Automating Student Onboarding: The VA’s Role in Enhancing the Student Experience

Starting a new course can be exciting but also a little overwhelming for students. 

After purchasing the course, they then have to figure out how to login to the learning system, get used to the system itself, and access any extra items associated with the course. They also have to learn how to get in touch with the instructor if they need clarification on the course material. 

If these steps aren’t clear, students might feel lost or frustrated. 

That’s where automation and virtual assistants (VAs) come in! By using smart tools and putting yourself in the student’s shoes, course creators can make the student onboarding process easy, smooth, and, well, fun!

What is student onboarding?

Student onboarding is the process of welcoming new students to a course or program. It includes:

👉 Signing up for the course

👉 Receiving welcome emails

👉 Getting access to course materials

👉 Becoming familiar with the course platform

👉 Understanding how to contact teachers

👉 Joining student groups or forums

When onboarding is done well, students feel prepared and excited to get started. When it's confusing or disorganized, however, students may feel discouraged before they even begin. 

A smooth onboarding process can build confidence in students and encourage them to engage more actively in the course. It also gives students a personal connection¹ that they crave and rely on in order to fully immerse themselves in the course environment.

Why automate student onboarding?

Automation means using technology to handle tasks that would otherwise need to be done by a person. Instead of manually sending emails or reminding students about deadlines, automation tools can do that for course creators. 

Automation is a great idea for student onboarding because it:

• Saves time – Course creators don’t have to send emails or check student progress manually, allowing them to focus on teaching and improving the course.
• Reduces mistakes – Automation ensures every student gets the right information at the right time, preventing confusion and missed deadlines.
• Improves student experience – A smooth start makes students feel welcomed and ready to learn, increasing their chances of success in the course.
• Keeps everything organized – No missing emails, misplaced files, or forgotten deadlines means students always know what to do next.
• Increases engagement – Students stay informed and connected from the start, reducing dropout rates and improving completion rates.

How can a VA help with student onboarding?

⚡ Here’s where you and your expertise as a VA come into play! 

You can play a huge role in automating and improving student onboarding. Here’s how:

1. Setting up automated emails

When students enroll in a course, they should receive a welcome email right away. You can:

• Create email templates that welcome students and introduce them to the course structure.
• Set up automated email sequences that send reminders about important dates to make sure students never miss key live sessions (if applicable). 🔑 These automated emails can also be to check in and encourage students throughout their journey!
• Personalize emails with student names and relevant information to make them feel valued and engaged.

For example, you might set up a system where a student gets:

1️⃣ A welcome email with login details, instructions, and a friendly message from the instructor. This email covers “housekeeping” info and sets the tone for future emails.

2️⃣ A second email explaining where to find course materials, with links and step-by-step instructions (again).

3️⃣ A third email introducing them to other participants/cohorts and inviting them to join student discussion forums.

2. Organizing student resources

Students need access to materials like course ebooks, worksheets, and videos. To make this as seamless as possible, you can:

👉 Upload course materials to an online platform, making sure everything is labeled and 

easy to find.

👉 Organize content into structured modules and folders so students can navigate the 

course smoothly.

👉 Create guides or video tutorials on how to use the learning system, so students don’t 

waste time figuring things out on their own.

This way, students never have to wonder where to find what they need, leading to a stress-free learning experience.

3. Managing student questions

Students often have questions about various things within a course platform, be it with the technology or the content itself. 

You can keep students from feeling lost by:

🔥 Answering common questions via email, chat, or an online help desk.

🔥 Set up a Frequently Asked Questions (FAQ) page to address common concerns and 

reduce repetitive inquiries.

🔥 Direct students to the right resources, such as videos, discussion boards, or specific ways to reach the course creator directly.

4. Creating an engaging student community

Many courses have student groups on platforms like Facebook, Slack, or Circle outside of the main course platform. This extra space gives students a place to connect with one another about the course or related topics. 

For a successful community, you can welcome new students to the group, post notices about course content changes like updates or live sessions, and encourage discussions by posting conversation starters.

🔑 A great morale booster for students might be highlighting a success story of a student who’s completed the course, applied the principles covered, and are experiencing great results in their journey!

Tools for automating student onboarding

Having the right tools to do your job and make your client’s life that much more smooth can make or break the whole operation! 

Here are a few popular tools to check out:

• Email automation: Mailchimp, ConvertKit, ActiveCampaign – these platforms allow you to create automated email sequences and track student interactions.
• Course platforms: Teachable, Kajabi, Thinkific – these learning management systems (LMS) make it easy to host course materials, track student progress, and manage communities.
• Community management: Facebook Groups, Slack, Discord – these platforms help build student engagement and foster discussions.
• Scheduling tools: Calendly, Google Calendar – these tools allow students to schedule one-on-one meetings with instructors or attend live sessions.
• Task management: Trello, Asana, ClickUp – these platforms help you and instructors stay organized and track student onboarding tasks.

💡 Try not to overwhelm yourself when considering your options! Remember: the point of using a tool (or tools) is to make your processes hassle-free and smooth for everyone involved. When you focus on this goal first and foremost, that should be your guiding light.

A (sample) day in the life

Let’s imagine a VA named Alex is helping a course creator with student onboarding. Alex’s day might look like:

9:00 AM – Check emails and respond to student questions 

10:00 AM – Set up new (or update current) welcome emails for new students 

11:00 AM – Upload new course materials, organize folders, and check that all links are working. 

12:00 PM – Lunch break! 

1:00 PM – Post reminders in the student group 

2:00 PM – Send follow-up emails to students who haven’t started the course yet, encouraging them to get started. 

3:00 PM – Track student progress, compile a report, and suggest improvements to the course creator. 

4:00 PM – Wrap up and prepare for the next day, setting reminders for upcoming onboarding tasks.

Each of these tasks sees to it that each student feels supported and excited about jumping into the course - which is the ultimate goal!

Automating student onboarding is a great way to make sure students have a smooth start to their learning journey. With your help, course creators can save time, reduce stress, and create a welcoming experience for every student, every time.

By using smart tools and careful planning, onboarding can become an easy and enjoyable process for everyone involved.

Are you ready to learn more about what you can do as a VA for course creators? Join my FREE Learn to Become a VA Masterclass to get the inside scoop on what it takes to dive into this amazing career!