The Vetting Process: How We Select the Top 3%
Most VA platforms do a basic interview and put VAs in front of clients. We run a 5-stage vetting process that eliminates 97% of applicants before anyone meets a client. Here is exactly what that process looks like — no marketing spin.
The 5-Stage Process
Every Stage. Every Detail.
Timeline
1–3 days
Application & Profile Review
- Detailed application covering work history, tools, industry experience, and communication style
- Written sample review — we assess grammar, clarity, and professional tone
- Portfolio or work samples review where applicable
- Preliminary communication quality assessment via application responses
Outcome: Roughly 60% of applicants are eliminated at this stage. We screen for communication quality, relevant experience, and professional history before spending further resources on a candidate.
Timeline
2–4 days
Skills Assessment
- Platform-specific proficiency tests: QuickBooks, HubSpot, Google Workspace, Asana, Clio, GoHighLevel, Shopify, and others based on the VA specialization
- Task simulation exercises — we give candidates real-world tasks to complete
- Time management and deadline adherence assessment
- Industry-specific knowledge tests for healthcare (HIPAA), legal, and finance VAs
Outcome: This stage eliminates candidates who overstate tool proficiency. We test in the actual platforms — not in multiple-choice quizzes. Another 25% of remaining candidates are eliminated here.
Timeline
45–60 minutes
Video Interview
- Live video interview with a THC Talent Manager
- Scenario-based questions — how would you handle X situation?
- Communication style, personality, and professionalism assessment
- Timezone and schedule availability verification
- Cultural fit and client-facing demeanor evaluation
Outcome: The video interview is where we assess intangibles that written assessments miss: confidence, communication clarity, problem-solving approach, and professional presence. Most candidates who reach this stage pass the skills test but many fail the interview.
Timeline
3–5 business days
Background Verification
- Comprehensive background check conducted through Checkr — the same platform used by Uber, Instacart, and Stripe
- Criminal record search across relevant jurisdictions
- Employment history verification
- Education verification where required
- Identity verification
- Reference checks with previous employers or clients
Outcome: Background verification is non-negotiable. Every THC VA is Checkr-verified before placement with any client. We never skip this step regardless of how impressive the candidate appears in earlier stages.
Timeline
3–7 days
Paid Trial Project
- Candidates complete a paid trial task in their stated specialty area
- Trial projects are real, meaningful work — not test scenarios
- Output is reviewed against quality benchmarks for that service type
- Communication, turnaround time, and follow-through are all assessed
- Candidates who perform well are added to our qualified VA pool
Outcome: The paid trial is the final filter. A candidate who has passed every previous stage can still fail here if their real-world output doesn't meet THC standards. Only after passing all five stages is a VA eligible to be placed with a client.
How We Compare
THC Vetting vs Industry Standard
| Vetting Stage | The Human Capital | Most VA Platforms |
|---|---|---|
| Application Review | ✓ Comprehensive + writing sample | Basic form submission |
| Skills Assessment | ✓ Live platform testing | Self-reported or basic quiz |
| Video Interview | ✓ 45–60 min with Talent Manager | Short screen or skipped |
| Background Check | ✓ Checkr verified — always | Inconsistent or optional |
| Paid Trial Project | ✓ Real-world output required | Rarely conducted |
| Ongoing QA Reviews | ✓ Monthly KPI checks | None after placement |
Common Questions
Vetting Process FAQs
How long does it take to vet a new VA?
The full vetting process takes 2–3 weeks from application to qualified pool. Because we run this process continuously, most clients are matched from our existing qualified pool within 48 hours.
What is the acceptance rate?
Less than 3% of applicants complete all five stages and are accepted into the THC qualified VA pool. This is not a marketing claim — it reflects the cumulative pass rates across all five vetting stages.
What if my matched VA doesn't work out?
We rematch at no extra cost. Our first-match success rate is 97%, meaning the rare rematch situation is handled quickly and at no additional charge. A backup VA is always briefed on your account.
Do you vet VAs differently for different industries?
Yes. Healthcare VAs complete HIPAA training and industry-specific assessments. Legal VAs are tested on Clio and legal document workflows. Real estate VAs are assessed on CRM management and transaction coordination. Each specialty has a tailored vetting component.
Are your VAs employees or contractors?
THC VAs operate as vetted contractors through our placement model. They are dedicated to your account, aligned to your hours, and managed with the same oversight structure as an employee — but you avoid the payroll, benefits, and HR overhead of direct employment.
Meet Your Top 3% VA in 48 Hours
The vetting process runs continuously. When you book a strategy call, we match you from our qualified VA pool — no waiting weeks for the right person. Month-to-month. Cancel anytime.