How It Works
From fit call to first deliverable in 7–14 days.
Our onboarding process is designed to move fast without cutting corners on fit or preparation. Here's exactly what happens at each step, what we ask of you, and what you can expect from us.
The four steps
Every engagement runs through the same process.
Whether you're hiring administrative support, a cold caller, or a social media production team, the engagement flows through these four stages. The depth of each varies; the structure does not.
The fit call
A short, focused conversation to confirm we're a fit on both sides. No sales pitch, no follow-up sequences, no pressure. If we're a fit, we'll say so. If we're not, we'll tell you that too and point you in a better direction.
- What does your business do, and how is it structured today?
- What’s stretching you thin or holding you back operationally?
- What role are you trying to fill? Admin, sales outreach, content production, or some combination?
- What tools do you use? What does your current workflow look like?
- What does success look like 90 days into the engagement?
A clear yes or no on whether KayaDesk is a fit, a rough sense of which service tier makes sense, and (if we’re moving forward) what the proposal will look like.
Scoping and proposal
After the fit call we put together a written scope and proposal. Plain English, no jargon, all pricing upfront. You review, ask questions, and sign when you're ready. The setup fee is paid at this stage to kick off onboarding.
- The specific role and weekly hours we’re scoping for.
- The KPIs we’ll track and report on weekly.
- The tools your VA will use and the workflows we’ll set up.
- Your monthly cost, your setup fee, and what each covers.
- The expected timeline from signing to your VA’s first day.
- Engagement terms: month-to-month, 30 days notice to pause or end.
A single point of contact on your side for onboarding, and access to the tools and accounts your VA will need.
VA matching and onboarding
We match you with a pre-vetted VA from our bench based on the scope of the role and the experience required. Before they start on your account, they go through role-specific onboarding using the documentation we built during scoping.
- VA selected from the bench based on skill match, English proficiency, and prior role experience.
- KayaDesk project manager assigned as your dedicated point of contact.
- Tool integrations completed: Account access, permissions, workflow setup.
- Role-specific onboarding documentation reviewed with the VA.
- Introduction call between you, the VA, and the project manager.
Your VA starts on a focused subset of work so we can review quality early and catch any gaps before they compound. Output ramps up over the first 5–10 working days as confidence builds on both sides.
Ongoing management
Once your VA is placed, KayaDesk stays in the engagement. Your project manager runs weekly QA, sends reports, and surfaces anything that needs your input. You don't manage the VA day-to-day; we do.
- A weekly report covering the prior week's activity, KPIs, and outcomes.
- A forward-looking note on what we're focused on in the coming week.
- Surfacing of any blockers or questions that need your input.
- QA reviews of work samples to ensure quality stays consistent.
- Performance coaching from your KayaDesk project manager.
- Backup coverage if your VA is sick or unavailable.
- Internal handling of any underperformance, including replacement if needed at no cost to you.
Realistic expectations
What week one actually looks like.
Onboarding a VA is real work, even with our process. Here's what to expect so the first week goes smoothly.
Light volume, high oversight
Your VA starts on a focused subset of tasks. Your project manager reviews early output so we catch alignment issues immediately.
Volume ramps, oversight stays high
Scope expands as your VA proves the basics. QA continues at high frequency. You'll get a short check-in note at the end of week one.
Steady-state operations
Full scope, weekly reporting cadence, regular QA. By the end of week two most engagements feel like a settled working relationship.
Ready to start the process?
Book a 15-minute call. We'll ask about your business, tell you honestly whether we're a fit, and walk you through how an engagement would work.
No pressure. No pitch. Just a direct conversation.