The tools to manage a virtual assistant do not need to be fancy. A task board, a place for written steps, a password manager and one chat channel cover most hand-offs. This guide shows how to set up Trello, Notion, Todoist and Zapier so every task has a status and a review step.
Written by the MyRemoteVA team. Prices and facts are checked before publishing. How we write and update guides.
The best tools to manage a virtual assistant are simple ones. You need a place for tasks, a place for instructions, a safe way to share logins and one place to chat. This guide shows how to set up Trello, Notion, Todoist and Zapier so every task has an owner, a status and a review step.
Tools to manage a virtual assistant: the short list
| Job | Tool examples | What goes in it |
|---|---|---|
| Task board | Trello, Asana, Todoist | One card per task with a due date and a status |
| Instructions | Notion, Google Docs | One page per repeat task, written as steps |
| Logins | A password manager | Shared logins, never sent in chat |
| Chat | Slack, WhatsApp, email | Quick questions and a short daily note |
| Automation | Zapier, Make | Small repeat steps, such as saving form replies to a sheet |
Pick one tool for each job. Two task boards means tasks get lost. If you already use one, keep it and ask your assistant to work inside it.
Set up a task board in four columns
A task board works best when it is boring. Use the same four columns for every task.
- Create four columns: To do, In progress, For review and Done.
- Add one card per task, with a due date and a link to its instructions page.
- Ask your assistant to move the card to For review when it is finished.
- Check the work, then move it to Done or add a comment with the change you want.
In Trello this is a board with four lists. In Todoist it is a project with four sections. In Notion it is a database with a status field. The tool matters less than the habit of moving cards.
Keep instructions in Notion or a shared doc
Write each repeat task as steps in plain words. Add one example of finished work. Link the page from the card, so your assistant never has to ask where the steps are.
The task brief guide and the task brief templates give you fill-in forms. Write each rule once and reuse it.
Share access safely
Use a password manager. Create staff accounts instead of sharing your owner login, and give each task only the access it needs. Remove access when the task ends. The security checklist lists the steps.
Three setup mistakes to avoid
- Using three task boards at once, so nobody knows where a task lives.
- Giving your owner login to your assistant instead of a staff account.
- Skipping the For review column, so mistakes reach clients before you see them.
Fix these three and most hand-offs run smoothly from the first week.
Where Zapier fits
Zapier connects apps. For example, a form reply can create a card or add a row to a sheet. Do the task by hand first. Automate it only after you have done it the same way many times. Keep a person in the loop to check the result.
Our assistants use AI tools to work faster, and a team lead reviews every task. The same rule works for your own setup: tools help, and a person checks.
What tools to manage a virtual assistant cost with MyRemoteVA
| Plan | Price | Per hour |
|---|---|---|
| 3-hour block | $33 | $11.00 |
| Pay-as-you-go | $12 an hour | $12.00 |
| Part-time, 80 hours a month | $500 | $6.25 |
| Full-time, 160 hours a month | $899 | $5.62 |
Deciding what to automate? Read virtual assistant vs automation tools.
Prices are in US dollars. Unused hours roll over while your account is active. The client portal shows live task status, hours used and chat on each task, so you can use it instead of a separate board. Use the cost calculator to estimate your hours.
How to start
- Pick one task board and one place for instructions.
- Write steps for your first three repeat tasks.
- Start small, or try the 3-hour free trial. The trial runs for 2 days, then the plan you choose starts.
Helpful next steps
- Virtual assistant onboarding checklist
- How to write a task brief
- Virtual assistant security checklist
- Pricing
Frequently asked questions
What tools do I need to manage a virtual assistant?
A task board, a place for written instructions, a password manager and one chat channel. Trello, Notion, Todoist and Slack are common choices. Pick one tool for each job.
Do I need Zapier to work with a virtual assistant?
No. Start by hand and automate only the repeat steps you trust. Keep a person in the loop to review the result.
How do I share logins with a virtual assistant?
Use a password manager with staff accounts and the least access each task needs. Never send passwords in chat or email.
Can I use the MyRemoteVA portal instead of a separate task board?
Yes. The client portal shows live task status, hours used and left, and chat on each task, so many clients skip a separate board.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Try 3 hours freeWritten by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 23, 2026. Questions or corrections? Contact us.