Billing + admin follow-through
Unpaid invoice follow-ups (based on your preferences)
Card-on-file / prepay support (if you use it)
Weekly proactive support
Schedule audit (looking ahead)
Light automation tune-ups (small improvements, not full rebuilds)
Review responses (if included in your plan)
Monthly strategic support
Optional monthly check-in (goals + upcoming busy season planning)
One-month-out capacity/schedule audit
Google Business Profile baseline upkeep (posts/photos if included in your plan)
CovErage days
10 hour package: Monday–Friday coverage
15+ hour packages: Monday–Saturday coverage
What’s not included
To keep Monthly Maintenance focused (and your hours used wisely), these are not included unless we agree in writing / quote separately:
Big rebuilds or new system implementations (those belong in Bathing & Drying)
Website design/development, branding projects, or SEO overhauls
Paid ads management
Legal/financial advice
On-site work or answering business phones live in real time
Large special projects (quoted separately or billed hourly)
How “hours” work
Your plan includes a mix of base hours (set weekly/monthly tasks) plus flex hours for daily volume (messages, reschedules, booking cleanup, etc.). Daily needs vary week to week, so that time is pulled from the flexible pool.
Important: To book this package, you must complete onboarding (Tier 2: Bathing & Drying) so we’re working from optimized systems. If you already have documented SOPs outlining your VA tasks, we can skip onboarding.
Haley: For inquire for custom hours package, should I have it go to a video call to discuss needs? Should I have them fill out a questionnaire to get a better sense of their needs and then end with a call sign up? Or should I have them email me? Should I create a custom service that will initiate next steps, whatever it be?
Haley: Backend process flow
Buyer purchases VA support package, usually directly sent at my recommendation, so probably having each of the hourly packages set up as a custom page that I can just link and share to would be helpful.
Once they've bought the package, it'll be a one-time payment and it will be submitted through Squarespace. For the following month's purchase, I will have to send them the QuickBooks Auto Pay setup before the month end & prorate appropriately, since billing is always on the 10th of each month
They should have already onboarded with me, so no contract, onboarding questionnaire or joining Slack should be needed at this point.
In essence, we should already have a cadence and communication on Slack, so getting them into the monthly VA support should be fairly straightforward. They may not even need to book through Squarespace now that I'm thinking about it. I could just onboard them directly through QuickBooks for billing. In that case, this page is more informative to people curious about what this service is.
WHAT THEY’RE SAYING
“Jess took a huge weight off our shoulders. From scheduling to SOPs to staff training, she transformed our business behind the scenes. Everything runs smoother, and my team feels so much more supported. I can’t imagine doing this without her.”
