VA Command Center · Instruction Guide

Welcome — start here, VA.

This is your day-one manual for the VA Command Center: your first day in order, every section of your desk explained, and a worksheet to work from on every shift. You do not need anything else — everything here is written to you.

Your job in one line: you run the outreach desk day to day, so no pitch, follow-up, or reply ever sits still. You work from one page — the VA Command Center in Notion. It has seven sections and a reference library, and this guide walks every one of them in order.

Your first day, in order

Five steps, top to bottom. Do not skip ahead — each one unlocks the next.

Accept the Notion inviteOpen the VA Command Center and confirm you can see it. If you can see dollar amounts, rates, or contracts anywhere, stop — you were shared too much. Tell the creator before you touch anything.
Set up your own LastPass accountCreate your own free LastPass account (section 2 below), then accept the logins the creator shares with you. The passwords stay hidden — LastPass fills them in for you. Never ask the creator to send you a password by message, and never save one anywhere else.
Read the desk's Start Here section, then its Reference Library, end to endThat is how this creator likes things done — it beats this manual wherever the two differ.
Read the eight section guides below, in orderThey match your desk section for section. Under them sits your worksheet — the same eight sections as boxes to tick. Keep it open on every shift.
Send your first shift updateConfirm both accesses work, and list every platform you could not log into. A broken login is a blocker — say it on day one, not week three.

LastPass — logins without sharing passwords

Passwords never travel in a message. Not by text, email, chat, or a note — ever. Logins move one way only: through LastPass, with the password hidden.

Never give anybody your password — and never ask for theirs

That includes your LastPass master password. Nobody should ever ask you for it, and you should never ask the creator for a platform password in plain text. If a password is sent to you in a message, do not use it or save it — flag it in your shift update and ask for it to be shared through LastPass instead.

How sharing works

The creator keeps every login in their own LastPass vault. They share each login — or the shared VA – Work Logins folder — with your LastPass account, with the password set to hidden. You can use the login, but you cannot see it, copy it, or pass it on. If the creator has not set up LastPass yet, they need to create their own account first and share from there — you do not set it up for them, and they do not hand you the passwords directly.

Set up your account

Create your own LastPass account at lastpass.com, using your own email address. This account is yours — the creator does not create it for you and does not need its details beyond your email.
Set a strong master password — long, unique, and used for LastPass only. It is the one password you memorise, and you never share it with anybody, including the creator.
Install the LastPass browser extension and sign in. This is what fills logins in for you when you open a platform.
Send the creator the email address on your LastPass account — that email only, never your master password — so they can share the work logins with you.
Accept the shared logins when they arrive in your vault. Open a platform, let LastPass fill the login in, and confirm it works.

The rules, every time

Hidden means hidden. A shared login should fill in without showing you the password. If you can see or copy an actual password, stop and tell the creator in your shift update so the share can be fixed.
Never save a work login anywhere else — not in your browser's own password store, not in a note, not in a spreadsheet, not in a screenshot.
Never share a shared login onward. It was shared with your account only. Nobody else gets access through you.
A login that will not fill in is a blocker. Do not ask for the password as a workaround — name the platform in your shift update and wait for the LastPass share to be fixed.
If you ever leave the role, the creator removes your access in LastPass and every work login goes with it — there is nothing for you to delete or hand back, because the passwords were never yours to hold.

You're set up when every platform on your list logs in through LastPass autofill — and you have never seen, typed, or been sent a single actual password.

What you do — and what you never do

The rules that never change. When a situation is not covered here, the Reference Library on your desk is the next place to look.

What you do

Send platform pitches from Ready to Pitch
Chase every follow-up the day it is due
Reply on platform threads yourself
Log every pitch as its own row, the same shift you send it
Complete the handoff when a job confirms
Write a dated shift update at the end of every shift

What you never do

Never agree to a price, usage rights, or contract terms
Never put dollar amounts in shared fields
Never guess a follow-up date, a deliverable, or a deadline
Never work from paragraphs in notes instead of rows — the note is the story, the rows are the record
Never share the creator's logins or private details outside the desk
Never ask for, accept, or send a password by message — logins only ever move through LastPass, hidden, and your LastPass master password is never shared with anybody

Every shift, in this order

1Read Start Here + last shift update→ 2Follow-Ups Due→ 3Ready to Pitch→ 4Awaiting Replies→ 5Confirmed Jobs→ 6Shift Updates

The one-row rule

Every pitch you send becomes one row, stamped the same shift — status set to Pitched, the date sent, VA Sent switched on, and a follow-up date set 7 days out. A pitch that only lives in your shift note does not exist.

