Check out our FAQ below.
General
What is a Virtual Assistant?
A virtual assistant (VA) is someone who helps with tasks like managing emails, scheduling, bookkeeping, and social media, all done remotely.
How do I know if a Virtual Assistant and Shadow Admin is right for me?
A virtual assistant from Shadow Admin is right for you if you're struggling to keep up with admin tasks, need bookkeeping support, or help with social media. Our VAs are skilled in many areas and can step in to help you manage your workload.
When can I expect Shadow Admin to start?
After you book a free discovery call and we understand what you need, we’ll match you with a suitable VA. The onboarding process is quick, and your VA can start within a few days, depending on what you need and their availability.
How will my information be stored? Will we share logins?
This is an important question. We often hold private and confidential information such as passwords, login info, and debit card details.
Our bookkeepers have access to Xero software and bank accounts. To ensure the security of your data, we use LastPass, a premium paid program.
Each VA has their own login, which is secured with two-factor authentication (2FA). Our policy is not to share bank access login info. Each VA has their own logins and user accounts set up directly with the bank to maintain security.
Will I get to see how many hours my Virtual Assistant does for me?
Of course. We use a program called Teamwork to manage client work, track hours, and keep everything organized. We provide monthly time reports with invoices if requested. You can also request a time report at any time during the month by emailing Toyah and giving her 2 business days' notice.
Are my unused hours rolled over?
When we create your proposal and packages, we estimate the hours needed over a 6-month period. Sometimes, the actual hours used might be more or less than forecasted, but it generally balances out. Because of this, we do not roll over unused hours.
What if I need help outside of your hours?
No worries – you’re a tradie, and we get it. You’re on site early and might need support in the morning before you pick up your tools. Our usual work hours are 8 am – 5 pm, but we are flexible. When you meet with Toyah, let her know what times you need support, and we’ll make it work.
Do you use specific programs?
The programs we use depend on the areas of support you need. For example, we use Xero for all bookkeeping and payroll services. During our discovery and onboarding meetings, we will discuss the tools we will use to complete your tasks.
How do I get started with Shadow Admin?
We offer a free discovery call where we discuss your business, your needs, and how we can help. After the call, you’ll receive a proposal and our terms of service. We understand decisions take time, so we follow up with you 2-5 days after sending the proposal.
bookkeeping
I don't use Xero, what are my options?
Shadow Admin is a Xero Partner, and Xero is our preferred method for bookkeeping and payroll services. We can set you up with a Xero account at a great rate and help you get acquainted with the program. If you prefer not to use Xero, we'll help you find a VA that works with other software.
Is Shadow governed under Anti Money Laundering laws?
Yes! If we provide you with bookkeeping services, we are obligated by NZ law to complete AML checks. This is a quick and easy process using a third party. We do not store any of your information on file, and Shadow Administration covers this cost.
social media & Websites
How does the social media stuff work?
Social media can be confusing if you're not used to it, and coming up with ideas can be challenging.
Our Creative VA will work with you each month to come up with content ideas that suit your goals and target audience. She will put these into a simple Content Calendar you can access. Once the content is ready, she shares it with you for approval before scheduling. You get one round of edits to your monthly content with all our social media packages.
I don't have any social media accounts set up. Can you do that?
Absolutely! We can set up any social media accounts you need and make sure you have access to them. We can also design all the banners and profile pictures for these accounts.
There are so many website programs. Which one do you use?
We love Rocketspark. It’s a great NZ-owned (or is it just based?) business that we use to build beautiful websites. If you want to go with another platform, we can also help with WordPress, Shopify, Wix and Squarespace.
Can you come on-site and take pictures of our projects?
This service is location-dependent. You can cover this in your free call with Toyah to see if we can make it work.
Ready to take the next step?
Book your free discovery call today.
