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Welcome
Good to have you, Javier.
Take your time getting settled in, everything here is yours to explore whenever you're ready.
Company Onboarding
Each guide is its own document. Open only what you need, then return here.
00
Start Here: Onboarding Map
The order to follow before working independently.
01
Welcome to Peanut Media
Company, brand family, expectations, and work environment.
02
How Peanut Media Works
Ownership, systems, approvals, request classifications, and AI.
03
Peanut Media Brand & Client Primer
Who we serve, what clients are buying, and why trust matters.
04
New Team Member Onboarding Checklist
What must be understood before independent work.
My Role
Technical VA, Development & Support
This is the role-specific layer. Other team members see the same Handbook design, but the role documents change based on their assigned responsibilities.
Primary function
Website support, maintenance, QA, and technical production
Administrative owner
Christina
Functional lead
Kevin
Primary collaborators
Kevin, Ken, Christina, and Admin / Finance as needed
07
Javier: Technical VA Development & Support Onboarding Plan
Responsibilities, care tiers, escalation boundaries, systems, and readiness milestones.
Handbook
Document
Team checklists
Ops
6 items▾
Confirm the project folder name matches the Asana board name exactly
Check the approval submission for completeness before logging it
File the final export in Client Folder → Final Assets
Update the client's status if the project phase changed
Send the client an update through Dubsado
Log the approval in the tracker
Design
5 items▾
Export the working file (Figma/XD) to Design Files
Export flattened PNG + PDF to the client-facing folder
Name files Client_Deliverable_v#
Submit for approval from the client's card in the directory
Tag Kevin if this needs a dev handoff
Development
5 items▾
Confirm hosting and domain access before starting
Push the staging link to the client folder
Run a mobile responsiveness check
Confirm tracking (Analytics/Ads) is installed
Mark the task complete in Asana
Client Directory
Each client shows their own local time, separate from the team clocks on the right.
This map keeps onboarding simple. The company guides explain how Peanut Media thinks and operates. The Knowledge Base teaches the role-specific mechanics. The role plan defines what you're expected to learn and own.
Read and complete in this order
Welcome to Peanut Media: the company, brand family, work environment, and expectations.
Peanut Media Brand & Client Primer: who we serve and why our product levels are different.
How Peanut Media Works: ownership, tools, approvals, request classifications, and handoffs.
Independent Contractor Agreement: review and sign before beginning work. It holds the binding AI terms.
Google Drive Knowledge Base: complete the training materials assigned to your role.
Required case studies or portfolio examples: see what strong Peanut Media work and long-term client relationships look like.
Role Onboarding Plan: complete the milestones for your first weeks and readiness review.
Where work and information live
Asana — source of truth for assigned work, ownership, status, due dates, deliverables, and task history.
Slack — conversation, questions, decisions, alerts, and the control layer for automations. If action is required, it should be represented in Asana.
Google Drive — company files, working documents, reference materials, and the Knowledge Base.
Dubsado — client-facing forms, workflows, approvals, and approved templated communication when assigned.
Simple Commenter — visual review and feedback for design and website work when the project uses it.
Before you work independently
Know who owns your function and where to escalate questions.
Know the difference between Peanut Media, Nanny Agency Web Design, and Live Yesterday.
Know what may and may not be communicated directly to a client.
Know how to classify Rework, New Request, and Warranty Request.
Know where your assigned work lives in Asana and where the supporting materials live.
Complete the training and first supervised work assigned in your role plan.
Default rule: if you're unsure, ask before you guess. A clear question early is better than avoidable rework later.
What we do at the core
Peanut Media builds and supports websites for service-based, location-based, and growing businesses where trust matters. A website shouldn't only look polished or rank for search terms, it should help the right person quickly understand who the business is for, what it offers, why it's credible, and what to do next.
How we're different
Many agencies lean heavily toward design or heavily toward marketing. Peanut Media works across both, caring about how people make decisions, how trust is built online, how a website scales with a business, and how design, content, search, schema, structure, and technical systems support one another.
Our brand family
Peanut Media — the main brand, partnership-first, built for businesses that value experienced strategy, custom direction, search and schema structure, multi-location thinking, and an ongoing relationship.
Nanny Agency Web Design — a dedicated vertical of Peanut Media, not a separate tier. It speaks directly to nanny agencies while keeping the same products, standards, and partnership model.
Live Yesterday — a separate brand owned by the same company, "a Peanut Media company." It serves clients who need a professional website with a more predefined, lower-customization delivery model, a simpler product, not a smaller partnership.
