Michelle works with frustrated virtual assistants who are consistently showing up online but are not seeing that effort turn into booked clients. She helps them refine their messaging, clarify their positioning, and create content that speaks directly to their ideal clients. Through a simple, step-by-step approach rooted in audience psychology, Michelle helps virtual assistants become the obvious choice in their niche rather than blending into the noise.

Goals

Michelle, a Virtual Assistant Mentor, was referred to me by my business coach because she needed support setting up her CRM in a way that felt clear, professional, and scalable. At the time, she did not have a structured CRM in place and was managing client onboarding and offboarding manually, without defined systems or processes.

As a mentor working closely with clients, Michelle needed a backend that could support a high-touch experience while still protecting her time. The goal was to build a CRM that created clarity for both her and her clients while ensuring every step of the client journey was intentional, consistent, and easy to manage.

The main goals of this project were to:

• Build a CRM from scratch inside Dubsado
• Create a clear, structured onboarding and offboarding process
• Reduce manual admin and decision fatigue
• Ensure a professional, seamless client experience at every stage

Approach

This project focused on designing Michelle’s client journey first, then building the systems to support it. Rather than adding tools or automation for the sake of it, every element was created with intention and ease of use in mind.

We mapped out how Michelle wanted her clients to move through her services, from the initial inquiry to final offboarding, and then built Dubsado to support that flow. Every form, workflow, and automation was designed to simplify her day-to-day operations while maintaining the personalised experience she is known for.

Solutions

CRM Setup – Dubsado

We built Michelle’s CRM completely from the ground up. This included:

• Structuring her services and packages within Dubsado
• Creating all core forms, including inquiry forms, proposals, contracts, and client questionnaires
• Designing automated workflows to guide clients through onboarding and offboarding
• Setting up clear triggers and processes to ensure nothing is missed

The CRM now acts as a central hub for managing client relationships, timelines, communication, and key business processes with clarity and confidence.

The Results

Michelle now has a fully customised CRM that supports both her business and the premium experience she delivers to her clients.

Her onboarding and offboarding processes are streamlined, consistent, and largely automated, reducing repetitive admin while ensuring every client receives the same thoughtful, professional experience. With clear workflows and centralised client information, she can confidently manage her client journey without worrying about missed steps or manual follow-ups.

By replacing scattered processes with an organised backend, Michelle has more time to focus on mentoring her clients, growing her business, and delivering exceptional results, knowing her systems are working seamlessly behind the scenes.