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VA Onboarding to Knowledge Base

When adding a new VA to Evolve, give them access to the knowledge base.

One-Time Setup (done 2026-05-20)

These steps were completed during the initial knowledge restructure. Skip unless setting up fresh.

  1. Response Sheet — Knowledge Base — Lesson Submissions exists in Jim's Drive:
  2. URL: https://docs.google.com/spreadsheets/d/1N2lEvnihX3xUKcU6UUANLdKpFHE6Qp5VQXl0WNqFPnQ/edit
  3. Shared with all 4 VAs (jill@, juned@, julius@, rodney@ — all @evolvebusiness.com) with Editor access so their Claude sessions can append rows via the google-workspace MCP.

  4. Header row: Timestamp | Submitter | Category | Title | Why | How to apply | Client tag (optional) | Status

  5. No Google Form is used. VAs do not fill out forms. They submit lessons by asking Claude in their session to log a gotcha — Claude appends a row to the Sheet for Jim's weekly review.

  6. VPS auto-rebuild cron (*/10 * * * * on the agency VPS) picks up any push to main and rebuilds the live site within 10 minutes.

Per-VA Onboarding Steps

For each new VA:

  1. Create their htpasswd entry: 

    ssh evolve@2.24.192.235 'sudo htpasswd /etc/nginx/htpasswd-knowledge <firstname-lowercase>'
    Enter a strong password when prompted. Save the password in Bitwarden under "Evolve — VA Knowledge Base — ".

  2. Share credentials with the VA via Bitwarden Send (not plain email):

  3. URL: https://knowledge.evolvebusiness.com
  4. Username: <firstname-lowercase>
  5. Password: <from Bitwarden>

  6. Link to: https://knowledge.evolvebusiness.com/VA-GUIDE/

  7. Verify the VA has Editor access to the response Sheet:

  8. The four founding VAs (jill@, juned@, julius@, rodney@) were granted Editor access on 2026-05-20
  9. For a new VA, run this via the google-workspace MCP (or share manually in Drive):
    • Spreadsheet: 1N2lEvnihX3xUKcU6UUANLdKpFHE6Qp5VQXl0WNqFPnQ
    • Add: <va-email>@evolvebusiness.com as Editor

  10. Without this, their Claude sessions cannot queue lessons.

  11. Send a Slack/email follow-up linking the VA-GUIDE and reminding them how to log lessons via Claude.

  12. Verify they can log in (ask them to send a screenshot of the homepage).

Removing a VA

When a VA leaves: 

ssh evolve@2.24.192.235 'sudo htpasswd -D /etc/nginx/htpasswd-knowledge <firstname-lowercase>'
Also delete their Bitwarden entry.