Frequently Asked Questions

Kopf Consulting provides backend technical support for entrepreneurs, solopreneurs, and small teams.

We help choose, set up, connect, automate, maintain, and troubleshoot the systems businesses use to attract leads, communicate with clients, collect payments, deliver services, and manage day-to-day operations.

This may include websites, CRMs, email marketing platforms, forms, funnels, automations, integrations, courses, memberships, schedulers, client portals, and other digital business tools.

A Certified Tech Manager focuses on the technology supporting your business behind the scenes.

The work may include helping you select software, configuring a new platform, connecting tools, building automations, maintaining systems, troubleshooting problems, and explaining your options when you are unsure what to do next.

The goal is to help your systems work together without requiring you to remain the manual connection holding everything together.

Kopf Consulting is not a traditional IT company focused on corporate networks, computer hardware, or internal technology infrastructure.

We do not provide general administrative virtual assistance, full-service web design, social media management, paid advertising management, traditional copywriting, or complete Online Business Manager services. We can, however, assist with AI-generated copy when it is needed as part of a technical project.

We may support the software used for those activities, including websites, CRMs, email platforms, scheduling tools, project-management systems, funnels, forms, and automations.

Kopf Consulting has worked with a wide range of CRM, email marketing, website, course, membership, automation, client-management, scheduling, podcasting, and digital marketing platforms.

Our experience includes platforms such as WordPress, Mailchimp, HoneyBook, HubSpot, Kajabi, Keap, Flodesk, Zapier, GoHighLevel, Kit, ActiveCampaign, Xplor, Podia, ThriveCart, Thinkific, Teachable, Squarespace, Shopify, Dubsado, Ontraport, Libsyn, and many others.

Possibly.

The platform list on our website does not include every program we have supported. Send us the name of the software and a brief explanation of what you need completed.

Experience with a program does not necessarily mean every request involving that software will fall within our services. We will review your inquiry and confirm whether we can provide the support you need.

We may also learn a new platform when it is the best fit for your business. You will not be billed for the time required for us to teach ourselves how to use unfamiliar software.

Technology changes constantly, so continued learning is part of the work.

I regularly complete certifications, training, professional development, platform research, and hands-on testing. Working directly inside business software also gives me practical experience with system updates, new features, policy changes, integrations, and the problems clients encounter through real-world use.

Yes.

One-time and short-term options include Temp Tech, Quick Gigs, training and consulting, workflow audits, and Hiring and Recruiting Services.

Ongoing options include Flex Support, Pay As You Go, monthly website and software maintenance, and podcast management.

The best option depends on what you need completed and how frequently you expect to need support.

Quick Gigs are preset, noncustomizable services for specific projects.

Temp Tech is best for a one-time task, technical problem, short project, or defined list of tasks.

Pay As You Go is designed for clients who need ongoing access to support but are unsure how consistently they will use it.

Flex Support allows clients to purchase hours in advance at a discounted rate and use them over an extended period.

Monthly Maintenance is best when a website, CRM, or email marketing platform needs routine monitoring and upkeep.

A consultation can help determine which option is the closest fit when your request does not fall neatly into one category.

You do not need to diagnose the problem before contacting us.

Explain what is happening, what you expected to happen, and what you are trying to accomplish. Screenshots, screen recordings, error messages, and examples are helpful when available.

We will review the information and determine whether the issue falls within our services.

No responsible service provider can guarantee that every issue can be resolved.

The outcome may depend on the platform, available account permissions, third-party limitations, unsupported features, software conflicts, outages, account restrictions, or the condition of the existing system.

We will explain what we find, what can reasonably be completed, and any available alternatives. We will also tell you when the requested outcome is not possible or when another type of specialist is needed.

An initial consultation is required before customized or ongoing client services can be purchased.

The consultation allows us to understand the request, confirm that it falls within our services, discuss access and responsibilities, and determine whether the working relationship is a good fit for everyone involved.

Certain preset products or services may have a direct purchase option. Those requests remain subject to review and approval.

The initial consultation is informational. It does not include troubleshooting, detailed implementation instructions, or client-specific recommendations.

Yes, after the paying client has completed the initial consultation and provided authorization.

Kopf Consulting must meet directly with the potential client before work begins. The client or an authorized decision-maker must approve the purchase and sign the Client Agreement. A virtual assistant, OBM, employee, or contractor may complete the process on the client’s behalf only with documented authorization.

The client may later authorize us to communicate and work directly with designated team members. A liability waiver or other written authorization may be required before access or decision-making authority is extended to another person.

Kopf Consulting does not provide white-label or subcontractor services in which another provider sells our work as its own.

We must meet the paying client, confirm that the relationship is a good fit, and contract directly with the client receiving the service.

