Process: VA Onboarding — Master Process
Owner: HR / Training Lead
Trigger: Completion of Step 3 (First-Day Activation and Access Validation)
Exit: HR records complete and training in progress
Purpose
Complete HR documentation and formally launch structured training so the VA can build role competence. This step does not include payroll activation or performance reviews.
Procedure
1. Collect Personal Information
Request and verify the VA’s personal information and add it to the approved personal-data record. Collect birthdate, primary and alternate phone numbers, PayPal and Wise emails, shirt size, and physical address with ZIP code.
2. Complete the HR Card
Record the legal name, role, start date, pay rate, contractor status, and HR owner. Incomplete HR cards are not acceptable.
3. Create the HR Folder
Create the VA’s dedicated HR folder in the approved company drive, apply the correct permissions, and upload the signed contract, contractor-handbook acknowledgement, identification, and compliance documents.
4. Assign Training
Assign onboarding tasks in HubTasks/Worklenz with clear instructions, due dates, and links to SOPs or resources. These tasks must be training-only; no production client work is allowed during this step.
5. Provide Training Resources
Assign required onboarding and role-specific videos. Explain viewing expectations, note-taking, and how to submit questions, then track completion.
6. Schedule Precepting
Assign shadowing sessions with an SPM or team lead/manager. Define duration, objectives, observation focus, and schedule, and confirm attendance.
7. Confirm Training Status
Verify that tasks and materials are available, the VA knows who to contact, and the internal status is set to Training.
Exit Criteria and Controls
The HR card is complete, the HR folder is populated, training tasks and content are assigned, and a 1:1 precepting session is scheduled. Store documents in HR files, track training in HubTasks, and do not permit live client work until this step is complete.