Kajabi is the platform fitness coaches choose when they want to sell courses, memberships, and coaching programs without stitching together five separate tools. It handles your website, email, landing pages, checkout, and student portal in one place. But Kajabi has enough depth that running it well is a real job - one that pulls you away from coaching, content creation, and actual client work.
A Kajabi virtual assistant for fitness coaches takes on the platform entirely. They own the builds, the broadcasts, the inbox, and the QA. You stay in your zone of genius. This article covers exactly what that looks like, what you can delegate, and how to set it up.
What a Kajabi VA Owns: The Four Core Areas
Funnel Builds
A Kajabi funnel is a connected sequence of pages - opt-in, sales page, checkout, thank-you - tied to an email sequence that moves a prospect toward a purchase. Building one correctly takes 4 to 8 hours the first time. Maintaining it, testing it, and optimizing it takes ongoing attention.
Your VA builds every funnel from scratch or from your Kajabi templates. Their responsibilities include:
Landing page setup. They write or format your copy into the Kajabi page builder, configure the form fields, connect the opt-in to the right email sequence, and verify that the page renders correctly on mobile. Kajabi pages notoriously break at certain viewport sizes when columns are stacked incorrectly - your VA catches this before you launch, not after.
Checkout configuration. They set the product price, configure any order bumps or one-click upsells, connect your Stripe or PayPal account, and test the checkout end-to-end with a $1 test purchase. They also configure the post-purchase redirect - either to a thank-you page or directly into the course content.
Email sequence activation. Each funnel connects to a Kajabi sequence (or pipeline automation). Your VA builds out the email chain: the lead magnet delivery email, the nurture sequence, the cart-open announcement, the close-of-cart urgency messages. They set the send delays, segment the audience correctly (so existing students don't receive new-student offers), and test delivery before every launch.
UTM tagging. Every funnel your VA builds includes UTM parameters on the opt-in URL so you can track which traffic source drives conversions. They add this to the monthly attribution report they deliver.
Email Broadcasts
Most fitness coaches on Kajabi use it as their primary email platform. If that is you, your VA manages the broadcast calendar. They write, format, schedule, and monitor every email you send to your list.
The division of labor typically works like this: you provide the topic, the core message, and any specific offer details. Your VA drafts the email in your voice, formats it in Kajabi's email editor (which has its quirks - image sizing, button styling, mobile preview), and sends it to you for a final read. After approval, they schedule it for the optimal send window based on your historical open rates.
After each broadcast, your VA pulls the metrics - open rate, click rate, unsubscribes - and logs them in your shared reporting doc. If open rates drop below your baseline, they flag it and suggest a subject line split test. If unsubscribes spike after a particular email, they note the topic so you can calibrate future content.
Student Support
Your Kajabi courses generate support volume. Students ask about access issues, video playback problems, module unlocking, payment declines, and content questions. A VA handles every one of these without it touching your inbox.
Your VA should have a saved-response library for the 10 to 15 most common issues - "I can't log in," "my video won't play," "I didn't get the workbook PDF," "I want to pause my membership." They handle these in under 2 hours, every day. Anything requiring a policy decision - refund requests, upgrade offers, billing disputes over $50 - gets escalated to you with the student's history and a recommended response.
Kajabi's built-in comments section on course posts also generates interaction that benefits from moderation. Your VA monitors it, responds to questions, pins helpful replies, and flags any negative sentiment before it sits unanswered for three days and metastasizes.
Course QA
Before any new module, lesson, or product goes live, your VA runs a QA pass. This catches problems that would otherwise land in your student support inbox.
A standard QA checklist covers:
- Video plays at correct quality on desktop and mobile
- All downloadable files (PDFs, worksheets, templates) are attached and accessible
- Module unlock rules are set correctly - drip content releases on schedule, bonus content requires the right product access
- Quiz or assessment questions are configured and scoring is correct
- Post-lesson calls to action are present and link to the correct next step
- Email notifications trigger when a student completes a module (if enabled)
Your VA documents the QA pass in a shared log with a date, checklist result, and any issues found. This creates accountability and a paper trail when students report problems.
