If your gear is broken, we understand how challenging that can be. As a Virtual Assistant, you're responsible for maintaining your equipment to ensure smooth performance.

However, don’t hesitate to reach out to us at hr@winningassistants.com—we’here to explore what support we may be able to provide. Your success is important to us, and we’ll do our best to help where possible! 

As a Virtual Assistant with Winning Assistants, you’re expected to have the basic equipment needed to perform your role effectively, including:

• A laptop or computer
• A monitor
• A microphone
• A camera

However, we understand that situations may arise where additional support is needed. In rare cases, we may assist with gear, but this is evaluated on a case-by-case basis. Here are our general guidelines:

• For expenses under $10–$50, assistance may be possible (but not guaranteed).
• For expenses over $100, you must:
  1. Have excellent client feedback and evaluation.
  2. Have worked with Winning Assistants for more than 6 months.

Note: Any company-paid gear will require a purchase agreement/contract.

If you have specific needs or concerns, please email us at hr@winningassistants.com. We're here to support you!

To access your client’s systems securely and efficiently, you’ll need to work closely with your client to determine the best setup. Here are the options you can discuss with them:

1. Direct Credentials:

   • If your client is comfortable, they can share their username and password to provide you with direct access to the necessary systems.

2. Unique Login:

   • If your client prefers not to share their credentials, they can create a unique login for you with customized access levels to maintain security. 

3. Two-Factor Authentication (2FA):

   • If 2FA is required, coordinate with your client to receive authentication codes promptly. Alternatively, ask them to set up trusted devices or IPs to minimize repeated authentication steps.

4. Password Management Tools:

   • Suggest using secure tools like LastPass or 1Password, which allow clients to share credentials without revealing the actual passwords.

5. Remote Access:

   • For highly secure systems, clients can provide remote access using tools like LogMeIn or TeamViewer, allowing you to work directly on their systems without needing login credentials.

By working closely with your client and discussing these options, you can ensure secure and seamless access to their systems.

If you encounter challenges or need additional assistance, email hr@winningassistants.com for support. We’re here to help!

Yes, we provide VPNs to support your work requirements and ensure seamless access to client systems:

1. Browser-Based VPNs:

   • We recommend using Browsec VPN, a free Google Chrome extension, for browser-based tasks. You can download it for free here. Make sure to download it before your first day - it's super easy!

2. Desktop VPNs:

   • For accessing applications outside browsers, we can provide a more advanced & company-paid VPN called Surfshark VPN for desktop use. If you need a Surfshark VPN, please email us at hr@winningassistants.com, and we’ll set you up promptly. We’re here to ensure you have the tools needed to succeed!

Note: Any company-paid VPN will require a purchase agreement/contract.

If you're experiencing issues accessing any software, websites, or applications due to security firewalls or foreign IP address blocks, follow these steps:

1. Use a VPN:

   • Start with Browsec VPN, a free browser extension mentioned earlier in this training that makes your IP address appear U.S.-based.
   • If the software or website is not browser-based and Browsec doesn’t work, email hr@winningassistants.com, and we’ll provide you with a company-paid Surfshark VPN for broader access.

2. Clear Cache and Cookies:

   • Clear your browser’s cache and cookies to resolve potential technical issues.

3. Switch Browsers:

   • Try accessing the software or website using a different browser, as some perform better with specific platforms.

4. Whitelist Your Static IP Address:

   • Contact the service provider and request they whitelist your static IP address to bypass restrictions.

5. Use Remote Access Software:

   • If all else fails, use tools like RemoteDesktop.com to connect to a U.S.-based computer for seamless access.
6. Restart Your Computer
   • Sometimes, a simple restart can resolve underlying issues or complete configuration changes.

If you continue to encounter issues, don’t hesitate to reach out to hr@winningassistants.com for further assistance. We’re here to support you!