Who we work for
Franchises and multi-location businesses
Nanny agencies and household staffing businesses
Medical spas and other trust-sensitive service businesses
Play cafes, indoor playgrounds, and family-focused local businesses
Growing service businesses that need more than a basic brochure website
Live Yesterday commonly serves therapists, doulas, midwives, nonprofits, and similar service providers who mainly need a clear, professional website.
What we believe
Clarity over complexity.
Move quickly, not sloppily.
Ask before guessing.
Keep your word, communicate when you'll begin or resume something.
Ownership includes checking your work, not just completing it.
Protect the client relationship, access and files are trusted assets.
Work should have a reason, not just a box to check.
Our work environment
Work hours are flexible as long as deadlines, agreed availability, and team overlap are handled responsibly. Christina is generally easiest to reach 7:00 a.m.–5:00 p.m. Arizona time.
Communicate when you begin work, especially urgent work.
If you can't finish something immediately, say when you expect to return to it.
Ask questions, don't assume just to keep a task moving.
For Christina's review, include a screenshot, link, and enough context to decide on a phone.
Don't let a blocker sit silently, communicate it early.
Client communication
Christina owns direct client communication. Team members shouldn't independently communicate with clients unless she's explicitly assigned that. A VA may send approved communication through Dubsado using the approved template, but shouldn't independently change message, scope, pricing, or policy.
When you're unsure
Being unsure isn't a problem, hiding it until it creates rework is. If you don't understand client intent, scope, approved design, technical risk, priority, or next step, ask the appropriate owner before a client-facing or irreversible decision.
Functional ownership
We define the company by functions first, then by the current people in those functions. People and titles can change, ownership stays clear.
Owner, Strategy & Business Direction — Christina owns company direction, strategy, scope, client relationship decisions, and direct client communication.
Development & SEO — Kevin is Lead Development & SEO Manager. Ken works under Development as a developer. Technical VAs assist development and support while staying under Christina administratively.
Design — Ingrid is Design Manager. Xiomara is Designer / Design Support, and primarily speaks Spanish, so communication may be in Spanish with approved AI translation support.
Admin & Finance — Daphne currently supports Admin & Finance.
VA / Technical Support — supports development, support requests, task routing, and technical corrections based on role permissions, without replacing Kevin's technical authority or Christina's client authority.
Source of truth by tool
Asana — source of truth for work: assigned actions, ownership, due dates, status, deliverables, completion.
Slack — conversation, questions, decisions, and operational control. An actionable item should still route into Asana.
Google Drive — files, working documents, instruction documents, and the Knowledge Base.
Dubsado — client workflow, forms, approvals, and approved templated communication.
Simple Commenter — visual feedback and website/design review.
Hubstaff — time tracking and project classification for roles required to track time.
A Slack message is not a substitute for an assigned task. If somebody needs to do something, it should be visible in the work system.
Website production flow
Design Standards — visual language and direction. Two approvals.
Design Pages — applying approved standards to required pages. Two approvals.
Development — building the approved design, execution only, not a separate client approval stage.
Launch Approval — the final approval before hard launch, after internal checks are complete.
After launch, the project may enter a warranty period, then ongoing care, support, SEO, or growth work.
Request classifications
Rework — a correction because completed work didn't match the approved instruction, design, or standard. Not automatically billable.
New Request — a new addition, change, or scope item outside the approved instruction or completed scope.
Warranty Request — a post-launch issue reported during the warranty period, related to delivered work. Coverage is governed by the client agreement.
If classification is uncertain, don't guess for billing or client communication, capture it, explain the uncertainty, and route it for review.
How support and technical work move
A VA or support role captures the request, gathers screenshots and links, classifies it provisionally, and creates or updates the Asana item.
Kevin owns technical escalation and development direction for the function.
Christina owns client-facing decisions and communication.
A technical VA may make approved site changes with the required access, using staging, backups, and the approved process.
Communication expectations
Work hours can be flexible. Reliability is not.
For urgent work, state when you're beginning and communicate if timing changes.
Don't say "I'll get to it" and disappear without a timeline.
Ask questions before assumptions create rework.
For a decision from Christina: screenshot, direct link, brief context, and the specific decision needed.
Escalate quickly when scope, billing, client communication, availability, security, or an approved design is affected.
AI and work tools
Peanut Media professionally uses AI internally, and team members are welcome to use AI tools to work more efficiently: research, drafting, translation, summarizing, organizing, troubleshooting, and similar. Contractors generally provide their own AI tools unless a specific tool is required for the role.
