How it works
From first call to first task
How do virtual assistant services work at AssistBPO? A 20-minute discovery call, a named assistant proposed within 72 hours, onboarding through your own accounts with scripts written together, then a daily rhythm of check-in, task stream and end-of-day report, and a weekly review with the team lead.
- Matched in 72 hours
- Live within a week
Employed staff, a trained backup, your hours.
How it works
How does an AssistBPO engagement work?
Four beats, one fixed rhythm. The same sequence runs for a solo founder and a 30-seat support pod.
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Step 01
Match
A 20-minute discovery call on what is overloaded, your hours, your tools and your tone. Within 72 hours we propose a named assistant with the right background, plus a trained backup.
- Named assistant, backup and team lead assigned
- Accent and industry match for your callers and clients
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Step 02
Onboard
Access through your own user accounts, scripts and SOPs written with you, test calls and dry runs before the first live day. Most desks are live within a week.
- No shared passwords; MFA and least privilege
- Greeting, call flow and end-of-day report template agreed
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Step 03
Daily rhythm
Start-of-day check-in, the task stream through your hours, an end-of-day report listing what was handled and what is waiting on you.
- Same person every day, backup for leave
- End-of-day report with timestamps
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Step 04
Weekly review
Twenty minutes with the team lead: KPIs, missed-call reasons, script tweaks and next week's priorities. Monthly, a QA scorecard on calls and tickets.
- KPIs you chose, reported weekly
- QA scorecard every month
How long does it take to get an assistant live?
What happens when, from the first call to the first weekly review. Nothing here waits on a contract being signed twice.
| When | Stage | What happens |
|---|---|---|
| Day 0 | Discovery call | Twenty minutes on what is overloaded, your hours, your tools and your tone. You leave with a written staffing plan within 1 business day. |
| Within 72 hours | Match | We propose a named assistant with the right background and, for phone roles, a recorded greeting so you can hear the fit. You can meet them on a call before saying yes. |
| Week 1 | Onboard | Access through your own user accounts with MFA, scripts and SOPs written with you, test calls and dry runs. The backup shadows the desk from day one. |
| Ongoing | Daily rhythm | Start-of-day check-in, the task stream through your hours, an end-of-day report listing what was handled, what is waiting on you and tomorrow's plan. |
| Ongoing | Weekly review | Twenty minutes with the team lead: KPIs, missed-call reasons, script tweaks, next week's priorities. Monthly, a QA scorecard on calls and tickets. |
Daily rhythm
What does a virtual assistant do all day?
Six beats from 7am to 7pm in your time zone, the same rhythm whether you have one assistant or a pod. Scroll to move through the day.
- 7:30
Calls answered
The phones open in your name. Overnight voicemails are cleared and the callback list is ready before you sit down.
Handled - 9:00
Inbox to zero
Every email triaged, labeled or drafted. Three need you; the rest are handled or scheduled.
Handled - 11:00
Meetings booked
Two consults booked, one rescheduled around your lunch, buffers protected, time zones checked.
Handled - 1:00
Tickets closed
Support queue worked in your voice and your macros; escalations tagged and summarized for the afternoon.
Handled - 3:30
CRM updated
Every call and lead logged with the fields your pipeline needs; follow-ups queued with lawful consent.
Handled - 5:30
End-of-day report
What was handled, what is waiting on you, tomorrow's plan. Two notes below. Done.
Handled
Handled today
- Calls41 answered, 0 missed, average 12 seconds to answer
- Bookings9 appointments booked, 3 rescheduled, 2 recalls confirmed
- Messages14 delivered within 5 minutes
- Transfers6 warm transfers, all connected
Waiting on you
- Callback request from a new patient asking about Saturday hours
- Approve the updated holiday greeting
Tomorrow
- Reminder calls for Thursday
- Voicemail sweep at 7:30am
Illustrative report. The format is real: every dedicated engagement sends one at the end of each shift, with timestamps.
Coverage
Your hours, staffed
Shifts run from the group's two offices. Pick your zone to see each shift in your local time and what is staffed right now.
- US Eastern shiftChecking
- US Pacific shiftChecking
- UK shiftChecking
- Australian Eastern shiftChecking
- After-hours deskChecking
Bilingual and extended AEST coverage are available on request and confirmed in your staffing plan.
Five ways to work with us
Dedicated for steady daily work, shared for spiky volumes, a pod for a whole function, a project for a backlog, and 24/7 coverage on top of any of them. Plans depend on hours, desks and coverage.
| Model | How it is counted | What it is | Who it suits |
|---|---|---|---|
| Dedicated assistant | Full-time 160 hours or part-time 80 hours a month | One named person in your hours, plus a trained backup and a team lead. | Founders, executives, front desks and support queues with steady daily work. |
| Shared desk | Per minute, per call or per ticket | A pooled front-desk or support desk for lower or spiky volumes. | Overflow calls, after-hours cover, seasonal ticket peaks. |
| Team pod | 3 to 10 assistants plus a lead | A whole function staffed and managed as one team, with a lead who reports to you. | Support teams, sales desks, e-commerce operations, industry pods. |
| Project | Fixed scope and dates | A defined piece of work such as a CRM migration, a data cleanse or a catalog build. | Backlogs and one-off builds. |
| 24/7 coverage add-on | Follow-the-sun shifts | Evenings, weekends and overnight coverage layered on any model. | Phones and support that cannot close. |
Get a staffing plan Model names are confirmed in your plan.
Frequently asked questions
How long until my assistant starts?
A named assistant is proposed within 72 hours of the discovery call. Most desks are live within a week of your yes; front desks with custom call flows and practice systems sometimes take two, because we run test calls before the first live day.
What do you need from me to start?
User accounts in the tools the desk uses, a 30-minute walkthrough of how you like things done, your greeting or tone notes, and a named person on your side for the weekly review. We write the SOPs; you approve them.
What happens when my assistant is on leave?
The backup who shadowed your desk steps in with the same scripts and the same end-of-day report. You are told in advance for planned leave and the same morning for sick days.
Can I change the scope after we start?
Yes, at the weekly review. Hours, tasks and coverage move up or down with notice, and a second desk can be added without starting over. The plan is updated in writing.
How do I know the work is being done?
The end-of-day report with timestamps, the KPIs you chose in the weekly review, and the monthly QA scorecard. For phones, your phone system's own reports show answer rates and speed to answer.
Who manages the assistant day to day?
The team lead: cover, coaching, QA and replacement. You give the work and the feedback; you do not run payroll, HR or scheduling, and you never co-employ anyone.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data