Process Context
VA Onboarding – Master Process. Owner: Systems Admin / Operations. Trigger: Step 1 complete. Exit: systems staged for Day 1. This step prepares systems; access validation is later.
Scope
Account creation, permissions, communication setup, readiness checks, credential delivery. No welcome training or activation work begins here.
Microsoft Account & Company Email
Create Microsoft account to company standards, assign email, apply security settings, confirm mailbox active.
Credential Preparation
Generate initial credentials for company email and Teams; store securely; prepare login instructions. Do not test access on behalf of the VA.
Welcome and Login Emails
Prepare Welcome Email (start date, expectations, Day 1 validation notice). Prepare Login Email with credentials, reset instructions, and a clear rule: do not log time yet; access validation is Day 1.
HubTasks
Create user, assign workspace/spaces, apply minimum permissions. Do not assign live client tasks yet.
Browser Standards
Install OPERA as default (VPN Americas region as company practice for some 2FA cases). Configure per policy and verify.
Hubstaff
Create account, assign org/projects, confirm pay rate matches offer, apply tracking rules. Tracking is configured but not validated yet.
Internal Readiness & Exit
Confirm email, Teams, HubTasks, Hubstaff staged; no over-permissioning; mark complete. Then proceed to First-Day Activation & Access Validation. No task assignment or time tracking in this step.