Our process
From discovery call to a working team member, in six steps.
Every engagement follows the same sequence: scope the role in writing, match a team member to it, grant access, train, and move to independent work under weekly reporting. Nothing is improvised.
The sequence
Discovery to independent work.
- 01
Discovery call
30 minutesWe talk through the role you want to add, how that work flows today, the systems involved and the review process you want to keep. You leave knowing whether the fit is there.
You
Bring the role in mind and a sense of the volume.
Veltronx
Ask the questions that decide scope; say no if it is not a fit.
- 02
Role scope and proposal
A few daysA written Schedule A sets out responsibilities, hours of availability, systems, number of team members and the monthly fee. Nothing starts until you have agreed it.
You
Review and sign the agreement and Schedule A.
Veltronx
Scope the role precisely; quote per team member.
- 03
Matching and account manager
Days 1–2Your account manager is assigned on day one and confirms goals, tools and working hours. A team member is matched to the role's requirements and functional areas.
You
Confirm goals, tools and the hours you need covered.
Veltronx
Match the team member; introduce them.
- 04
Secure access
Days 2–3You grant least-privilege access to the systems the team member will use, through your own accounts, with multi-factor authentication where available. Credentials go through a password manager, never email.
You
Create accounts and permissions you control.
Veltronx
Tell you exactly what access the role needs, and what it does not.
- 05
Training and shadowing
Days 3–5The team member learns your procedures, templates and standards, shadowing live work with feedback from your reviewer. Procedures are written down as they go.
You
Share SOPs, templates, recordings; review early work closely.
Veltronx
Supervise, coach and document.
- 06
Independent work with weekly reporting
Week 2 onwardThe team member works independently within the review boundaries you set. A weekly report covers completed work, work in progress, hours by area, blockers and next-week priorities. Your account manager stays one message away.
You
Direct priorities; review what needs your sign-off.
Veltronx
Deliver, report, escalate and replace if ever needed.
Beyond onboarding
The team expands with you.
The same sequence scopes a second seat, a third, or a full multi-seat team: shared procedures and reporting, a lead coordinator for handoffs where useful, and staffing scaled up or down with 30 days’ notice as your needs change.
Ready to scope a role for your business?
Book a discovery callWorking arrangements
What stays true for every engagement.
These terms are set once, in your agreement and Schedule A, and apply for as long as the engagement runs.
- Hours
- Agreed per role in Schedule A, aligned to the overlap your office needs.
- Supervision
- Veltronx supervises how the work is performed; you direct what gets done and in what order.
- Quality control
- Account manager oversight, shadowing before independence, and a weekly written report.
- Escalation
- A named account manager and an escalation contact recorded at onboarding.
- Continuity
- If a team member becomes unavailable, a qualified replacement is provided at no additional onboarding cost with a managed handover.
- Confidentiality
- Written NDA obligations for every assigned team member; your data stays in your systems.
Working hours and supervision
Hours are agreed per Schedule A, not assumed.
Team members are offshore. Rather than publish a fixed schedule, the hours of overlap with your office day are set out in writing in your Schedule A before anyone starts, along with how work outside that window is handed off. Veltronx supervises how the work gets done day to day; your account manager is the point of escalation if hours or coverage need to change.
FAQ
Questions about the process.
How long does onboarding take?
Who reviews the work?
How is our data protected?
Start with a discovery call about your role.
A 30-minute discovery call: how your estimating, accounting, payroll and administrative work flows today, which systems are involved, and how a Veltronx team fits.