AI should support your work, not replace your judgment. Never enter passwords, credentials, or confidential client information into an AI tool unless specifically authorized. Always review and verify AI-generated work before using it. Binding AI terms are in the Independent Contractor Agreement.
Quality control before handoff
The instruction was followed completely.
The result was checked in the actual environment the next person or client will see.
No obvious content, link, layout, formatting, functionality, or access issue remains.
Any deviation from instruction is documented and approved.
The next owner has the context, screenshot, link, file, or task needed to continue.
The Asana status reflects what's actually true.
The core buyer situation
Our clients usually serve people who need confidence before taking action, choosing who enters their home, where they leave a child, who performs a service on their body, where their family spends time, or whether a multi-location company feels credible. Trust isn't decoration, it's part of conversion.
The three names you'll see
Peanut Media — main brand, partnership-first, strategy-led work for businesses needing stronger structure, custom direction, search/schema thinking, multi-location scale, or an ongoing relationship.
Nanny Agency Web Design — a dedicated Peanut Media vertical for nanny agencies, same products, not a separate tier.
Live Yesterday — a separate brand owned by the same company. Defined, lower-customization website products for clients who mainly need a professional website rather than a deeper strategic partnership.
Who we're trying to reach
Franchise and multi-location businesses that need architecture that scales across locations and local search.
Nanny agencies, where trust, service-area structure, recruiting, and local credibility are central.
Medical spas, where trust, local visibility, and conversion matter as much as an attractive site.
Play cafes and indoor playgrounds, where visitors need fast practical answers.
Growing service businesses that need more structure than a brochure site.
Live Yesterday: who it commonly fits
Therapists, doulas, midwives, nonprofits, and other service providers who need a strong online presence with a more defined scope.
How lead routing works
During intake, the prospect's goals, scope, budget, and desired partnership level help determine the right product. A lead whose needs fit a more predefined product may be routed to Live Yesterday. Don't quote or invent a budget cutoff unless the current sales workflow explicitly provides one.
What a strong Peanut Media website should do
Make the right visitor feel they're in the right place.
Answer the questions that block the next action.
Make the business feel credible, organized, and established.
Create a clear path to call, book, inquire, apply, visit, or buy.
Support organic search without sacrificing readability or trust.
Scale cleanly as the client adds services, locations, staff, or markets.
Case studies to review
Timeless Play
Trusting Connections
Lifetime of Love Nannies — old and new website evolution
Crunch Care — client relationship and website work
Pink Nannies — client relationship and current SEO support
When reviewing one, look for: what the client needed, what changed structurally, how trust improved, what technical or SEO decisions mattered, and what the long-term relationship required beyond launch.
Things we do not want
A beautiful page that leaves the visitor confused.
SEO content written for a search engine instead of a person.
A technical shortcut that damages the design system or creates maintenance problems.
A generic website that could belong to any business in the industry.
Completing an instruction you know is probably wrong without raising it.
A process so complicated nobody can reliably follow it.
Before Day 1
Independent Contractor Agreement or applicable work agreement is complete.
AI section of "How Peanut Media Works" reviewed, binding terms are in the Independent Contractor Agreement.
Approved work email confirmed, Slack and Asana invitations accepted, correct projects visible.
Google Drive access confirmed for the role, including the Knowledge Base.
Role-specific system access confirmed, time tracking configured if Hubstaff is required.
Primary manager / functional lead and escalation path identified.
Day 1: Understand the company
Read Welcome to Peanut Media, Brand & Client Primer, and How Peanut Media Works.
Know who owns Strategy, Design, Development & SEO, Admin & Finance, and Technical Support.
Explain the difference between Peanut Media, Nanny Agency Web Design, and Live Yesterday.
Understand that Christina owns direct client communication, and the rule: ask before guessing.
Know where to report a blocker or uncertainty.
Day 1–3: Learn the work system
Slack: locate channels, know what belongs in Slack versus Asana.
Asana: open an assigned task, update status, comment, locate the project.
Google Drive: locate the Knowledge Base and role folders.
Dubsado and Simple Commenter, as relevant to the role.
Hubstaff time and project classification rules, if the role tracks time.
AI: reviewed and understood, including the requirement not to enter passwords, credentials, or confidential client information.
First week: demonstrate the workflow
Complete the Knowledge Base items assigned to the role.
Review at least one required case study or portfolio example.
Complete one supervised or low-risk task using the full workflow.
Show the ability to distinguish an actionable task from a Slack conversation.
Show when to ask for approval or escalate.
Prepare a mobile-friendly review request: screenshot, direct link, short context, specific question.
