How does the process work?

Our streamlined process ensures you receive the best support tailored to your needs. From the initial contact and consultation to the final selection and ongoing management, we handle every step with professionalism and care. Rest assured, your virtual staff will be continuously supported with our Australian managers providing consistent guidance and assistance through regular weekly meetings. Experience the ease of a seamless transition, transparent communication, and continuous improvement, all backed by our satisfaction guarantee. Choose our virtual staff services today and take your business to the next level!

STEP-BY-STEP PROCESS

CONSULTATION
  • Contact us via phone or by filling out an online form to initiate the process and gather preliminary client information. Schedule a meeting (via phone, video call, or in-person) to discuss your business requirements and how our virtual staff services can assist you. We will provide a clear explanation of the process and outline the next steps if you decide to proceed.
job description
Define the specific requirements for the virtual staff role by providing a detailed job description, including the required working hours per week, tasks, and reporting structure. Assistance through our templates is available, if required, to ensure the job description is comprehensive and effectively guides the recruitment process.
RECRUITMENT
Begin and progress the recruitment process by advertising the position, reviewing applications, and conducting initial screenings to identify a pool of suitable candidates. Refine the selection by conducting interviews and assessing each candidate's suitability for the role, then shortlist the top candidates for client review.
CHOOSE YOUR VIRTUAL STAFF
Finalise the selection of your virtual staff by presenting shortlisted candidates to you and assisting you in making the final choice. We will provide detailed profiles and assessments of each candidate, offering insights into their skills, experience, references, and suitability for the role. We will facilitate discussions and answer any questions you may have to ensure you make an informed decision in selecting your preferred candidate.
CONTRACT
Formalise the agreement with the client. The service agreement outlines the terms and conditions of the engagement, scope of work, payment terms, duration of the contract, and the responsibilities of both parties to ensure clarity and mutual understanding. Ensuring these elements are covered allows both parties to proceed with confidence, knowing that all aspects of the collaboration are legally and professionally secured.
onboarding & training
Australian managers will be involved in the first two weeks of training to understand the detailed needs of your business and assist the virtual staff with their transition. We have prepared a template and checklist for onboarding to ensure all necessary tools are in place. This approach ensures both parties are well-prepared and aligned, enabling seamless and efficient collaboration from the start.
BILLING AND INVOICES
We are committed to ensuring our virtual staff are paid promptly and fairly for their services. To achieve this, we pay our virtual staff fortnightly. We invoice our clients once every two weeks and expect to receive the payment within 3-4 days. This timely payment ensures that we can pay our virtual staff on time. Each invoice will detail the services rendered and the hours worked, providing you with a clear understanding of the work performed and the associated costs. Payments can be made via bank transfer, preferably using OSKO for instant transfers. By maintaining this structured billing cycle and payment method, we can provide reliable and consistent support for your business needs.
TIMELINE
We currently have a talent pool of highly skilled professionals who have already signed Non-Disclosure Agreements (NDAs) with us. Upon finalising a job description or project plan, we will formalise the engagement with a contract-specific agreement that outlines the detailed scope of work. For specific needs, we will undergo a two-week recruitment process.

Our commitment doesn't end there!

MANAGEMENT & SUPPORT
Our commitment to transparency and continuous improvement is reflected in our regular catch-ups with you to review progress, address any concerns, adjust strategies and workflows as needed, and explore additional ways we can support you. We also welcome your feedback to ensure we are meeting your expectations and providing the best possible service. Our goal is to be responsive to your needs and proactive in finding solutions, ensuring your satisfaction and the success of our partnership.
PERFORMANCE REVIEWS
We strive to continuously enhance our service based on clients' feedback. This process aims to achieve higher client satisfaction and better alignment with your evolving needs. To ensure comprehensive performance tracking, we conduct regular reviews with virtual staff, focusing on key performance indicators such as task completion, productivity metrics, attendance, behaviour, and interpersonal skills. These reviews are documented and analysed to identify trends, strengths, and areas for development. This ensures that you are always informed and confident in the performance and contributions of your virtual staff.
guaranteed service
To eliminate any risk or hesitation, we offer a comprehensive satisfaction guarantee. If our virtual staff do not meet your expectations within the first month, you can provide 72 hours' notice to either terminate the arrangement or we can organise a replacement to ensure continuity for your business. Our commitment to your satisfaction ensures that you receive high-quality service tailored to your needs, giving you peace of mind and confidence in our partnership. We are dedicated to delivering exceptional value and support, ensuring that your experience with our virtual staff services is consistently positive and aligned with your business goals.
DISCOVER CLIENTS' BENEFITS

We would love to help you achieve your dreams and success. Reach out to us today to discuss your business needs!

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CONTACT US 0419 400 084hello@vshubsolutions.com.auSydney NSW AustraliaABN 28 190 393 075