VA Pods

Capacity without chaos. Sourcing, CRM hygiene, inbox triage, scheduling, research, reporting.

Operated inside the Airtable Ops Hub with strict SLAs and security.

What VA Pods Handle

Extend your recruiting capacity with dedicated, trained talent

Sourcing

Boolean search execution, profile scraping, contact enrichment, list building

CRM Hygiene

Dedupe, field normalization, stage updates, suppression list maintenance

Inbox Triage

Reply classification, calendar link sending, follow-up scheduling

Scheduling

Interview coordination, calendar management, confirmation/reminder sequences

Research

Company intel, org chart mapping, competitor talent movement tracking

Reporting

Pipeline snapshots, activity logs, metric aggregation for dashboards

Vetting Process

English proficiency (written + verbal)

Role-specific tests (Boolean search, data entry accuracy, tool proficiency)

Async writing sample (candidate outreach, rejection email)

Typing speed (minimum 60 WPM)

Reference checks from prior recruiting/operations roles

Onboarding Protocol

SOP capture sessions (screen recording + documentation)

Device security policy (password manager, 2FA, encrypted storage)

Vault setup for credentials (1Password, LastPass, or client-provided)

Delegated inbox/calendar access with least-privilege scoping

Daily standup + Slack/email channel protocols

VA Pod SLAs

Ticket Response

≤ 2 business hours for standard requests

Daily Standup Summary

Delivered by 9am ET with completed tasks + blockers

Weekly Scorecard

Activity metrics, error rate, feedback from hiring team

SOP Updates

≤ 48 hours after process change request

Replace or Retrain

Defined turnaround if quality or responsiveness falls below threshold

Security & Compliance

Least-Privilege Access

VAs receive only the permissions required for their specific tasks. No blanket admin access.

Scoped API Keys

Read-only or write-scoped keys for tools (Airtable, ATS, email). Rotated quarterly.

SSO & Vault

Single sign-on where supported. Password vault (1Password/LastPass) for credential management.

Geo-Locked Logins

IP whitelisting or VPN requirement where feasible. Login anomaly alerts enabled.

NDA & DPA

All VAs sign NDAs. Data processing agreements (DPA) available for GDPR/CCPA compliance.

Scope-Based Engagement

No pricing listed. VA Pod capacity is sized after assessment of your recruiting volume, tool stack, and task complexity.

Discuss scope, SLAs, and engagement terms in demo.

Book a Demo