Step 2: Hire & Initiate Onboarding

# Step 2: Hire & Initiate Onboarding
 
Step 2: Hire & Initiate Onboarding
Process: VA Onboarding – Master Process
Procedure Owner: HR / Operations
Applies To: All Virtual Assistants (Contractors)
Trigger: Candidate approved in Step 0 and offer accepted
Exit Condition: Handbook acknowledged and onboarding officially initiatedPURPOSE
To formally initiate onboarding after hire approval while locking in legal status, expectations, and accountability before any system access is created.
This step ensures:
The contractor understands the rules
The company is legally protected
No one claims “I didn’t know” later
## SCOPE
This procedure covers:
Contract verification
Contractor handbook delivery and acknowledgment
HR profile creation
Status changes
Scheduling the onboarding call
No system access may be created until this procedure is fully completed.
 
## Step 1
 Offer Acceptance & Contract Verification
Confirm the candidate has accepted the offer in writing.
Verify the signed contractor agreement is received.
Store the signed contract in the designated HR location.
Confirm role, rate, and start date match the approved offer.
Control: No onboarding begins without a signed contract.
Output: Contract verified and filed.
 
## Step 2
 Contractor Handbook Distribution (Mandatory)
Send the official Contractor Handbook to the contractor.
Require written acknowledgment confirming:
Independent contractor status
Scope of work boundaries
Communication standards
Confidentiality and data security
Performance and accountability expectations
Do not summarize or paraphrase the handbook. It must be read in full.
Rule: Verbal acknowledgment is not sufficient.
Attachments
CVA_Contractor_Handbook_Updated.docx[attachment — use current approved file in company systems]
 
## Step 3
 Contractor Handbook Acknowledgment Verification
Confirm receipt of written acknowledgment (signature or digital confirmation).
Review acknowledgment for completeness.
Save acknowledgment in the contractor’s HR folder.
Hard Stop: If acknowledgment is not received, onboarding pauses here.
Output: Handbook acknowledgment stored.
 
## Step 4
 Orientation & Expectations Deck Review (Canva)
Send the official Orientation / Expectations Deck:
(Access the Canva Deck)
Require the contractor to:
Review the deck in full
Confirm understanding of:
Company structure
Operational expectations
Communication norms
Accountability standards
Clearly communicate that this deck explains how the handbook is applied in practice.
Rule:
This review is mandatory and not optional.
 
## Step 5
 Orientation Deck Acknowledgment Verification
Obtain written confirmation that the deck was reviewed.
Address any clarification questions.
Store acknowledgment in the HR folder.
Hard Stop:
No access, setup, or training begins without this acknowledgment.
Output: Orientation acknowledgment documented.
 
## Step 6
 HR Card Creation & Profile Setup
Create the contractor’s HR Card.
Populate:
Full legal name
Role
Start date
Pay rate
Contractor classification
Assign onboarding owner internally.
Output: HR Card active and complete.
 
## Step 7
 Status Assignment & Internal Tracking
Set contractor status to Onboarding.
Create onboarding task in HubTasks.
Assign task owner.
Link this procedure to the task for audit tracking.
Purpose:
Ensure visibility and accountability across teams.
 
## Step 8
 Orientation & Expectations Deck Review (Canva) -Pre-Onboarding
Send the official Orientation / Expectations Deck:
(Access the Canva Deck)
Require the contractor to:
Review the deck in full
Confirm understanding of:
Company structure
Operational expectations
Communication norms
Accountability standards
Clearly communicate that this deck explains how the handbook is applied in practice.
Rule:
This review is mandatory and not optional.
 
## Step 9
 HR Card Creation & Profile Setup
Create the contractor’s HR Card.
Populate:
Full legal name
Role
Start date
Pay rate
Contractor classification
Assign onboarding owner internally.
Output: HR Card active and complete.
 
## Step 10
 Status Assignment & Internal Tracking
Set contractor status to Onboarding.
Create onboarding task in ClickUp.
Assign task owner.
Link this procedure to the task for audit tracking.
Purpose:
Ensure visibility and accountability across teams.
 
## Step 11
 Schedule Onboarding Call
Schedule the onboarding call.
Send calendar invite including:
Date and time
Required attendance
Preparation expectations
Confirm contractor availability.
Output: Onboarding call scheduled and confirmed.
 
## Step 12
 EXIT CRITERIA
All of the following must be complete:
Signed contract on file
Contractor handbook acknowledged
Orientation deck shared
HR Card created
Status set to Onboarding
Onboarding call scheduled
Once complete → proceed to Step 2: Pre-Start System Setup
## CONTROLS & ENFORCEMENT
No system access before all acknowledgments are complete.
No exceptions without leadership approval.
All documentation must be stored in HR records.
Resistance at this stage is treated as a red flag.
## RELATED PROCEDURES
Step 0: Recruiting, Testing & Vetting
Step 2: Pre-Start System Setup
 
---
Use the organization’s approved password manager for all system access. Never place passwords, usernames, PINs, or access codes in this article, task notes, or chat.