Kajabi Virtual Assistant: a VA who knows an Offer from a Product
For course creators, coaches and membership owners who run the whole business on Kajabi, and are still running all of Kajabi themselves between launches.
What your VA actually does inside Kajabi
Products > Courses
Course content uploaded into modules and submodules, lesson order kept clean, and drip checked the way members experience it. Drip runs off the days-after-enrolment setting at module level (Kajabi spells it the American way), and the time of day it releases lives in Settings > Drip settings, which is worth checking before a member in Perth asks why week two arrived at 2am.
Offers and checkout
Every new offer test-bought before it goes live: coupon applies, payment plan reads right, order bump shows, the right products are attached, and the post-purchase page lands somewhere sensible. Plus granting and revoking offers in Contacts when someone needs comp access or a refund has been processed.
Email Campaigns
Broadcasts built from your draft or voice memo, in your formatting, scheduled for the hour your list actually opens, and never sent without your sign-off. Sequences checked end to end so the welcome series isn't still promising last year's bonus.
Funnels
Opt-in forms tested, funnel pages and emails kept current, and launch grunt work owned: cart opened and closed at the exact minute, replay page swapped in, countdown timers actually counting down. If you still call them Pipelines, your VA will know exactly what you mean.
Communities
New members welcomed inside their first 24 hours, Circles moderated, Challenge check-in posts going up on schedule, Meetups created in the right time zone. A Moderator can be appointed from inside the community itself, no account seat needed, though Kajabi is mid-way through consolidating community roles, so we confirm that access at handover.
Failed payments and dunning
Kajabi Payments retries a failed card up to four times, then cancels the subscription and revokes access. Your VA checks the failed list daily and gets a personal note in before the fourth retry turns a lapsed card into a lost member.
Podcasts
Episodes published properly: audio uploaded, show notes written from your outline, scheduled instead of left sitting on Unscheduled, and the private feed spot-checked so paying listeners actually received the episode.
Analytics report pulls
Product Progress worked weekly so stalled students get a nudge at the exact module they stopped at, with Subscription Metrics and Offers Sold exported on your schedule and anything odd flagged in plain English, not forwarded as a screenshot.
Nobody searches “kajabi virtual assistant” before they buy Kajabi. You search it a year in, when the platform has done exactly what it promised, the course, the emails, the checkout, the community, all in one login, and you’ve discovered the catch: it’s all in one login, and the login is yours. Every drip schedule, every broadcast, every failed payment, every “hi, just joined, where do I start?” post at 9:40 on a Tuesday night.
That’s the thing about all-in-one platforms. The software consolidated. The workload didn’t.
The rhythm a VA runs in your Kajabi
Morning: Community first. New members welcomed inside their first day, the Challenge check-in thread posted, anything spammy taken down, and the question three people asked overnight either answered from your FAQ doc or escalated with context attached. Then payments: Kajabi Payments gives a failed card four automatic retries before it cancels the subscription and revokes access, and your VA’s job is to get a friendly “looks like your card expired” note in before retry four does the quiet damage. Most failed payments are an expired Visa, not a decision to leave. Treat them that way and a surprising number of members come back.
Midweek: production. The broadcast you voice-memoed on the school run becomes a scheduled email in Email Campaigns, built in your format, sent only after your sign-off. The podcast episode goes out properly: audio up, show notes from your outline, actually scheduled instead of sitting on Unscheduled. There’s more on that side of the desk at newsletter production and podcast editing.
Weekly: the Product Progress report, the one that shows where every member is up to in the course. Stalled students get a nudge at the module they stopped at. That single habit moves completion rates, and completion is what stops the cancellation email arriving in month three.
And in launch weeks, the VA runs the checklist while you run the launch. A test purchase of every offer before cart opens: coupon applies, payment plan reads right, order bump shows. Pages swapped at the exact minute cart closes. The replay page live before the webinar chat has finished scrolling. Cart open at 9:00 means 9:00, not “9-ish, once the kids are down”.
The honest bit
Kajabi’s account roles are good but coarse. The Assistant role can build courses, pages, funnels and emails, but cannot open the Sales or Analytics menus at all, which means an Assistant can’t see the failed-payments list you most want worked. Your options are switching on the Payment Management Access sub-permission for that user, or handing over a full Administrator seat, which is everything except connecting payment processors. There is no middle role that means “payments and reports, but not settings”. Most clients start their VA on Assistant and widen access once trust is earned, the same way you would with anyone, and we’ll recommend a setup on the discovery call.
