FlowFix Team
Scaling Your FanFix Agency: Hiring & Onboarding Virtual Assistants with FlowFix
May 16, 2025
Scaling Your FanFix Agency: Hiring & Onboarding Virtual Assistants with FlowFix
As FanFix agencies grow, managing routine messaging tasks, customer service, and administrative work can become overwhelming. Virtual assistants (VAs) help lighten the load—but only if you onboard and train them effectively. In this guide, we’ll show you how to hire VAs specifically skilled for FanFix agencies, create standardized operating procedures (SOPs), configure role-based permissions in FlowFix, and monitor performance. By the end, you’ll have a scalable VA framework that maintains quality and consistency, allowing your agency to focus on strategy and creator growth.
Why Use Virtual Assistants for FanFix Agencies?
1. Cost Efficiency: VAs typically cost 30–50% less than full-time staff while providing 24/7 coverage (different time zones).
2. Task Delegation: Let VAs handle routine work—message scheduling, fan segmentation tagging, basic customer inquiries—so senior staff can focus on high‑value activities.
3. Flexibility: Scale up or down quickly based on workload, campaign launch schedules, or creator demand.
However, without proper onboarding and oversight, VAs can introduce inconsistencies. FlowFix’s built‑in features help mitigate this risk.
Step 1 – Define VA Roles and Responsibilities
Before recruiting, clarify which tasks you want VAs to own. Common roles include:
1.1 Messaging VA
- Tasks:
- Schedule and send scripted messages (welcome sequences, promo blasts).
- Monitor message replies and escalate complex queries.
- Tag new fans based on engagement (e.g., “HotProspect,” “NeedsFollowUp”).
1.2 Data Entry & Tagging VA
- Tasks:
- Maintain accurate fan and creator records (update profile fields, apply special tags).
- Run daily data hygiene tasks (remove duplicates, merge records).
- Maintain product catalogs (update PPV titles, prices).
1.3 Customer Support VA
- Tasks:
- Respond to general inquiries (billing, technical issues) via in‑app chat or email.
- Triage and escalate tickets to senior staff.
- Document recurring issues in FlowFix’s “Support Ticket” module.
1.4 Social Media Coordinator VA
- Tasks:
- Curate and schedule social posts promoting creator content.
- Engage with comments and DMs on Instagram and TikTok.
- Update social metric fields in FlowFix after weekly sync.
Clearly defining roles ensures VAs know their focus areas and you can set up precise permissions in FlowFix.
Step 2 – Hire the Right Virtual Assistants
Finding VAs experienced with the creator economy and CRM platforms can be challenging. Use these strategies:
2.1 Draft a Detailed Job Description
- Platform: Post on Upwork, Fiverr, and specialized communities like r/RemoteWork.
- Key Requirements:
- Prior experience managing OnlyFans or FanFix creator messaging.
- Familiarity with CRM systems (experience with FlowFix is a huge plus).
- Excellent written English (for scripting personalized messages).
- Basic data analysis skills (able to run filters and generate simple reports).
Sample Job Posting Excerpt:
Position: FanFix Virtual Assistant (Messaging & Data Entry)
Responsibilities:
- Schedule daily messaging blasts using FlowFix
- Tag fans based on engagement and purchase history
- Update creator and fan profiles with accurate data
- Respond to basic support queries via in‑app chat
Requirements:
- 1+ year of experience in creator economy or CRM management
- Familiarity with FlowFix or similar CRM platforms
- Strong written communication and interpersonal skills
- Ability to work in EST morning hours (8 am–12 pm EST) for overlap with our core team
How to Apply: Send your resume + 2 sample email scripts for a hypothetical “welcome” message to a new subscriber.
2.2 Screen Candidates Effectively
- Test Assignment: Give them a small task—“Create a 3‑step welcome sequence in FlowFix, including merge tags and conditional logic. Explain your tagging logic.”
- Interview Questions:
1. “How would you tag fans who spend more than $50 but haven’t responded to any messages this month?”
2. “Describe a time you resolved a billing inquiry for a creator or fan.”
3. “Which FlowFix modules do you consider essential for day‑to‑day operations?”
By focusing on practical tests and scenario questions, you gauge their ability to handle real‑world tasks.
Step 3 – Create Standard Operating Procedures (SOPs)
Once hired, VAs need clear, written guidelines. FlowFix’s built‑in “Docs” module can house your SOPs, ensuring everyone accesses the latest version.
3.1 Messaging SOP Example
1. Objective:
- Send welcome sequence to new subscribers within 24 hours.
2. Workflow:
1. Check New Subscribers:
- Log into FlowFix → Go to “Contacts” → Filter “Tag = NewSubscriber & Tagged Within Last 24 Hours.”
