Stay Booked, Paid, and Organized — Without the Overwhelm
The organization system built for National Aesthetics Trainers — by the concierge team that supports them every day.
Used by active AMI faculty and national aesthetics trainers nationwide.
— SOUND FAMILIAR? —
You’re amazing in the training room —
But while you're busy educating the next generation of injectors, you're also:
✗ Texting your rep to find open dates you know you wrote down somewhere
✗ Chasing a reimbursement that’s been “processing” for six weeks
✗ Re-booking a trip because the hotel confirmation ended up in spam
✗ Missing a training request because it got buried under 47 emails
✗ Tracking expenses in your head, a notes app, and three different texts
✗ Answering “are you available?” at 10pm because you can't quickly check
The administrative side of being an aesthetics trainer shouldn't be a second full-time job. But for most trainers, it is.
What if one simple system could track your trainings, travel, reimbursements, and BDM contacts — organized exactly the way your business actually works?
That's exactly what the Trainer Concierge Tracker was built to do.
WHAT'S INSIDE?
Everything Your Training Business Needs — In One Place
Seven tabs.
Zero guesswork.
Instant clarity.
→ Training Schedule — Track open, booked, and tentative training dates at a glance. Never say “let me check” again — your availability is always current.
→ Travel Log — Flights, hotels, rental cars, and confirmation numbers, all organized before you even board the plane.
→ Reimbursement Tracker — Know exactly what's been submitted, what's pending, and what's still owed. Stop losing money to missed submissions.
→ BDM & Rep Directory — Contact info, territory notes, and communication history at your fingertips. Every rep relationship, organized the way you actually need it.
→ Preferences Tab — Airline, hotel brand, car rental, dietary needs. Set it once, reference it every time. Book travel that actually matches how you travel.
→ Dashboard — Your entire training business at a glance — monthly trainings, income, and reimbursement totals — in under 30 seconds.
→ Getting Started Guide + Video Walkthrough — Up and running before you finish your next cup of coffee. No tech overwhelm, no learning curve.
This is the exact system our concierge team uses to manage trainings, travel, and reimbursements for active AMI faculty and national aesthetics trainers. Now it's yours.
IS THIS RIGHT FOR YOU?
This Is Built for You If…
✓ You're an aesthetics trainer managing multiple BDM relationships
✓ You track your training calendar in your head, your texts, or a notes app and it's not working
✓ You've ever forgotten to submit a reimbursement or submitted one and had no idea where it went
✓ Your rep asks for your open dates and you spend 10 minutes looking for them
✓ You're managing travel for trainings and losing time to flight confirmations, hotel bookings, and logistics
✓ You want a system that grows with you from organized solo trainer to full concierge-level support
— DON'T HAVE TIME TO SET IT UP? —
We'll Build It Out for You.
Most trainers buy the tracker on a Tuesday and still haven't set it up by Friday.
Not because they don't want to, but because life doesn't slow down just because you bought a new tool.
Add the Done For You Setup at checkout and we'll populate your tracker for you — organized the On The Ball way.
Send us your info — spreadsheets, emails, calendar screenshots, a voice memo, whatever you've got — and we'll organize:
→ Past & upcoming training dates — entered, color-coded, and confirmed
→ Travel details — flights, hotels, and rental info pulled from your confirmations
→ Expense + reimbursement history — every submission logged and tracked
→ BDM & rep contacts — your full directory, notes included
→ Your preferences — hotel brands, seat preferences, dietary needs — set and ready
All you have to do? Send us your info. We'll handle the rest.
Choose "Done For You Setup" at checkout.
— WHAT TRAINERS ARE SAYING —
“Working with On The Ball Virtual Assistant has been a game-changer for my practice and my role as a national trainer. They’ve significantly increased my efficiency, allowing me to manage my clinic and trainings seamlessly without the hassle of handling travel expenses or administrative burdens. Their support has given me back valuable time with my family and friends while ensuring my business runs smoothly. They collaborate effortlessly with my business development managers, curating trainings and streamlining logistics so I can focus on what I do best. I couldn’t recommend them more!”
J.C. PA-C
Allergan National Trainer
READY TO HAND OFF ALL OF IT?
Explore the Elite Trainer Concierge Program
The Tracker gets you organized. The Concierge Program keeps you that way — permanently.
Trainers who work with us on retainer stop spending evenings on admin — and start showing up to every training with nothing on their plate but teaching.
Our Elite Trainer Concierge Program is a monthly retainer service that covers:
→ Training Calendar Management — We manage your schedule, track availability, and handle booking coordination
→ BDM & Rep Coordination — We manage communication threads so nothing slips through the cracks
→ Travel Logistics — Flights, hotels, rental cars, confirmations, itineraries — all handled
→ Expense & Reimbursement Tracking — Submissions tracked, outstanding payments followed up, money reclaimed
→ Monthly Strategy & Check-In — Proactive planning so you're always a step ahead
Starting at $699/month. Currently supporting active AMI faculty and national aesthetics trainers.
→ Learn more at ontheballvirtual.com Inquire at [email protected]
— ABOUT THE CREATOR —
Founder & CEO of On the ball virtual
Brittany Ball
After years supporting some of the busiest aesthetics trainers and practices in the country, I kept seeing the same thing: incredible trainers drowning in the admin side of a job that was supposed to be about teaching.
The scheduling chaos. The missed reimbursements. The rep emails piling up. The travel that somehow fell apart at 6am before a training. All of it — completely unnecessary, completely fixable.
I built the Trainer Concierge Tracker based on the exact system my team uses every day with our private concierge clients — Allergan and AMI faculty trainers who needed a real organizational backbone, not another app.
This is that backbone. And if you're ready for someone to take it even further — we're here for that too.
© 2025 On The Ball Virtual, LLC. All rights reserved.
This spreadsheet and all associated materials are the intellectual property of On The Ball Virtual.
Licensed for individual use only. Unauthorized sharing, reselling, or distribution is prohibited.