Tech & Systems Setup VA – Health Coaching Business (One-Time Project) - Contract to Hire
• *Project Overview**
I'm a nurse, dementia practitioner, and holistic health coach running a growing wellness brand focused on women's brain health and healthy aging. My content, coaching program, and community are gaining momentum — but my backend systems need a focused, skilled person to come in, build them out properly, and hand them back ready to run.
This is a defined, one-time project with a clear deliverable list. I am not looking for an ongoing retainer. I need someone who can assess what exists, build what's missing, and deliver a clean, organized, fully functional setup within 4–6 weeks.
• *Tools You Must Know (Non-Negotiable)**
- Flodesk (email sequences, automations, list segmentation)
- ManyChat (Instagram comment-to-DM automation and email capture)
- Squarespace (basic page edits, SEO meta fields, blog/recipe page setup)
- Acuity Scheduling OR Practice Better scheduling (audit and consolidate)
- Later or Buffer (social media scheduling setup and media library organization)
- Google Calendar (syncing multiple calendars)
- Interact (quiz funnel)
- Dropbox and Google Drive (file organization)
Familiarity with Amazon Influencer Storefront setup is a strong plus.
• *Scope of Work**
Email & CRM
- Audit current Flodesk account and clean up existing sequences
- Build or rebuild the following sequences: welcome/onboarding, Brain Boost session confirmation and reminder, clean eating document delivery, post-session follow-up, and general nurture sequence
- Segment list to separate active openers from inactive subscribers
- Connect Interact quiz opt-in directly to Flodesk with appropriate tagging and sequence trigger
Instagram Automation
- Set up ManyChat so that when a follower comments a specific keyword on a post, they automatically receive a DM, are prompted for their email, and are added to the correct Flodesk sequence
- Test and confirm the full flow works end to end
Website (Squarespace)
- Add quiz opt-in and signature program prominently to homepage and relevant pages
- Set up SEO meta titles and descriptions on all main pages
- Create a blog/recipe page template ready for content to be added
- Ensure all calls to action link correctly
Scheduling & Calendar
- Audit Acuity and Practice Better to determine if both are needed or if one can be eliminated
- Fix or rebuild Acuity appointment sequences and reminder messaging with clear language for Brain Strategy calls
- Sync all relevant calendars to Google Calendar
Social Media Scheduling
- Set up Later account, connect all platforms (Instagram, Facebook, Pinterest)
- Build out a media library folder structure for organized content storage
- Create a basic content calendar template for the social media manager to work from
Amazon Storefront
- Set up or audit Amazon Influencer Storefront
- Create organized lists (supplements, books, kitchen tools, etc.)
- Connect storefront link to Instagram bio and Later scheduling workflow
Affiliate Links
- Audit existing affiliate accounts
- Create a simple tracking document listing all active affiliate links, commission rates, and how to use them in content
File & Asset Organization
- Organize Dropbox folders with a clear, logical structure (client resources, content assets, program materials, photos, templates)
- Organize coaching program documents in Practice Better with correct auto-send logic after each session
- Ensure all client-facing documents reflect consistent branding
• *What I'm Looking For**
You are a systems thinker, not a strategist. You don't need to create content or tell me how to run my business — you need to build the infrastructure so everything connects and runs smoothly. You communicate clearly, hit deadlines, and ask good questions upfront rather than going quiet and delivering surprises.
Experience working with health coaches, wellness brands, or solo practitioners is a strong plus. Familiarity with HIPAA-adjacent client privacy considerations is appreciated (note: Flodesk and general marketing tools are not PHI systems — Practice Better handles the clinical side).
• *Project Details**
- Timeline: 3-4 weeks
- Format: Milestone-based payments tied to completed deliverable groups
- Communication: Weekly check-in via Zoom or Loom update, plus async messaging
- Budget: Open to proposals — please itemize your quote by deliverable area so we can prioritize if needed
• *To Apply**
Please include:
1. Your experience with at least 3 of the tools listed above, with a specific example of what you built
2. One system you set up for a similar client (health, wellness, coaching) and what problem it solved
3. Your proposed approach to this project — would you tackle it all at once or in phases, and why?
4. The word KNICKS in your cover letter to let us know you actually read the entire posting.
Applications without these three items will not be reviewed.