- Export the list (CSV).
2. Load into Messaging Campaign:
- Go to “Campaigns” → “New Sequence” → Select “Welcome Series.”
- Upload CSV or use the “Tag” filter directly.
3. Schedule Messages:
- Day 1: Send “Welcome Email #1” at 10 am local time.
- Day 3: Send “Welcome Email #2” at 10 am local time.
- Day 5: Send “Exclusive Offer” if no message opened yet.
4. Monitor Responses:
- Check “Replies” tab daily.
- If a fan replies with a question about pricing, forward to Senior Support VA and tag the fan “NeedsFollowUp.”
5. Tag Completion:
- After Day 5, apply “WelcomeSequenceComplete” tag to each fan.
3. Templates & Merge Tags:
- Provide exact email templates with placeholders (`{{fan_name}}`, `{{subscription_date}}`, etc.).
- Include screenshot of how to insert merge tags in FlowFix’s template editor.
3.2 Data Entry SOP Example
1. Objective:
- Ensure fan and creator profiles remain accurate and up to date.
2. Workflow:
1. Daily Data Check (9 am EST):
- Run a “Missing Data” filter: `IF email == null OR phone == null THEN include`.
- Report results to Data Manager via FlowFix’s “Scheduled Report” feature.
2. Merge Duplicate Records:
- Go to “Contacts” → “Duplicates” → FlowFix flags potential duplicates.
- Review each pair; choose the master record, merge data fields.
- Document merge reason in “Merge Notes” field.
3. Apply Tags:
- After resolving duplicates, run “Tag Update” script:
- Save and schedule weekly.
4. Update Creator Fields:
- Weekly, pull a CSV of creators without “TikTok Handle” or “Instagram Handle.”
- Research and populate via “Bulk Edit” in FlowFix.
3. Templates & Resources:
- Provide a shared spreadsheet template with columns:
fan_id | field_to_update | new_value | reason_for_change |
|---|---|---|---|
101 | Corrected typo in email address | ||
102 | subscription_status | canceled | User requested cancellation |
103 | phone_number | +1-555-321-9876 | Updated per user support request |
104 | tags | VIP,HighSpender | User upgraded tier |
105 | notes | Flagged for review | Suspected bot activity |
- Include a short screencast link on “How to Merge Records.”
3.3 Customer Support SOP Example
1. Objective:
- Respond to general support tickets within 4 hours; escalate urgent issues to Senior Support VA or Manager.
2. Workflow:
1. Ticket Triage (8 am, 12 pm, 4 pm EST):
- Open “Support Tickets” module → Filter “Status = New.”
- Categorize by “Issue Type” (Billing, Technical, Content Request).
- Respond to Billing/Technical using pre-approved scripts.
- If “Content Request,” forward to relevant creator liaison and tag “Pending Liaison Response.”
2. Escalation Path:
- If a ticket contains “chargeback” or “legal request,” immediately tag “Escalate” and notify Senior VA.
- Use “Priority Flag” (high, medium, low) to order tasks.
3. Closing Tickets:
- Once resolved, change status to “Closed” and add resolution note: “Issue: {{issue_type}}; Resolution: {{resolution_details}}; Time Taken: {{hours_taken}}.”
- Fans who opened a ticket receive a “Feedback Survey” email template one day after closure.
3. Templates & Resources:
- Include canned responses for common issues (downloadable .doc or .pdf).
- List “Escalation Contacts” with Slack handles and email addresses.
Step 4 – Configure Role‑Based Permissions in FlowFix
FlowFix’s Role‑Based Access Control (RBAC) ensures VAs only see and modify data relevant to their role.
4.1 Create VA Roles
1. Go to “Team Settings” → “Roles & Permissions.”
2. Define Roles:
- Messaging VA:
- Permissions: View/Edit “Contacts,” “Tags,” “Messaging Templates,” “Campaigns.”
- Restrictions: No access to “Billing,” “Settings,” or “Consent Logs.”
- Data Entry VA:
- Permissions: View/Edit “Contacts,” “Tags,” “Data Imports,” “Export.”
- Restrictions: No access to “Messaging Templates” or “Campaigns.”
- Customer Support VA:
- Permissions: View/Edit “Support Tickets,” “Contacts,” “Tags.”
- Restrictions: No access to “Campaigns,” “Billing,” or “SOP Documents.”
- Social Media Coordinator VA:
- Permissions: View/Edit “Social Metrics,” “Posts,” “Schedules.”
- Restrictions: No access to “CRM Contact PII,” “Billing,” or “Payment Data.”
