Free tool
VA onboarding checklist builder
Choose the role, tick the tools your new hire will use, and pick a start date. You get a dated checklist from the week before day 1 to the day 30 review, ready to print, download, or paste into your project tool.
2. Your first-30-days checklist
Virtual Assistant onboarding, starting Mon, Oct 19
Before day 1
- Mon, Oct 12 Write down the three to five tasks the Virtual Assistant will own first and record a short screen walkthrough of each
- Tue, Oct 13 Agree on working hours, the daily check-in time, and how to reach you for urgent questions
- Thu, Oct 15 Create their Google Workspace account and share the team drives they need
- Thu, Oct 15 Invite them to Slack and add them to the channels for their work
- Thu, Oct 15 Send a standing link for the daily check-in and test audio and screen share
- Thu, Oct 15 Share logins through a password manager vault instead of chat or email
- Thu, Oct 15 Add them to the Asana projects they will work in and assign the first tasks
- Thu, Oct 15 Invite them to your Loom workspace so they can watch and record walkthroughs
- Fri, Oct 16 Send a welcome note with the first-week schedule, the people they will work with, and where SOPs live
Week 1: access, context, and first wins
- Mon, Oct 19 Hold a 45-minute kickoff: the business, your customers, how you like updates, and what good looks like in this role
- Mon, Oct 19 Have them log in to every tool and confirm access; fix anything missing the same day
- Tue, Oct 20 Walk through the first task together: monitor shared inboxes and route requests to the right person the same day
- Wed, Oct 21 Let them do that task while recording a screen video; review it together and update the SOP
- Thu, Oct 22 Start a shared running doc for questions, decisions, and SOP updates
- Fri, Oct 23 End-of-week review: what went well, what was unclear, and next week's tasks
Week 2: take over recurring work
- Mon, Oct 26 Hand over the second task: schedule meetings, send reminders, and keep team calendars accurate
- Tue, Oct 27 Hand over the third task: enter, clean, and update records in spreadsheets and the CRM
- Wed, Oct 28 Have them write or update the SOP for each task they now own
- Thu, Oct 29 Agree on two or three weekly numbers they will report every Friday
- Fri, Oct 30 Week 2 review: check quality on a sample of finished work and give specific feedback
Weeks 3 and 4: own the role
- Mon, Nov 2 Add the next responsibility: research vendors, prospects, and tools, then summarize findings in a short brief
- Tue, Nov 3 Move the daily check-in to a short written end-of-day update
- Wed, Nov 4 Ask them to suggest one improvement to a process they own
- Fri, Nov 6 First Friday scorecard with the agreed weekly numbers
- Wed, Nov 11 Give them decision rights on routine requests so they stop waiting for approval
- Fri, Nov 13 Second Friday scorecard; compare with the first
Day 30 review
- Tue, Nov 17 Check progress against this outcome: every recurring admin task runs on a written checklist without reminders
- Tue, Nov 17 Check progress against this outcome: cRM and spreadsheet records are complete and current
- Tue, Nov 17 Check progress against this outcome: the owner has handed over at least ten recurring tasks and stopped checking them
- Tue, Nov 17 Agree on the next 60 days: new responsibilities, numbers to hit, and a regular one-on-one
How the checklist is built
- Before day 1: the first tasks written down, hours agreed, and one access step for every tool you ticked.
- Week 1: a kickoff, working logins, and the first recurring task done together and turned into an SOP.
- Week 2: the next tasks handed over from the role's job description, plus two or three weekly numbers.
- Weeks 3 and 4: written end-of-day updates, a Friday scorecard, and decision rights on routine requests.
- Day 30: a review against the role's outcomes and a plan for the next 60 days.
Still hiring? Use the interview question generator and the time-zone overlap finder, read how to delegate each task, or download 101 tasks you can delegate.
Questions
What should a VA do in the first 30 days?
Week 1 is access, context, and one task done together. Week 2 is taking over recurring tasks and writing the SOPs for them. Weeks 3 and 4 are owning the role, with a weekly scorecard. Day 30 is a review against the role's outcomes and a plan for the next 60 days.
Why does the checklist start before day 1?
Most first-week delays come from missing logins and unclear first tasks. Setting up accounts, recording short walkthroughs, and agreeing on hours before the start date lets your hire do real work on day 1.
How are the dates worked out?
Dates count business days (Monday to Friday) from the start date you pick. If the start date falls on a weekend, the plan starts the next Monday. Public holidays are not removed, so adjust those by hand.
Can I print or download the checklist?
Yes. Use Print for a paper copy or PDF, Download for a text file you can paste into Asana, ClickUp, Notion, or a doc, or ask us to email it to you.
Does Rekruuto help with onboarding?
Yes. Every Rekruuto hire is full-time, vetted to the top 2%, and starts within 14 days. We help you plan the first weeks, and the 1-week trial comes with a replacement or refund if the fit is wrong.