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Vitalis Managed VA Program

Vitalis Outsourcing > Vitalis Managed VA Program
Vitalis Managed Services Preview
✓ Overview

New Managed Services Package

A monthly service for businesses that already have Virtual Assistants but want Vitalis to handle the administrative side of managing them.

▣ Book a Discovery Call
Managed Services Dashboard
Hours Verified 90%
Payroll Ready 100%
Attendance Tracked 92%
Administration Checklist
  • Time Entries Verified
  • Payroll Coordinated
  • PTO Records Updated
  • Weekly Report Sent
Weekly Report
85%
Productivity Activity

Recommended Packages

1 to 2 VA

$200
per month
  • Performance Scorecard
  • Daily Staff and Client Reports
  • Attendance Monitoring
  • Weekly Check-ins
  • Monthly Client Report
  • API Tracking
  • SOP Review
  • Task Management Setup
  • HR Onboarding
  • Time & Attendance
  • PTO & Scheduling
  • Executive Partner Management
  • Weekly Reports
  • Contractor Administration
Buy Now
★ Most Popular

3 to 5 VA

$175
per month
  • Performance Scorecard
  • Daily Staff and Client Reports
  • Attendance Monitoring
  • Weekly Check-ins
  • Monthly Client Report
  • API Tracking
  • SOP Review
  • Task Management Setup
  • HR Onboarding
  • Time & Attendance
  • PTO & Scheduling
  • Executive Partner Management
  • Weekly Reports
  • Contractor Administration
Buy Now

6+ VA

$150
per month
  • Performance Scorecard
  • Daily Staff and Client Reports
  • Attendance Monitoring
  • Weekly Check-ins
  • Monthly Client Report
  • API Tracking
  • SOP Review
  • Task Management Setup
  • HR Onboarding
  • Time & Attendance
  • PTO & Scheduling
  • Executive Partner Management
  • Weekly Reports
  • Contractor Administration
Buy Now

What's Included

Vitalis handles the recurring HR, payroll, timekeeping, reporting, and contractor administration for your Executive Partners.

$Payroll Administration

  • Weekly payroll processing
    • Verify work hours
    • Coordinate payments

♙Executive Partner Management

  • Provide coaching and training as needed
    • Random call performance reviews, if applicable
  • Daily attendance and productivity check
    • Task reviews and real-time Executive Partner support
  • Weekly check-in with the Executive Partner

◷Time & Attendance

  • Track hours through WebWork
    • Verify the Executive Partner is actively tracking time in WebWork
    • Review daily clock-in and clock-out records
    • Monitor total hours worked for the reporting period
    • Identify missing time entries or untracked hours
    • Verify that logged hours align with the client's approved work schedule
  • Monitor weekly hours
    • Compare actual hours worked against the Executive Partner's contracted weekly hours
    • Identify underutilized or excess hours
    • Track approved overtime, if applicable
    • Monitor attendance trends throughout the week
    • Notify the client when significant attendance issues are identified
  • Review weekly productivity
    • Review WebWork activity data to provide clients with objective insights into work activity. This review is for reporting purposes only and does not include performance coaching or evaluation.
    • Productivity percentage
    • Active vs. idle time
    • Total active hours
    • Time spent on applications and websites, if tracked
    • Screenshots, if enabled by the client
    • Attendance consistency, including clock-in and clock-out patterns
    • Time-tracking anomalies, such as extended idle periods or missing activity

▦PTO & Scheduling

  • Manage time-off requests
    PTO provided to the Executive Partner shall be solely at the client's discretion. Vitalis Outsourcing does not provide PTO or any paid-leave benefits.
    • Receive PTO requests from the Executive Partner along with the client's approval
    • Verify the available PTO balance, if applicable
    • Record approved leave requests
    • Update payroll records to reflect paid or unpaid time off
  • Track PTO balances
    • Record PTO earned, if applicable
    • Deduct approved PTO usage
    • Monitor remaining leave balances
    • Track unpaid leave (UPTO)
    • Provide clients with current PTO balances upon request
  • Update work schedules
    • Record the regular work schedule
    • Update schedule changes approved by the client
    • Update holiday schedules
    • Notify payroll of schedule changes affecting payroll

▥Weekly Reports

  • Weekly Hours Worked
    • Provide an accurate summary of the Executive Partner's contracted hours versus actual hours worked to support payroll processing
  • Weekly Wins and Performance Update

▤Contractor Administration

  • Independent Contractor Agreement
  • NDA
  • Other onboarding documents

+Benefits Administration (Optional based on the XP's location)

  • Health Insurance (HMO)

Client Process

A clear five-step process for transferring the administrative workload to Vitalis.

1

Sign the Agreement

The client signs the Managed Services agreement.

2

Pay Monthly in Advance

Payment is collected on Day 1 of the partnership.

3

Onboard to WebWork

The Executive Partner is onboarded to WebWork for time tracking.

4

Vitalis Manages

Vitalis manages the Executive Partner, administration, and payroll.

5

Receive Weekly Reports

Weekly reports are sent directly to the client.

Value Proposition

We take care of the administrative work so business owners can focus on growing their business.

✓Payroll
✓Attendance
✓PTO
✓Reporting
✓Contractor Documents
✓Benefits Administration
✓Executive Partner Management

Key Takeaway

We're not selling Virtual Assistants—we're selling a managed HR & payroll solution that removes the administrative burden from our clients.

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