Review your own work before handoff and document what was completed.
Production approval flow to know
Design Standards Approval 1 & 2, Design Pages Approval 1 & 2, Development (no separate client approval), Launch Approval.
Request classifications to know
Rework, New Request, Warranty Request.
Readiness review
A 30-day plan is the default planning tool, not a promise every role needs 30 days.
I know what I own and what I don't own.
I know where my assigned work lives.
I can explain the brand and product structure accurately.
I understand the client types relevant to my work.
I know the three request classifications.
I can identify when a request is unclear or outside scope and escalate it.
I consistently review my work before handoff.
I understand the communication and documentation expectations for my role.
Role title: Technical VA, Development & Support · Primary function: Website support, maintenance, QA, and technical production · Administrative owner: Christina · Functional lead: Kevin · Primary collaborators: Kevin, Ken, Christina, and Admin / Finance as needed
Why this role exists
Javier's role helps Peanut Media keep client websites updated, maintained, tested, and supported without every routine technical request needing to reach senior development. He works closely with Kevin, learning which work can be completed independently, which needs a quick review, and which should be escalated before changes are made.
What Javier works on
Routine website maintenance and support tasks assigned in Asana.
Content, image, testimonial, team-member, event, and other page updates.
Links, embeds, form settings, basic website settings, and repeatable WordPress changes.
Basic SEO hygiene — alt text, headings, metadata, and changes that follow an approved standard.
Blog, FAQ, archive, and content-migration cleanup using documented processes.
First-pass maintenance triage and monitoring checks before escalating.
Approved service-area or location-page updates following an existing template.
Maintenance clients & care tiers
No need to know client pricing, but check the client's tier and assigned task before starting work.
Tier 1, Essentials — most current and grandfathered maintenance clients. Follow the documented maintenance/support process.
Tier 2, Growth — a higher service level. Check the client record before assuming a request is included.
Tier 3, Authority — the highest service level. Follow the client record and assigned scope, the tier doesn't mean making pricing or scope decisions.
Work that needs Kevin's review or approval
DNS or domain changes and redirects until cleared for them.
Security concerns, suspected breaches, site-down recovery, or unusual spam/form behavior.
Custom code, migrations, global-component changes, or anything that could affect the whole site.
A new type of technical task not yet trained on.
Any issue where the safest next step isn't clear after first-pass troubleshooting.
Not Javier's responsibility unless specifically assigned
Direct client communication or changing client commitments.
Pricing, contracts, invoices, package decisions.
Content strategy, SEO strategy, or editorial approval.
Making a high-risk production change because it seems like the likely fix, ask first when risk is unclear.
How the role works day to day
Asana is the source of truth, keep the task updated with what was changed, tested, and still needed.
Slack is for communication, questions, and decisions. For urgent work, say when starting.
If timing changes, update the team instead of leaving the task silent.
Ask before guessing, a question is better than an avoidable client-site mistake.
When looping in Kevin or Ken, explain what was already checked, with screenshots or links.
Test work before marking it complete, desktop and mobile where relevant.
Systems used: Slack, Asana, Google Drive / Knowledge Base, WordPress, and any hosting, maintenance, Analytics, Search Console, Simple Commenter, or other client tools assigned to the role.
Milestones
First week — complete the universal onboarding guides and assigned Knowledge Base training, learn the three maintenance tiers, review client examples, complete several supervised low-risk tasks, practice documenting and escalating with useful context.
By Day 14 — complete common low-complexity updates independently, complete routine QA and maintenance checks, know which categories to resolve versus route to Kevin, keep Asana and Slack current without reminders.
By Day 30 — independently own the routine categories cleared to handle, test changes carefully and avoid regressions, handle first-pass troubleshooting confidently, be a dependable first technical stop for routine support.
When to stop and ask
The request is unclear or conflicts with the task, design, care plan, or approved standard.
Unsure whether the work is Rework, a New Request, or a Warranty Request.
The issue involves security, credentials, DNS, domains, site availability, migrations, custom code, or another higher-risk system.
The change could affect billing, client commitments, scope, or a decision Christina needs to make.
Documented troubleshooting steps were tried and the next action still isn't confident.
The goal: Javier isn't expected to know every answer on Day 1. The goal is to learn Peanut Media's repeatable technical work, become reliable at the categories he's trained on, and know when to ask for help before a small issue becomes a bigger one.
Handbook
Welcome aboard, Javier 👋
Glad you're here. Everything you need to get oriented is right below, work through it at your own pace, and ping Christina if anything's unclear.