Your desk, section by section

Eight short guides, in the order the sections appear on your Command Center. Tap a title to open its guide.

What it's for

The front door of your desk. It says whose desk this is, how the creator likes things done, which platforms you work, and the creator basics your pitches need — name, niche, and portfolio links.

What it looks like on your desk

Start Here — VA Command Center

The sending ruleRead first, every shift — what sends freely, and what waits for the creator's approval.

Platforms you workThe only places you send or reply — every login on the list tested.

Creator profileName · niche · portfolio links — copied into pitches word for word.

Example view — the blocks this page holds, in order.

Open it when

First thing, every shift — before you send anything.

Read the sending rule at the top. In short: pitches on the platforms the creator has cleared for you send freely; anything involving price, usage rights, or terms — and anything the creator has flagged for review — goes to the creator first (guide 2). Other channels follow the same rule.
Check the platform list. Those are the only places you send or reply. If a login on the list is broken, that is a blocker — it goes in today's shift update.
Use the creator profile exactly as written — name, links, and details go into pitches word for word. Never invent a detail that is not on this page.

You're done when you can say today's order of work and the sending rules without asking anyone.

If this page and this manual ever disagree, this page wins — it is the creator's own instructions. Flag the clash in your shift update so it gets fixed.

What it's for

The creator's one queue — a separate list from the rest of your desk. You put drafts and questions in; the creator approves from here. There is no approve button for you, and that is on purpose.

What it looks like on your desk

Needs the Creator's Review

Brand	Draft / Question	Approved Message	Approved By	Status
Harbor Snacks	Pitch draft — send as-is?	—	—	Waiting
Trail Mix Co	Asked for rates + usage terms	Final reply, filled in	The creator	Approved

Example view — demo rows; the brands are made up.

Open it when

You have a draft the creator wants to see first, a question about price, usage rights, or terms — or at the start of a shift, to collect what came back approved.

Put it in as a row: the brand, the draft or question, and what you need decided. Clear enough that the creator can decide without messaging you.
The creator answers inside the row — final text in Approved Message, their name in Approved By, and the status flipped. That flip is your green light, nothing else is.
Send approved text exactly as written. Word for word — no additions, no softening, no extra line at the end.
Mention waiting rows in your shift update instead of chasing the creator in chat. The queue is the chase.

You're done when every approved row has been sent exactly as approved, and every unapproved row is still waiting — untouched.

Never treat silence as approval. If it is not flipped and signed in the row, it does not go out.

What it's for

Today's chase list — every pitch that is out, unanswered, and due its next nudge. Deals rarely die from a no; they die from nobody following up.

What it looks like on your desk

Follow-Ups Due

Brand	Date Sent	Follow-Up Due
Trail Mix Co	Oct 21	Due today
Glow Cart Skin	Oct 24	Due today

Example view — demo rows; the brands are made up.

Open it when

Right after Start Here, every shift. This list gets worked before new pitches go out.

Send every follow-up that is due today, today. Short and warm, in the creator's voice — one or two lines, no pressure.
After you send, stamp the row: set the next follow-up date 7 days out, so the brand comes back to this list on its own.
A row with no follow-up date will never appear here. Find those in the Missing Follow-Up Dates view, and flag them in your shift update — never guess a date to make a row look tidy.

You're done when today's list is empty and every row you touched carries its next date.

What it's for

The send queue — brands cleared for outreach. Two kinds of send live here, and they follow different rules.

What it looks like on your desk

Ready to Pitch

Brand	Platform	Status
Glow Cart Skin	Insense	Cleared — send
Harbor Snacks	—	Draft only — review first

Example view — demo rows; the brands are made up.

Open it when

After follow-ups, every shift.

