What to Do When You're a Virtual Assistant Without All the Tools You Need

You’re ready to get to work, knock out tasks, and make your client’s life easier. There’s just one problem: they haven’t given you the login, the files are missing, or the software access is still “in process.”

Sound familiar?

Working as a virtual assistant without complete tools is more common than you'd think—especially with busy or first-time clients. But instead of letting it stall your progress or strain your relationship, here’s how to handle it like a pro.

1. Communicate Clearly and Early

As soon as you notice a tool or access point is missing, don’t wait. Politely point it out and request it—clearly and with specifics.

Example:"Hey [Client Name], just a quick heads-up—I’ll need access to your Canva Pro account to begin the designs we talked about. Can you send login credentials or an invite link when you get a chance?"

Avoid vague requests like “I can’t do this without access.” Instead, make it actionable.

2. Use a Tool Checklist

Create a simple “onboarding checklist” for every new client. Include common tools and access needs (email, password managers, CRMs, etc.) so nothing slips through the cracks.

This shows you're organized, proactive, and professional—even if they aren’t.

3. Offer Alternatives (When Possible)

If a tool is delayed or missing, suggest a workaround or temporary solution to keep things moving.

"Since we don’t have access to your email platform yet, I can draft the newsletter copy in Google Docs so you can review in the meantime."

You’re not just pointing out a problem—you’re solving it.

4. Set Boundaries Around Your Time

When delays pile up, it’s tempting to stay on standby for when tools finally arrive. But that’s a quick path to burnout.

Set expectations:"Just a reminder, I’ve set aside time to work on this project today and tomorrow. If access isn’t available by then, I’ll need to shift your task to next week’s slot."

This helps clients respect your schedule—and prioritize what’s missing.

5. Document & Follow Up Professionally

Keep a paper trail of requests, access issues, and delays. Not to shame the client—but to protect your time and clarify why things haven’t moved.

If needed, follow up kindly but consistently:"Just checking in on that Slack invite—once that’s in place, I can fully dive into managing your inbox like we discussed."

6. Know When to Walk Away

If a client repeatedly withholds tools, access, or direction (and ignores follow-ups), it may be a red flag. Your time and talent are valuable, and you deserve to work in a setting that enables your success—not hinders it.

Final Thoughts

Missing tools don’t have to derail your success as a VA. With clear communication, professional boundaries, and a proactive mindset, you can still show up strong—even when things aren’t perfect.

And hey, sometimes being the organized, solutions-first VA is exactly what convinces a client they need to level up their own systems.

Have you been in this situation? Share your tips or experiences in the comments—let’s help other VAs navigate it too.