Virtual assistants, OBMs, agencies, consultants, and other providers are welcome to refer their clients to Kopf Consulting and remain involved as authorized members of the client’s support team.

Yes.

Clients retain ownership of and access to their domains, websites, software accounts, systems, data, and other business assets.

We do not build systems behind a locked door or position ourselves as the only person who can access or understand them. Our goal is to support your business without becoming a gatekeeper between you and your own technology.

Account access is handled as securely as the available platform allows.

Passwords and other sensitive information should not be sent through regular email unless no safer option is available. Secure password-sharing tools, temporary credentials, delegated access, or user accounts are preferred whenever supported.

When a platform requires a time-sensitive two-factor authentication code, we may schedule a brief access session so the code can be provided while we are signing in.

Clients should retain administrative access to their accounts and remove Kopf Consulting’s access when services end.

Email is the primary communication method.

Email creates an accurate record of questions, instructions, approvals, decisions, and completed work. It also allows us to review the complete request without interrupting work already in progress for another client.

Kopf Consulting does not communicate through Slack, WhatsApp, Voxer, Skype, or other real-time messaging platforms.

All meetings with Kopf Consulting take place through Zoom and must be scheduled in advance using the appropriate calendar link.

Kopf Consulting does not accept phone calls or regularly monitor voicemail. Calling the business number will not result in a returned call or a scheduled meeting.

Clients receive the correct scheduling link for their service or program. Some services include a specific number of Zoom meetings, and additional consultations may be purchased when more meeting time is needed.

Standard business hours are Monday through Friday from 9:00 a.m. to 2:00 p.m. ET, excluding holidays and scheduled closures.

Most requests from active support clients are completed or addressed within 48 business hours after all required information and access have been received.

Requests submitted after 2:00 p.m. are considered received on the next business day. Emails are generally answered within one business day.

Project timelines vary based on the service, complexity, available access, client response times, and any third-party platforms involved.

Kopf Consulting does not guarantee same-day or next-day service.

Current clients may place “Urgent” in the email subject line when a request meets the criteria explained during onboarding. Requests incorrectly labeled as urgent are subject to standard turnaround times.

Urgent requests that meet the criteria and are received during business hours are prioritized and addressed as soon as possible. Resolution time may depend on the nature of the issue and any third-party limitations.

Known deadlines should be communicated before work begins. Kopf Consulting will confirm whether a requested deadline can be accepted after reviewing the project’s size and complexity, the access and information required, and current availability.

Kopf Consulting is primarily a one-person business, and clients work directly with me.

The word “we” refers to Kopf Consulting as a company. It does not mean that client work is automatically passed to a large or unknown team.

Portions of a project may occasionally be completed by a vetted specialist when the work falls outside my expertise or requires complementary support. This will not happen without the client’s knowledge and authorization.

Both options provide ongoing access to technical support and the same general client experience.

Flex Support hours are purchased in advance through HoneyBook. Clients receive a reduced hourly rate based on the package selected, and the hours must be used within the package’s active period.

Pay As You Go is billed at the standard hourly rate through Upwork. Clients pay only for the time used and do not need to purchase a package in advance. Upwork’s applicable marketplace fees also apply.

Flex Support is usually the better fit when you expect to use several hours over time. Pay As You Go may be better when your needs are inconsistent or difficult to predict.

Yes.

The current usage periods are:

• Five-hour packages: 90 days
• Ten-hour packages: six months
• Fifteen-hour packages: one year

The time to use Flex Support hours begins when the package is purchased.

Clients are responsible for submitting enough eligible work to use their hours before the expiration date.

Possibly, depending on availability and the terms of the existing agreement.

A Pay As You Go client may move to Flex Support when a Flex Support opening is available and the new agreement and payment requirements have been completed.

A Flex Support client may move to Pay As You Go after the remaining prepaid hours have been used or expired, subject to Pay As You Go availability.

No. Kopf Consulting does not offer refunds of any sort, including refunds for prepaid or unused time, completed work, delivered services, or third-party expenses.

Clients may cancel services according to the terms of their Client Agreement, but cancellation does not result in a refund or reimbursement.

Either party may determine that the relationship is no longer a good fit.

Services may be ended according to the cancellation terms in the applicable agreement. Any outstanding work, payments, account access, prepaid time, and deliverables will be handled according to that agreement.

Kopf Consulting is intentional about accepting clients because a successful working relationship requires mutual trust, respect, communication, and cooperation.

No. Kopf Consulting does not reserve an entire day or block of business hours exclusively for one client.

Projects may have agreed deadlines or scheduled work periods, but business hours must remain available for existing client responsibilities, scheduled meetings, routine work, and urgent technical issues.