Platform pitches: send them. No extra approval needed — they are in this queue because they are cleared.
Pitches flagged for review: draft only. You prepare the pitch and put it in the review queue (guide 2). You send it only when it comes back approved, and then you send the approved text exactly.
Stamp every send the same shift, on its own row: status Pitched, today's date, VA Sent on, follow-up date 7 days out. Four marks, every time, no exceptions.

You're done when the queue is sent and every sent pitch exists as a stamped row — so it lands in Follow-Ups Due on its own, 7 days from now.

The stamping is not admin you do later. An unstamped pitch has no follow-up, no record, and no proof it went out. Send and stamp are one job.

What it's for

Every pitch that is out and waiting on a brand. When a reply lands, this is where the deal either moves — or stalls.

What it looks like on your desk

Awaiting Replies

Brand	Their Reply	Next Step
Trail Mix Co	“Sounds good — what are your rates and usage terms?”	To the review queue
Harbor Snacks	“Can you send a quick concept?”	You reply

Example view — demo rows; the brands are made up.

Open it when

Every shift, after the send queue — and whenever a reply notification lands.

Platform threads: you reply yourself. Answer in the creator's voice, keep it short, and move the deal one step forward — a question answered, a next step proposed.
Escalate, don't improvise: anything involving price or contract terms, and any question about usage rights, goes to the review queue (guide 2) — along with anything the creator has flagged for review. You never agree to price, usage, or terms — on any thread.
A brand says yes? That deal leaves this list — it becomes a confirmed job, and guide 6 takes over.
Update the row the same shift: what they said, what you sent back, and the next date or next step.

You're done when no reply is sitting unanswered, and everything above your pay grade is sitting in the review queue instead.

What it's for

The handoff point. A pitch becomes a real job here — and a complete handoff is the last thing you do on a deal.

What it looks like on your desk

Confirmed Jobs — Handoff

Brand	Brief Link	Deliverables	Delivery Date	Status
Harbor Snacks	Added	1 video, 30–45 sec, hook in first 3 sec	Nov 12	Confirmed
Trail Mix Co	Missing — asked once	—	—	Confirmed

Example view — demo rows; the brands are made up.

Open it when

The moment a brand confirms, and once per shift to check nothing confirmed is missing its details.

Mark the deal Confirmed on its row.
Fill in all three: the brief link, the deliverables (exactly what the brand asked for — copy their words), and the delivery date.
Hand it over. The completed row is the handoff — the creator picks the deal up from here. Your job on this deal ends; you do not chase it, renegotiate it, or deliver on it.
Brief link missing? Ask the brand once, on the thread, then flag it in your shift update. Never invent deliverables or a date to fill the gap.

You're done when the row shows brief, deliverables, and delivery date — and the creator can start work without asking you a single question.

No private dollar amounts in shared fields — ever. The deal's money lives on the creator's pages, which you cannot see. If a brand states a price on a thread, it goes to the review queue, not into a shared field.

What it's for

The creator's window into your shift. If it is not in the shift update, the creator does not know it happened.

Open it when

At the end of every shift, at the time the creator set — dated, with your time zone on it.

What was sent: how many pitches and follow-ups went out, and to which brands.
Replies: who answered, what they said in one line, and what you did about it — answered it yourself, or put it in the review queue.
Blockers: anything stuck — a broken login, a missing brief, rows waiting on the creator's review. Name it plainly; a blocker you hide is a deal that dies quietly.
Keep it a summary. Every pitch still gets its own stamped row (the one-row rule). The note is the story — the rows are the record.

You're done when the creator can read your update and know the state of the desk — sent, replied, stuck — without messaging you.

What it's for

The rulebook, tucked under Shift Updates on your desk as a toggle. The exact-text approval path, what each stage means, who does what, and the rate-floor rule all live here.

Open it when

Any time you are about to act and you are not sure. Checking takes a minute; undoing takes a week.

Stage definitions tell you exactly what Pitched, Awaiting Reply, and Confirmed mean — move a deal only when it truly matches the definition.
Roles and the rate floor: the creator owns price, usage, and terms. Your floor as a VA is simple — you never quote or accept a number, on any thread, for any brand.
The approval path is the review queue (guide 2): draft in, approved text out, sent exactly. There is no side door — not chat, not email, not “they said it was fine last time.”