You or your client will likely need/want to meet on a video call. We recommend using Google Meet or Zoom. Here’s how you can initiate a video call with those 2 platforms:

Google Meet

1. Go to Google Meet
2. Click "New Meeting" and choose the type of meeting you want to create (instant or scheduled).
3. Copy the meeting link provided and share it with your client via email, chat, or calendar invite.
4. At the scheduled time, join the meeting by clicking the link.

Zoom

1. Open the Zoom app or go to Zoom.
2. Sign in and click "Schedule a Meeting" to set up a future meeting or "New Meeting" to start one instantly.
3. Copy the meeting link and share it with your client via email, chat, or calendar invite.
4. At the scheduled time, start the meeting by clicking "Start Meeting."

For further guidance, visit the help sections of Google Meet or Zoom.

If you encounter any issues or need additional assistance, feel free to reach out to hr@winningassistants.com. We’re happy to help!

To handle calls using your client’s company number, here are the options available:

1. Grant Access to Their VoIP System:

   • If your client uses a VoIP system, ask them to add you as a user and configure call routing for seamless handling.
   • Work with them to understand how their system operates and ensure you’re set up correctly.

2. Check with Their Phone Provider:

   • If your client isn’t sure whether they have a VoIP system, encourage them to contact their phone provider to explore VoIP capabilities.
   • Offer to assist by discussing the requirements directly with their provider, making the setup process smoother.

3. Use RingCentral:

   • If your client doesn’t have a VoIP system, suggest RingCentral as a reliable solution for managing business calls.
   • Collaborate with your client to determine if this is a feasible option and assist in setting it up if needed.

4. Set Up Call Forwarding:

   • If transferring their number to RingCentral isn’t possible, discuss the option of forwarding calls from their current provider to a RingCentral number.
   • Work with your client to configure the forwarding settings properly

To handle calls using your own USA-based phone number, here are the options available:

Request a Google Voice number from our team:

1. • Our team will set you up with a company-paid Google Voice number that reflects you're in the USA. This will allow you to make calls with the Google Voice dialer.

Note: Whenever possible, it’s better to use your client’s company phone number or system. This allows you to represent their business more professionally. Only request a Google Voice number from Winning Assistants if no other option is available.

For additional guidance or support with setup, please email hr@winningassistants.com, and we’ll ensure everything is set up correctly!

To handle calls using your client’s company number, here are the options available:

1. Grant Access to Their VoIP System:

   • If your client uses a VoIP system, ask them to add you as a user and configure call routing for seamless handling.
   • Work with them to understand how their system operates and ensure you’re set up correctly.

2. Check with Their Phone Provider:

   • If your client isn’t sure whether they have a VoIP system, encourage them to contact their phone provider to explore VoIP capabilities.
   • Offer to assist by discussing the requirements directly with their provider, making the setup process smoother.

3. Use RingCentral:

   • If your client doesn’t have a VoIP system, suggest RingCentral as a reliable solution for managing business calls.
   • Collaborate with your client to determine if this is a feasible option and assist in setting it up if needed.

4. Set Up Call Forwarding:

   • If transferring their number to RingCentral isn’t possible, discuss the option of forwarding calls from their current provider to a RingCentral number.
   • Work with your client to configure the forwarding settings properly

To handle calls using your own USA-based phone number, here are the options available:

Request a Google Voice number from our team:

1. • Our team will set you up with a company-paid Google Voice number that reflects you're in the USA. This will allow you to make calls with the Google Voice dialer.

Note: Whenever possible, it’s better to use your client’s company phone number or system. This allows you to represent their business more professionally. Only request a Google Voice number from Winning Assistants if no other option is available.

For additional guidance or support with setup, please email hr@winningassistants.com, and we’ll ensure everything is set up correctly!

No problem!  As mentioned in one of the previous chapters, if your client doesn’t provide a USA phone number or provide you access to their VoIP system, Winning Assistants can set one up for you.

We will provide you with a Google Voice number specific to your client’s country, such as the USA, so you can handle calls seamlessly.

