Welcome! This document explains exactly how to work with me through the Client Portal—how to submit requests, how priorities and deadlines work, how approvals are handled, and what to do when you have access issues.

Everything is built for clarity, tracking, and fast turnaround.

To keep requests organized and trackable:

• All tasks are submitted via the Submit New Request form.
• Every submission creates a unique Task ID.
• All tasks automatically appear in the portal Task Board.
• Includes Active tasks and Completed tasks.
• If a task requires your confirmation before it can be finished, it goes into an Approvals Queue.
• The Approvals Queue is inside the portal under Approvals.
• You will be notified automatically when approval is needed.
• Status updates and confirmations are automated.

You will receive emails when:

• an item requires approval,
• an approval is completed (approved/declined/more info requested),
• a task is completed.

This system prevents missed requests, confusion, and “lost in chat” tasks.

Official working timezone for requests and deadlines: based on client’s timezone.

Even if you choose a different timezone for the deadline in the form, all scheduling coordination will align with the client's timezone by default unless otherwise stated.

Default working hours: 9:00 AM – 5:00 PM EST but solely based on client’s timezone.

Local timezone of the virtual assistant is Asia/Manila (GMT +8) or Philippine Standard Time.

All work requests must be submitted through the Submit New Request. This ensures:

• correct prioritization,
• clear deadline handling (with timezone options),
• request-type specific details,
• tracking with a unique Task ID,
• automatic visibility in the portal Task Board.

• I receive an automatic task notification by email.
• The task is logged with a unique Task ID.
• The task appears on the portal Task Board.
• Work begins based on the priority level and deadline you selected.

Priority is not just a label—it determines turnaround order.

• Standard: needed in more than 72 hours.
• Moderate: needed within 48–72 hours.
• High: needed within 24–48 hours.
• Urgent: needed within 24 hours.

• Standard/Moderate: queued and worked during normal business flow.
• High: prioritized above Standard/Moderate.
• Urgent: immediate attention where possible (see Urgent Rules below).

Important: If the task is urgent, still submit the form, but also message me via WhatsApp so I can act immediately.

The Submit New Request includes request types so you don’t have to over-explain and I don’t have to guess.

• Calendar Scheduling
• Email Draft or Reply
• Research or Vendor Sourcing
• Travel
• Others (you can specify exactly what you need)

Each request type includes dedicated sections for details needed so I can complete it correctly the first time.

• agenda or purpose
• attendees
• preferred date/time windows (and timezone)
• meeting duration
• rules or must avoid (e.g., “avoid mornings”, “no Fridays”, “must be before Wednesday”)

• recipient name + email
• tone: professional, friendly, firm, apologetic, etc.
• context or what’s the email about
• must-include points + any forbidden points
• key details
• call to action
• whether it should be: draft only, ready-to-send format, or multiple versions (short/medium/firm)

• what are we sourcing or researching
• required criteria (price, ease of use, integrations, etc)
• budget range
• deadline reminder
• output format preference: short summary, comparison table, top 3 recommendations, vendor shortlist with contact info

• destination(s) or city
• travel dates (with timezone)
• budget
• preferences
• notes

• what “done” looks like
• context or background
• deadline + timezone
• links/files needed
• approvals needed (if known)

The Submit New Request form allows you to choose the timezone for the deadline. This prevents confusion if you travel or coordinate across regions.

• Always select the timezone that matches your intent.
• If you’re unsure, choose your timezone.
• If the task has a hard “must be done by” time, please state it clearly (example: “must be delivered by 3:00 PM GST”).

Every submitted task automatically appears in the portal Task Board.

• all ongoing tasks
• current status
• priority + deadlines
• key notes/links (as included in the request)
• assigned owner and task ID for tracking

• tasks marked done
• completion date/time
• any final deliverables/links (if applicable)
• confirmation that the task has been closed out

This gives you visibility without needing to ask for updates constantly.

Some tasks require your approval before they can be considered complete or delivered.

• final email copy before sending
• vendor shortlist selection
• travel itinerary approval
• document finalization
• payment or invoice-related confirmations
• anything that could be sensitive, client-facing, or irreversible

• You receive an automated email notification with the task details.
• The item is added to the portal under: Approvals → Approvals Queue.
• You can choose one of these actions: Approve, Decline, Need info.

• Every approval item has a unique Approval ID.
• Approval items are connected to the original Task ID (for traceability).

• If you Approve, you receive a confirmation email and I proceed to finalize/complete.
• If you Decline, you receive confirmation and I will revise or pause as needed.
• If you Need info, you receive confirmation and I will follow up with what’s missing.

• You will receive an automated email once the approval action is recorded.
• You will receive an automated email when the related task is completed.

A request is considered URGENT if it affects:

• same-day meetings, schedules, or travel
• deadlines within 24 hours
• critical operations that are blocked
• access issues that stop work immediately
• anything time-sensitive that could cause reputational, financial, or operational impact

• Submit the form (Task Request or Access Issue)
• Message me on WhatsApp: +63 906 213 2642

For any access problems (permission errors, login issues, broken links), submit the Access Issue Report.

• The system generates a unique Service Desk Reference Number.
• You will receive automated notifications as the issue progresses through status updates.
• You will continue receiving notifications until the issue is resolved.

• exact link you are trying to open
• screenshot of the error
• the email/account you used to log in (never share passwords)
• what you expected vs what happened
• urgency level if it blocks a deadline

To keep everything clean:

• Forms + portal are the source of truth.
• Email is best for approvals confirmation, task output delivery, and formal follow-ups.
• WhatsApp is used for urgent deadlines, time-sensitive coordination, and same-day disruptions.