One honest limit: hiding a column is not a security permission. If you can ever see a rate, a contract, or anything that looks private, do not read on and do not use it — tell the creator in your shift update so the share gets fixed.

Your worksheet — what you do on each section

The eight guides above explain each section of your desk. This sheet is the doing version: one card per section, in desk order — what lands there, the boxes you tick as you work, and a filled-in example so you can see what finished looks like before your first real row. Work it top to bottom, every shift. Every brand name on this sheet is made up — demo data, on purpose.

0 of 0 ticked

1 ·Start Here — your front door

Read first, every shift

What lands hereNothing to work — this is the page you read. It holds the sending rule, the platform list, and the creator's profile.

Start Here — VA Command Center

The sending ruleRead first, every shift — what sends freely, and what waits for the creator's approval.

Platforms you workThe only places you send or reply — every login on the list tested.

Creator profileName · niche · portfolio links — copied into pitches word for word.

Read the sending rule at the top. Pitches on your cleared platforms send freely; anything involving price, usage rights, or terms waits for the creator's approval. Test every login on the platform list. A broken login is a blocker — it goes in today's shift update. Use the creator profile word for word — name, niche, and links go into pitches exactly as written here. Never invent a detail.

Filled in — demo

Login check: Every platform on the list checked — one password rejected
What you did: The failed login written in today's shift update as a blocker. Nothing sent from that platform today.

You're done when you can say today's order of work and the sending rules without asking anyone.

2 ·Needs the Creator's Review

Their queue, your drafts

What lands hereDrafts the creator wants to review before they go out. Questions about price, usage rights, or terms. Anything you are not sure about.

Needs the Creator's Review

Brand	Draft / Question	Approved Message	Approved By	Status
Harbor Snacks	Pitch draft — send as-is?	—	—	Waiting
Trail Mix Co	Asked for rates + usage terms	Final reply, filled in	The creator	Approved

Enter each draft or question as its own row: the brand, the draft, and what you need decided. At the start of the shift, collect what came back approved — Approved Message filled, Approved By signed, status flipped. Send approved text word for word. Nothing added, nothing softened, no extra line at the end. Leave unapproved rows untouched. Silence is not approval.

Filled in — demo

Row in: Brand: Harbor Snacks (demo) · Draft: pitch for review · Need decided: send as-is?
Row back: Approved Message: filled · Approved By: the creator · Status: flipped
What you did: Sent the approved text exactly as written, then stamped the pitch row (card 4).

You're done when every approved row has been sent exactly as approved — and every unapproved row is still waiting, untouched.

3 ·Follow-Ups Due

Worked first

What lands hereEvery pitch that is out, unanswered, and due its next nudge today.

Follow-Ups Due

Brand	Date Sent	Follow-Up Due
Trail Mix Co	Oct 21	Due today
Glow Cart Skin	Oct 24	Due today

Send every follow-up due today, today — short and warm, one or two lines, no pressure. Stamp each row you sent with the next follow-up date, 7 days out. Check the Missing Follow-Up Dates view for pitched rows with no date — they never appear on this list. Flag no-date rows in your shift update. Never guess a date to make a row look tidy.

Filled in — demo

Row: Trail Mix Co (demo) · Pitched Oct 21 · Follow-up due today
Nudge sent: “Hi — circling back on the video idea I sent last week. Happy to send a quick concept if that's useful.”
Row stamped: Next follow-up: 7 days out

You're done when today's list is empty, and every row you touched carries its next date.

4 ·Ready to Pitch

The send queue

What lands hereBrands cleared for outreach — pitches ready to send, and brands that need a draft reviewed before anything goes out.

Ready to Pitch

Brand	Platform	Status
Glow Cart Skin	Insense	Cleared — send
Harbor Snacks	—	Draft only — review first

Send the platform pitches in the queue — they are here because they are cleared. Draft the pitches that need review into the review queue (card 2). Do not send them until they come back approved. Stamp every send the same shift, on its own row: status Pitched · today's date · VA Sent on · follow-up date 7 days out. Four marks, every time.