While we’re being honest: drip is set at module level, not per lesson. If your VA tells you the fix for dripping a single lesson is a one-lesson submodule, that isn’t them being odd. That’s Kajabi.
What stays with you
Your voice, first and always. A creator business runs on the relationship between you and your audience, so the VA assembles broadcasts and community replies from your drafts and your tone notes, and anything written as you gets your approval until you say otherwise. Pricing and offer decisions. The teaching, the coaching calls, the curriculum. Launch go or no-go. Refund judgement calls. The VA does the hands. The voice stays yours.
What it costs and where to start
Kajabi admin sits on the admin tier, $12-17 AUD an hour excl GST; heavier funnel-and-email production sits at $18-25. Most creators start at 10-15 hours a week. Placement takes 7-10 business days, with 5-7 days supervised inside your Kajabi before solo work, a 30-day recalibrate-or-replace guarantee, a refundable $500 deposit that credits to your first month, and no lock-in beyond 14 days notice.
If you’re weighing this up as a creator rather than as a Kajabi owner specifically, the creators page is the wider view, and the VA cost guide has the full pricing picture. Otherwise book a discovery call with Jenn, who has placed 48+ VAs into Australian businesses since 2024 and will tell you straight if you’re not ready for one. Bring your failed-payments list and your last launch checklist. We’ll find the hours.
Industries that run on Kajabi
The tasks this usually covers
Kajabi VA questions
Will the VA actually know Kajabi, or am I training someone from scratch?
Honest answer: Kajabi is one of the best-known creator platforms in the VA world, so candidates with real Kajabi hours are genuinely findable, more so than for niche clinic or trade software. We match for it where we can, and if the closest match is someone strong on a similar creator platform instead, we say so on the discovery call rather than fudge it. Either way the ramp is identical: 5-7 days supervised inside your Kajabi before any solo work, starting with course content and community, with payments and launch tasks added once the basics are clean. You sign off on the move to solo.
What access do I actually give a Kajabi VA?
Start on the Assistant role. It covers what most VAs do all day, courses, pages, funnels, emails and podcasts, while the Settings, Sales and Analytics menus stay closed. When you want failed payments and transactions worked, switch on the Payment Management Access sub-permission for that user, or upgrade them to Administrator, which is everything except connecting payment processors. Every 2026 Kajabi plan includes at least two admin users, so even on Starter the VA gets their own seat under their own name. Never share your owner login; you lose the audit trail and the ability to scope anything.
Can the VA run my launch?
They run the checklist; you run the launch. Before cart opens the VA test-buys every offer, coupon, payment plan and order bump included, builds the funnel pages from your copy, and loads the broadcast sequence you approved. During the window they open and close the cart at the exact minute, swap in the replay page and watch checkout for anything broken. What they never decide: pricing, the offer itself, the go or no-go, or anything sent in your voice without sign-off. A launch is the worst week to be your own admin, which is rather the point.
Can they handle failed payments and member follow-up?
Yes, and it's some of the highest-value admin in Kajabi. Kajabi Payments, available to Australian businesses, retries a failed card up to four times and emails the member automatically, but automated dunning emails get ignored; a personal note from your team recovers members the system loses. Your VA checks failed transactions daily, sends that note, grants or revokes offer access as decisions land, and flags genuine cancellations to you with context. It needs the Payment Management Access sub-permission or an Administrator seat, which we'll flag during setup.
What does a Kajabi virtual assistant cost?
Kajabi admin sits on our admin tier at $12-17 AUD an hour excl GST: course uploads, community moderation, checkout QA, failed-payment follow-up and report pulls. Heavier production work, funnel builds and broadcast production from scratch, sits at $18-25. Most creators start at 10-15 hours a week, roughly $500-1,100 a month. Placement takes 7-10 business days, the refundable $500 deposit credits to your first month, the first 30 days carry a recalibrate-or-replace guarantee, and there's no lock-in beyond 14 days notice.
Book a free discovery call
30 minutes with Jenn, the founder. Tell her you run Kajabi and what's eating your week; she'll tell you honestly what a VA can own inside it, what it costs, and whether it makes sense.
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