Flowchat SOP

Getting Started

VA Role & Daily RhythmThe VA is not just sending messages. The VA is managing a lead pipeline and a client relationship every single day.

The Four Hats of the VAAt different points in the day and across the client relationship, the VA operates in four distinct capacities. Each requires a different skill and mindset.

GuideWalk the client through each stage of the FlowChat system. Ensure they understand the purpose of every action before it is taken.

DemonstratorShow how the system works in practice. Run live walkthroughs, test the flow, and demonstrate expected outcomes.

OperatorRun the system daily. Manage leads, respond to messages, move conversations through the pipeline, and maintain data hygiene.

CheckpointCatch problems before they escalate. Monitor account health, flag restrictions, and report KPIs to the client every day.

The 30-60-90 Daily Operating RhythmEvery working day is structured into three blocks. This keeps momentum consistent and ensures nothing — especially data hygiene — gets skipped.

First 30 Minutes

Inbox Cleanup

Respond to all Stage 07 (Messages Received) leads from overnight
Check the account for any active Action Blocks or warnings
Flag anything unusual to the client before proceeding

Middle 60 Minutes

Lead Gen & Movement

Import new leads from target Facebook groups
Send the daily quota of Friend Requests (within safe thresholds)
Move qualified leads forward through the pipeline stages

Final 30 Minutes

Data Hygiene

Clear out stale or unresponsive leads from the active pipeline
Update the Tracking Sheet with today's activity
Report daily KPIs to the client, acceptance rate, replies, bookings

Why This Structure Matters

The 30-60-90 rhythm prevents inbox pile-ups, ensures lead generation happens daily, and keeps the client informed. Skipping any block, especially data hygiene, compounds problems within a week.

VA Skill Focus AreasThese skills separate a VA who fills the pipeline from one who converts it. Technical setup can be learned in a day. These take intentional practice.

Rapport BuildingUse conversational language to blend in naturally. Match the tone and style of the lead. People respond when they feel understood, not sold to.

Pattern RecognitionIdentify which groups, messages, and audiences produce the highest-quality leads. Eliminate what does not work. Double down on what does.

Friction ReductionKnow when to stop asking questions and simply send the booking link. Over-qualifying kills momentum. Read the signal and act.

Active ListeningRead what the lead actually writes, not what you expect them to say. Adjust the direction of every conversation based on their words.

The Core Distinction

Automation fills the pipeline. Human communication is the conversion mechanism. The VA's technical setup creates the opportunity, the VA's conversational skill closes it.