Setting Up Your Kajabi VA for Success
Access and Permissions
Kajabi's permission levels are limited compared to more enterprise platforms. You can add a team member with either Admin access (full control) or a custom role with restricted permissions. For most VAs, Admin access is required to manage all four areas above.
Before granting Admin access, have your VA sign an NDA that covers your student data, email list, and course content. Your Kajabi account holds your entire business - treat access accordingly.
Standard Operating Procedures
Build one SOP document for each area your VA owns. Keep them in a shared Notion or Google Doc workspace. The SOP for funnel builds should include your brand colors (hex codes), preferred font stack, button style, and any language that is off-limits in your copy. The SOP for student support should include your refund policy, pause policy, and escalation threshold.
Review SOPs quarterly. Kajabi releases platform updates that change UI elements and occasionally break existing workflows. Your VA should flag these when they occur and update the SOP accordingly.
Reporting Cadence
Your VA delivers a weekly summary: broadcast metrics for the week, support ticket volume and resolution time, any funnel performance changes. Monthly, they deliver the full attribution report - opt-in volume by source, checkout conversion rate, email list growth, and churn rate on your membership product.
This reporting is what separates a Kajabi VA who runs tasks from one who moves your business forward. See the full breakdown of what a VA can own in our fitness virtual assistant tasks list.
What This Costs
Kajabi VAs with real platform experience - meaning they have built funnels, configured automations, and run broadcast calendars on actual fitness brands - typically run $8 to $15 per hour from Philippines-based providers. US-based Kajabi specialists run $25 to $45 per hour.
For most fitness coaches, 10 to 20 hours per week covers all four ownership areas. A full-time Kajabi VA at 40 hours per week makes sense if you are running multiple products, a high-volume email list, and an active launch calendar.
When you interview candidates, ask them to walk you through a funnel build end-to-end. Ask specifically about pipeline automation versus sequence automation in Kajabi - these are distinct tools and a genuinely experienced VA knows the difference. Ask what they do when a student's payment declines and the membership access drops. The answer should include checking the billing tab, sending a card-update link via Kajabi's native feature, and logging the case.
For broader context on the role, see our Fitness VA tasks list and the hiring playbook.
Frequently asked questions
Can a Kajabi VA write my course content?
That depends on the VA's background. A general Kajabi admin VA handles platform operations - builds, broadcasts, support, QA - not content creation. If you want someone to write lesson scripts or workbooks, look for a fitness content writer with Kajabi experience, or hire separately for content and operations.
Do I need a VA who specializes in Kajabi, or can a general VA learn it?
Kajabi has enough platform-specific quirks - the pipeline builder, the sequence logic, the product access rules - that a VA who has never used it will spend 20 to 40 hours getting productive. If you are in an active launch period, that learning curve costs you. If you have a quiet quarter coming up, a sharp general VA can learn Kajabi on your dime with less damage.
What does course QA actually catch?
More than you would expect. Drip unlock dates set to the wrong timezone (common), PDFs attached to the wrong lesson, quiz scoring that rejects correct answers, module notifications that fire to all contacts instead of enrolled students only. A single QA pass before launch prevents a flood of support tickets in the 48 hours after.
How long does a Kajabi funnel build take?
An experienced VA builds a standard opt-in funnel - landing page, thank-you page, lead magnet delivery email, and a 5-email nurture sequence - in 4 to 6 hours. A full sales page funnel with checkout, order bump, and a 7-email launch sequence takes 8 to 12 hours. Factor this into your launch timeline.
Should my VA respond to student comments under their own name or mine?
Most coaches have their VA respond as themselves with a note like "from the [Brand Name] team" or respond using a support alias like "[email protected]." Responding in the coach's name without disclosure is misleading and tends to create problems when students later interact with the coach directly and notice a different voice.