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Standard Operating Procedures (SOPs) for Beauty Professionals & Virtual Assistants: The 30-Minute Visibility System

Objective:

Ensure the stylist’s business maintains high visibility online by executing a structured, repeatable process that optimizes Instagram, Google Business, Yelp, and content marketing. This document provides clear instructions for both the stylist and the virtual assistant (VA) so they can work together seamlessly.

How to Give Your VA Secure Access to Accounts

Sharing login information securely is crucial to maintaining business security while allowing your VA to manage tasks efficiently. 

Never share passwords via text or email. 

Instead, use a password manager like LastPass, 1Password, or Google Password Manager to grant access safely.

Steps to Set Up Secure Access:

1. Create an account with a password manager (LastPass, 1Password, or Google Password Manager).
2. Add your logins for Instagram, Google Business, Yelp, and any other platforms your VA will need.
3. Store all important login credentials and assets in one central place:
• Use Google Drive (recommended) or Dropbox for organized storage.
• Create a folder labeled “VA Access” to house essential documents.
• Inside, include a master spreadsheet with login info (passwords hidden if using LastPass), brand assets, and social media content.
4. Share access without revealing passwords:
• In LastPass, go to Vault → Share Item and enter your VA’s email.
• In 1Password, use Vault Sharing to send credentials without exposing them.
• In Google Password Manager, add your VA as a trusted user.
5. Set permissions so the VA can log in but cannot view or change passwords.
6. Enable two-factor authentication (2FA) where possible. Send the VA verification codes only as needed.
7. Regularly review and update access to ensure only active team members have login credentials.

Once this is set up, the VA can log in securely without compromising sensitive information.

PHASE 1: One-Time Setup Tasks

These tasks are completed once to establish strong search visibility.

Task 1: Optimize Instagram Bio (do it yourself)

📍 Why this matters: Instagram is a search engine. If the bio isn't optimized, people won’t find the business.

1. Update the Instagram bio using provided text from the Visibility Kit.
2. Update the Name Field to: “Blonde Specialist | [City]” for better search visibility.
3. Pin the three top posts to the profile.
4. Verify that the bio is optimized and visible for searches like "Blonde Specialist in [City]." 

Task 2: Set Up & Optimize Google Business Profile

📍 Why this matters: Google is the #1 lead source for new clients.

For the Stylist:

1. Claim or log in to Google Business Profile.
2. Provide the VA with Google Business login credentials using a password manager.
3. Ensure that at least three high-quality photos are available for uploading.

For the VA: (or do it yourself)

1. Update the business name: “Blonde Specialist at [Salon Name] in [City]”
2. Add services, hours, and booking link.
3. Upload at least three recent photos.
4. Post a welcome update: “Now accepting new blonde clients in [City]! Click to book.”
5. Confirm the profile is visible when searching for "best blonde specialist near me."

Task 3: Claim & Optimize Yelp Profile (10 Min)

📍 Why this matters: Yelp ranks high on Google and drives local leads. 

Even if people in your city aren’t big on Yelp, it helps for SEO and to get your more visibility when people search in general. 

For the Stylist:

Claim or update the business profile on Yelp. 

1. Provide the VA with Yelp login credentials securely via a password manager.
2. Ensure before-and-after photos are available for uploading.

For the VA:

1. Add a booking link and list all services.
2. Upload before-and-after transformation photos.
3. Write a keyword-optimized business description using the provided template.
• Example: "Luxury blonde specialist in [City], specializing in lived-in blonde & balayage."
4. Verify profile ranks for searches like "best blonde balayage in [City]."  

Task 4: Set Up a Social Media Posting System (30 Min)

📍 Why this matters: Consistency is key to ranking and engagement.

For the Stylist:

1. Approve the posting schedule and confirm preferred posting times.
2. If using a paid scheduler (Later, Planoly, etc.), grant the VA access via a password manager.
3. Ensure photos and videos are organized in a shared Google Drive or Dropbox folder for the VA.

For the VA:

1. Schedule 3x minimum weekly posts using Super Captions™ in a scheduler (Meta Planner, Later, or Planoly). (tbh, at first i'd give them access to something like Later, with Lastpass.
2. Copy and paste one post per week into the Google Business Profile.
3. Confirm that all posts are scheduled for the next 30 days. 

Execution & Accountability

✅ Stylist ensures the VA has secure login access via a password manager.
✅ Stylist organizes all brand assets, content, and logins in a Google Drive or Dropbox folder for the VA.
✅ VA executes, tracks, and optimizes all visibility tasks.
✅ Ongoing communication via shared workspace (Notion, Asana, Slack).

By following these SOPs, stylists and virtual assistants work together efficiently to maintain high visibility and attract new clients consistently - and cut out bloated agency fees!!