Apply tot his job
Apply To this Job
I'm a nurse, dementia practitioner, and holistic health coach running a growing wellness brand focused on women's brain health and healthy aging. My content, coaching program, and community are gaining momentum — but my backend systems need a focused, skilled person to come in, build them out properly, and hand them back ready to run.
This is a defined, one-time project with a clear deliverable list. I am not looking for an ongoing retainer. I need someone who can assess what exists, build what's missing, and deliver a clean, organized, fully functional setup within 4–6 weeks.
• *Tools You Must Know (Non-Negotiable)**
- Flodesk (email sequences, automations, list segmentation)
- ManyChat (Instagram comment-to-DM automation and email capture)
- Squarespace (basic page edits, SEO meta fields, blog/recipe page setup)
- Acuity Scheduling OR Practice Better scheduling (audit and consolidate)
- Later or Buffer (social media scheduling setup and media library organization)
- Google Calendar (syncing multiple calendars)
- Interact (quiz funnel)
- Dropbox and Google Drive (file organization)
Familiarity with Amazon Influencer Storefront setup is a strong plus.
• *Scope of Work**
Email & CRM
- Audit current Flodesk account and clean up existing sequences
- Build or rebuild the following sequences: welcome/onboarding, Brain Boost session confirmation and reminder, clean eating document delivery, post-session follow-up, and general nurture sequence
- Segment list to separate active openers from inactive subscribers
- Connect Interact quiz opt-in directly to Flodesk with appropriate tagging and sequence trigger
Instagram Automation
- Set up ManyChat so that when a follower comments a specific keyword on a post, they automatically receive a DM, are prompted for their email, and are added to the correct Flodesk sequence
- Test and confirm the full flow works end to end
Website (Squarespace)
- Add quiz opt-in and signature program prominently to homepage and relevant pages
- Set up SEO meta titles and descriptions on all main pages
- Create a blog/recipe page template ready for content to be added
- Ensure all calls to action link correctly
Scheduling & Calendar
- Audit Acuity and Practice Better to determine if both are needed or if one can be eliminated
- Fix or rebuild Acuity appointment sequences and reminder messaging with clear language for Brain Strategy calls
- Sync all relevant calendars to Google Calendar
Social Media Scheduling
- Set up Later account, connect all platforms (Instagram, Facebook, Pinterest)
- Build out a media library folder structure for organized content storage
- Create a basic content calendar template for the social media manager to work from
Amazon Storefront
- Set up or audit Amazon Influencer Storefront
- Create organized lists (supplements, books, kitchen tools, etc.)
- Connect storefront link to Instagram bio and Later scheduling workflow
Affiliate Links
- Audit existing affiliate accounts
- Create a simple tracking document listing all active affiliate links, commission rates, and how to use them in content
File & Asset Organization
- Organize Dropbox folders with a clear, logical structure (client resources, content assets, program materials, photos, templates)
- Organize coaching program documents in Practice Better with correct auto-send logic after each session
- Ensure all client-facing documents reflect consistent branding
• *What I'm Looking For**
You are a systems thinker, not a strategist. You don't need to create content or tell me how to run my business — you need to build the infrastructure so everything connects and runs smoothly. You communicate clearly, hit deadlines, and ask good questions upfront rather than going quiet and delivering surprises.
Experience working with health coaches, wellness brands, or solo practitioners is a strong plus. Familiarity with HIPAA-adjacent client privacy considerations is appreciated (note: Flodesk and general marketing tools are not PHI systems — Practice Better handles the clinical side).
• *Project Details**
- Timeline: 3-4 weeks
- Format: Milestone-based payments tied to completed deliverable groups
- Communication: Weekly check-in via Zoom or Loom update, plus async messaging
- Budget: Open to proposals — please itemize your quote by deliverable area so we can prioritize if needed
• *To Apply**
Please include:
1. Your experience with at least 3 of the tools listed above, with a specific example of what you built
2. One system you set up for a similar client (health, wellness, coaching) and what problem it solved
3. Your proposed approach to this project — would you tackle it all at once or in phases, and why?
4. The word KNICKS in your cover letter to let us know you actually read the entire posting.
Applications without these three items will not be reviewed.
Apply tot his job
Apply To this Job