Process: VA Onboarding — Master Process
Owner: Operations / Team Lead
Trigger: Completion of Step 2 (Pre-Start System Setup)
Exit: Systems verified and VA cleared to begin work
Purpose
Verify that the VA can access and use every required system on Day 1. Resolve access issues before productivity or training begins; no training or task execution starts until this procedure is complete.
Procedure
1. Activate Microsoft Teams
Confirm the VA can log in, add the VA to required teams and channels, verify messaging and call access, and post the official welcome message.
2. Validate System Access
Have the VA independently log in to company email, Microsoft Teams, HubTasks, Hubstaff, and Sweet Process. For each system, verify login, basic navigation, and any access issue. An account being created does not prove access is verified.
3. Check Hubstaff
Confirm the app is installed, the correct project is assigned, time tracking starts and stops correctly, and screenshots and activity tracking work. No time tracking means no paid work.
4. Check HubTasks/Worklenz
Verify that the VA can view assigned spaces, open tasks, update status, leave comments, and use only the permissions required.
5. Verify Integrations
Check email-to-task integration when applicable, HubTasks notifications, and Hubstaff project mapping. Resolve missing connections or conflicts.
6. Troubleshoot and Document
Resolve issues immediately. Escalate unresolved issues to the Systems Admin or Operations Lead and document the issue, resolution, and time to fix. Unresolved access issues block progression.
Readiness and Exit Criteria
Confirm access to Teams, email, HubTasks, and Hubstaff; confirm time tracking; ensure no system issue remains; explain where Day 1 tasks appear and who can help. Then clear the VA for training and task execution.