4.2 Assign Roles to VA Accounts
- For each VA’s FlowFix user account, select the appropriate role.
- Example: VA “Alice” → Role “Messaging VA.”
- Review: From “Team Settings” → “Users,” ensure “Alice” cannot view “Billing” or “Settings.”
Step 5 – Train VAs Using FlowFix’s Training Resources
Hands-on training accelerates onboarding. Use a mix of documentation, video walkthroughs, and live sessions.
5.1 Onboarding Checklist
1. Day 1:
- Complete FlowFix “Getting Started” tutorial.
- Read all SOPs in the “Docs” module.
- Watch the “Messaging Campaign Setup” screencast (15 minutes).
2. Day 2:
- Shadow a senior team member—observe them send a campaign and tag fans.
- Create a test contact and practice applying tags and sending a message.
3. Day 3:
- Perform a supervised “Live Campaign” under guidance: send to 10 test fans, verify open & click metrics.
- Handle a mock support ticket using the SOP docs.
4. Day 4–5:
- Independently run a “New Subscriber” welcome sequence. Senior VA reviews accuracy.
- Merge duplicate records in a sandbox environment; senior VA audits changes.
5.2 Ongoing Training
- Weekly 30‑Minute Sync: Review new FlowFix features, update SOPs if necessary.
- Monthly Performance Review: Check VA’s accuracy on data entry, response time on support tickets, and campaign error rates (e.g., bounce rates, typo checks).
- Continuous Improvement: If an SOP step changes (e.g., new email template format), update the “Docs” module and notify all VAs via Slack.
Step 6 – Monitor VA Performance and Provide Feedback
FlowFix provides reports and audit logs to track what VAs do—and how well they do it.
6.1 Use the “Audit Trail” for Accountability
- Under Settings → Security → Audit Trail, filter by user to see each VA’s actions:
- “Alice updated `fan.tags` on 2025‑05‑01 09:15 AM.”
- “Bob merged record `fan_1234` into `fan_5678`.”
6.2 Track Key Performance Indicators (KPIs)
- Messaging VA KPIs:
- Campaign Accuracy Rate (percentage of campaigns sent with no broken links or merge tag errors).
- Average Reply Time (time between ticket creation and first VA response).
- Data Entry VA KPIs:
- Data Accuracy (percentage of records merged correctly—target ≥ 98%).
- Tagging Accuracy (percentage of fans tagged correctly based on criteria).
- Support VA KPIs:
- First Response Time (target < 2 hours).
- Ticket Resolution Rate (percentage resolved within SLA—target ≥ 95%).
Generate weekly reports in FlowFix by filtering “Audit Trail” and “Campaign Reports” for each VA.
Step 7 – Scale Smoothly with Continuous Optimization
As you add more VAs or expand services, refine processes to ensure consistency.
7.1 Use FlowFix’s “Templates” for Rapid Deployment
- New Campaign Template: Store a standardized “Welcome Series” template that new Messaging VAs can clone and deploy without rebuilding from scratch.
- Tag Automation Templates: Save frequently used tag rules (e.g., “Superfan Rule,” “Dormant” Rule) so they can be imported quickly when onboarding a new VA.
7.2 Centralize Communication Channels
- Use Slack channels (e.g., `#va-messaging`, `#va-support`, `#va-data`) to coordinate. Pin links to SOP docs and relevant FlowFix dashboards.
- Use FlowFix’s “Comments” feature on specific campaigns or tickets to provide real-time feedback.
7.3 Conduct Quarterly Process Audits
- Review SOPs: Ensure documentation matches FlowFix’s current UI.
- Update Role Permissions: If new features are released (e.g., new “AI‑Powered Tagging”), determine which roles need access.
- Evaluate Workloads: If Messaging VAs have too many campaigns, consider hiring an additional VA or shifting tasks to Data Entry VAs.
Conclusion
Scaling your FanFix agency with virtual assistants is achievable when you have clear roles, robust SOPs, and the right CRM infrastructure. FlowFix’s role‑based permissions, automated tagging, and audit logs provide the guardrails you need to maintain quality as you delegate. By following this guide—defining VA responsibilities, hiring strategically, creating thorough SOPs, configuring permissions, and continuously monitoring performance—you’ll free your core team to focus on strategic growth while VAs handle day‑to‑day tasks seamlessly.
Next Steps:
1. Draft VA Job Postings: Publish on niche platforms today.
2. Set Up SOPs in FlowFix Docs: Create dedicated folders for each VA role.
3. Configure Roles & Permissions: Complete within 48 hours so new hires can start training immediately.
With this framework, your agency will be well‑positioned to scale while maintaining the high level of service that creators expect.