Simply email hr@winningassistants.com, and we’ll get you set up promptly. We’re here to ensure you have everything you need to perform your role effectively!

To ensure smooth communication and workflow, it’s important to first discuss with your client whether they already have systems or tools in place for your role. If they do, work with them to get access and training on their preferred platforms.

If your client doesn’t have tools set up yet and is still figuring out the best options, here are some recommendations you can suggest:

Video Calls

• Google Meet
• Zoom
• Microsoft Teams

Internal Chats with Your Client/Client’s Team

• Slack
• Microsoft Teams Chat
• WhatsApp or WhatsApp Business

VOIP (For Inbound & Outbound Calls)

• RingCentral
• DialPad
• 8x8

Remote Access

• LogMeIn
• TeamViewer
• AnyDesk

VPNs

• Browsec VPN (Free Google Chrome extension)
• Surfshark VPN (Provided by Winning Assistants)
• ExpressVPN

Project Management

• Monday.com
• Trello
• Asana

These tools are selected to ensure seamless collaboration, communication, and efficiency in your role. For any additional setup assistance, feel free to reach out to hr@winningassistants.com.

1. As a Virtual Assistant, you are responsible for having a backup plan in place to minimize disruptions caused by internet or power outages. Here's how to handle such situations:

   1. • Short Interruptions (a few hours):
        Use your backup power source (e.g., a UPS or power bank) or internet solution (e.g., mobile hotspot) to continue working.

      • Long or Scheduled Interruptions:
        Arrange to work from an alternative location that has stable power and internet to ensure your work is not interrupted.

      • Unannounced Interruptions Lasting More Than 2 Hours:
        If the outage exceeds your backup capacity, immediately notify hr@winningassistants.com and your client to inform them of the situation and provide updates on when you expect to resume work.

Being prepared with a reliable backup plan is critical to fulfilling your role effectively. If you need further guidance or assistance in setting up a backup plan, contact hr@winningassistants.com. We're here to support you!

If you cause a HIPAA violation or incident:

1. Immediately report the issue to hr@winningassistants.com.
2. Be transparent and provide all necessary details about the incident.
3. Follow your client’s protocol for addressing the issue and cooperate fully during the resolution process.

We are here to support you in resolving the matter.

While it’s not mandatory to send End of Day (EOD) reports, we highly recommend it to impress your client and build a strong, long-term relationship.

Our top-performing virtual assistants, who enjoy the longest retention with clients, consistently send EOD reports. This simple practice highlights your productivity and commitment, ensuring your client stays informed and confident in your work.

By going the extra mile, you set yourself apart as a proactive and reliable team member.

4o

Why this is important:
There have been instances where phishing emails were sent to some of our Winning Assistants VAs, posing as our CEO or executive staff. Thankfully, no harm was done, but we want to ensure you're aware and vigilant. This policy exists to help you recognize and handle these scams to protect yourself, our team, and our clients.

What is phishing?
Phishing is a scam where attackers pose as trusted individuals (like our CEO or managers) to trick you into sharing sensitive information, clicking on malicious links, or downloading harmful attachments. These emails often create a sense of urgency or ask for confidential details like passwords or financial information.

What to watch out for:

• Unusual email addresses: Legitimate emails from our team will always end with @winningassistants.com (e.g., hr@winningassistants.com).
• Outside sources claiming to be us: Be extra cautious if you receive an email from an external domain claiming to be someone from our team.
• Urgent or suspicious requests: Be wary of any email asking for immediate action, such as sharing passwords, transferring money, or clicking on unknown links.
• Generic greetings or poor grammar: Phishing emails often use vague greetings like “Dear Employee” and may have noticeable spelling errors.

What to do if you suspect phishing:

1. Do not click on any links or download attachments.
2. Notify our team immediately so we can investigate.
3. Verify any unusual requests by contacting the person through an official Winning Assistants channel (e.g., hr@winningassistants.com)

By staying vigilant, we can ensure the safety and integrity of Winning Assistants. Always reach out if something feels off!