Free Virtual Assistant Checklist Template
A Virtual Assistant Checklist covers the onboarding steps and recurring admin tasks a VA runs across inbox, calendar, CRM, invoicing, travel, and weekly close.
Share template
Work piles up in the gaps between messages, meetings, and money, then every small handoff turns into another round of explaining. The Virtual Assistant Checklist keeps the work in one place as a project board, so onboarding and day to day admin doesn’t rely on memory or a half-read thread, and the order stays clear even when access and passwords need a plan. The board uses ledger blue with honeyed oak accents under Raleway headings, which gives each stage a signpost without turning the work into a fire drill.
Each column names a slice of executive support and the cards spell out what “handled” means. Onboarding starts with access details, preferred tools, inbox rules, calendar cleanup, a CRM backlog audit, and a security approach, then the work moves through Inbox and calendar, CRM and leads, Finance and invoices, and Travel and meetings, ending with Weekly review and close so nothing gets left open at the end of the week... including a summary and next steps.
- Onboarding Cards cover access details, preferred tools, inbox rules, calendar blocks, a CRM backlog audit, and a security and password plan before recurring work starts.
- Inbox and calendar Tasks focus on triage, flagging client emails, meeting scheduling and confirmations, and keeping calendar blocks up to date.
- Finance and invoices Cards walk through an invoice run, chasing overdue payments, and reconciling payments in the accounting file.
- Travel and meetings Tasks move from travel research to booking and confirmations, then meeting agendas, minutes, and an action list.
- Weekly review and close Cards capture a weekly catch-up list, status updates, file organisation and archiving, plus a summary report and next steps.
The board comes with 21 cards, so the main changes are your own dates and the right owner on each card. Add whoever’s doing the work to the project, assign the tasks, and run the columns in order so scheduling blocks, lead updates, invoice runs, and follow-ups land where you can find them later.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
6 columns carrying 21 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Onboarding | The column covers access details, preferred tools, inbox rules, calendar blocks, and a security plan, so the VA can start without a long back-and-forth. Add your own dates and assign each card to the right person before work begins.
|
Inbox and calendar | The column holds inbox triage, flagged client emails, scheduling, and calendar block maintenance. Adjust the card owners to match who replies, who schedules, and who confirms.
|
CRM and leads | The column tracks CRM updates from emails and meetings, plus lead cleanup like deduping and tagging. Change the cards to match the CRM fields and tags you actually use.
|
Finance and invoices | The column runs through sending invoices, following up overdue payments, and recording outcomes before reconciling. Update the steps to match your invoice cadence and where payments get recorded.
|
Travel and meetings | The column covers travel research, itinerary drafts, bookings, meeting agendas, minutes, and action lists. Swap in your usual approval points before anything gets booked.
|
Weekly review and close | The column finishes the week with a catch-up list, status updates, file archiving, and a summary report with next steps. Edit the summary card so the report matches what you want to see each week.
|
What happens when you install it
- A project is created with its board, 6 columns and 21 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Founders, consultants, agencies, and busy teams bringing in a virtual assistant to take over inbox & calendar, CRM upkeep, invoicing follow-ups, and meeting admin without dropped details.
Questions about this project template
What should a virtual assistant checklist include?
A virtual assistant checklist usually includes onboarding access steps and repeatable admin tasks, organised in the order the work gets done. This board covers onboarding, inbox and calendar, CRM and leads, finance and invoices, travel and meetings, plus a weekly review and close.
What do you need from me on day one to start?
Day one usually means access details, your preferred tools, and a plan for security and passwords. The onboarding column also includes inbox rules, calendar cleanup and scheduling blocks, and a quick CRM backlog audit.
How do we handle access and passwords without it getting messy?
Access works best when one place holds the plan for what gets shared, how it’s stored, and what changes when tools or people change. The onboarding column includes a specific step to confirm a security and password access plan before ongoing work begins.
If someone is in my inbox, what do they reply to and what do they leave for me?
Inbox coverage needs a clear triage and flagging routine so important messages don’t get buried and sensitive replies don’t go out unchecked. The inbox and calendar column focuses on triage, flagging client emails, scheduling, and confirmations, leaving reply rules to your own requirements.
What’s the difference between a virtual assistant checklist and an SOP?
A checklist names the steps to run and the order to run them in, while an SOP explains how to do each step in detail. This board works as the checklist layer, with cards you can expand if you want longer instructions.
How do you structure recurring admin work week to week?
Recurring admin work usually ends with a review step that checks what got done, what’s still open, and what needs follow-up. The weekly review and close column includes a catch-up list, status updates, file organisation, and a summary report with next steps.
Start free today
Your entire business, one login away
No credit card required. No contracts. Just the tools you need to run, grow, and automate your business with Super Work AI.
No credit card required