Filled in — demo

Row: Glow Cart Skin (demo) · Platform: Insense · Cleared to send
After sending: Status: Pitched · Date sent: today · VA Sent: on · Follow-up: 7 days out

You're done when the queue is sent, and every sent pitch is a stamped row that surfaces in Follow-Ups Due on its own.

5 ·Awaiting Replies

You answer platforms

What lands hereEvery pitch out and waiting — and every brand reply that lands on a thread.

Awaiting Replies

Brand	Their Reply	Next Step
Trail Mix Co	“Sounds good — what are your rates and usage terms?”	To the review queue
Harbor Snacks	“Can you send a quick concept?”	You reply

Answer platform replies yourself, in the creator's voice, the same shift — short, and one step forward. Move replies about price, usage rights, or terms to the review queue (card 2) instead of answering them. You never agree to price, usage, or terms — on any thread. Update each row the same shift: what they said, what you sent back, and the next step.

Filled in — demo

Reply in: Trail Mix Co (demo): “Sounds good — what are your rates and usage terms?”
What you did: Rates and usage are the creator's call — the row went to the review queue, and the thread got one line back: “Checking with the creator — back to you shortly.”

You're done when no reply is sitting unanswered, and everything above your pay grade is in the review queue instead.

6 ·Confirmed Jobs — Handoff

Where your job ends

What lands hereA brand said yes. The deal becomes a real job here — and your part in it ends here.

Confirmed Jobs — Handoff

Brand	Brief Link	Deliverables	Delivery Date	Status
Harbor Snacks	Added	1 video, 30–45 sec, hook in first 3 sec	Nov 12	Confirmed
Trail Mix Co	Missing — asked once	—	—	Confirmed

Mark the deal Confirmed on its row. Add the brief link. Copy the deliverables in the brand's own words — exactly what they asked for. Set the delivery date from the brief — never from a guess. Brief missing? Ask the brand once, on the thread — then flag it in your shift update.

Filled in — demo

Row: Harbor Snacks (demo) · Status: Confirmed
Brief link: Added
Deliverables: “1 video, 30–45 seconds, hook in the first 3 seconds” — the brand's words, copied
Delivery date: Set from the brief

You're done when the row shows brief, deliverables, and delivery date — and the creator can start work without asking you a single question.

7 ·Shift Updates & Feedback

Every shift, in writing

What lands hereNothing lands here — this is what you write, at the end of every shift. If it is not in the update, the creator does not know it happened.

Sent: how many pitches and follow-ups went out, and to which brands. Replies: who answered, one line on what they said, and what you did — answered it yourself, or put it in the review queue. Blockers: every stuck thing named plainly — a broken login, a missing brief, rows waiting on the creator's review. Date it, with your time zone. Keep it a summary — every pitch still gets its own stamped row.

Filled in — demo

Sent: 6 pitches, 4 follow-ups — brands listed
Replies: Trail Mix Co asked about rates and usage → review queue
Blockers: One platform login down · Harbor Snacks brief still missing

You're done when the creator can read your update and know the state of the desk — sent, replied, stuck — without messaging you.

8 ·Reference Library — the rules

Under Shift Updates

What lands hereNothing — this is the rulebook, tucked under Shift Updates on your desk: stage definitions, who does what, the approval path, and the rate-floor rule.

Check here before you act on anything you are unsure about. Checking takes a minute; undoing takes a week. Move a deal's stage only when it matches the definition exactly — Pitched, Awaiting Reply, Confirmed. Follow the approval path every time: draft in the review queue, approved text out, sent exactly. No side doors — not chat, not email, not “they said it was fine last time.” If you can see a rate, a contract, or anything private: stop, do not read on, do not use it — tell the creator in your shift update so the share gets fixed.

Filled in — demo

Situation: A brand names a price on a platform thread (demo)
The library says: Money, usage, and terms are the creator's — never yours to answer
What you did: Row moved to the review queue; nothing quoted on the thread

You're done when the action you are about to take matches a rule you can point to.

When you're stuck

Work this list in order — it resolves almost everything without waiting on anyone.

Check the Reference Library on your desk (guide 8).
Re-read the matching guide in this manual — and its card on the worksheet above.
Still unsure? Put it in the review queue and name it in your shift update. Waiting one shift beats guessing — above all on money, usage rights, and dates, where you never guess.

↑ Back to your first day