VaVa Virtual Assistants
FounderScale Case Study
At a Glance:
Client:
VaVa Virtual Assistants
Industry:
Business Services
Location:
Atlanta, Georgia
Company Size:
51-200 Employees
Background
VaVa Virtual Assistants is a virtual staffing company that partnered with FounderScale to streamline operations and automate activity on HubSpot.
Services Provided:
- HubSpot Workflow Configuration
- Strategic Automation Coaching
- Email & Task Templates
“I wish I could give 100 stars! They were awesome.”
Core Problems to Solve
No structured workflow for QA and onboarding
Account managers lacked a reliable, repeatable system to manage client onboarding and quality assurance.
Limited internal expertise with advanced HubSpot tools
Without data-driven insight, the team was unsure how to tailor their messaging, layout, and “stickiness” of their content.
Disorganized communication process
Templates, sequences, and task systems were not yet optimized, affecting the team’s efficiency.
Quick Wins
Launched 2 fully built-out HubSpot workflows improving client onboarding and QA
Delivered live, in-depth training that empowered the internal team to expand automations independently
The Solution
FounderScale stepped in as a strategic partner—not just to configure HubSpot, but to coach VaVa’s team in how to use it with greater sophistication and purpose. The engagement included:
- Live, weekly sessions with real-time automation builds
- Custom HubSpot workflows for account management and onboarding
- Email templates, task sequences, and automation training
- Clear action items between calls to move implementation forward quickly
By the end of the engagement, the VaVa team had two high-impact workflows in place and the knowledge to expand automations on their own.
“Maria was really great to work with and so knowledgeable.”
“Maria understood our unique business case and gave us several workflow solutions our account managers could choose from. She was patient, fast, and thorough.”
"We needed to streamline our HubSpot workflows—and FounderScale made it happen, fast."
Summary (TLDR)
- Two new workflows launched for onboarding and QA
- Internal team trained to build and manage future automations
- Strong communication, patience, and high-impact collaboration
- Fast turnaround and clear ROI from minimal investment
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