OUR PROCESS
A seamless experience from end to end
We make your hiring process simple and supported from the first step. Here’s what you can expect from the moment you reach out.
1
Book a discovery call
Start the process by filling out a brief form on our website. Our staff will review your details so we can prepare for our first conversation.
Then, we’ll hop on a call for a 30-minute discussion about your needs, goals, and timeline. We’ll also walk you through Heya’s model—this is a great time to ask any questions you might have.
2
2
Review your proposal
After the discovery call, you’ll receive a clear, non-binding proposal detailing everything discussed in our call.
The proposal will include role details, timelines, price ranges, terms and conditions, and next steps.
Once the proposal is approved, we’ll begin the recruitment process.
3
Choose your staff
Before we start, you’ll have a detailed follow-up meeting with one of our local office leads to refine role expectations.
Next, our office lead will find and vet top candidates, focusing on finding the right fit for the role.
They’ll then send over their top three picks for your approval, with additional candidates available upon request.
Choose whether you’d like to conduct staff interviews yourself virtually, or have Heya do it for you in person. In the event that Heya handles the interviews, you'll receive a recording for review.
4
4
Sign a contract
Once you select your candidate(s), Heya will issue an offer letter to your preferred candidate.
After he or she accepts, we’ll finalize pricing, complete contracting, and confirm the start date—keeping the process straightforward and efficient.
5
Welcome your new team member
Before day one, Heya prepares everything for a smooth launch—setting up a desk, computer, and equipment, coordinating with your team and preparing any system or operational requirements. This ensures your new team member can get straight to work.
On day one, your hire officially joins your team. You lead role-specific training, while Heya provides continuous support to both you and your new employee.
We require clients with five or more hires to work with a dedicated Heya team lead for additional support and oversight.
6
Get ongoing support
Our involvement continues well beyond onboarding. In addition to your Heya Account Manager who is your primary point of contact day-to-day, we also offer support at the following touchpoints:
Weeks 1-6
During thefirst six weeks, your Client Success Manager provides light, frequent check-ins to support a smooth transition.
Week 6
At week six, your account will be handed off to your dedicated Heya Account Manager, who conducts formal reviews.
Months 3, 6, and 12
Your Heya account manager will continue to conduct formal reviews at the three-, six-, and twelve-month marks to evaluate progress and address any concerns.
Year 1 and beyond
After your first year, a Client Success Manager from Heya HQ will continue to check in on a quarterly basis to gather feedback, resolve concerns, and provide any support you and your team may need.
Weeks 1-6
During the first six weeks, your Client Success Manager provides light, frequent check-ins to support a smooth transition.
Week 6
At week six, your account will be handed off to your dedicated Heya Account Manager, who conducts formal reviews.
Months 3, 6, and 12
Your Heya account manager will continue to conduct formal reviews at the three-, six-, and twelve-month marks to evaluate progress and address any concerns.
Year 1 and beyond
After your first year, a Client Success Manager from Heya HQ will continue to check in on a quarterly basis to gather feedback, resolve concerns, and provide any support you and your team may need.
PRICING
Our pricing is customized based on your specific roles and requirements. Because we recruit directly for your needs, hourly rates typically range from $6–$23+ depending on the position and experience level of the talent you hire.
Clients with more than five team members are required to hire a dedicated Heya team lead to ensure strong oversight and daily support.
FREQUENTLY ASKED QUESTIONS
You’re Probably Wondering…
-
We recruit for administrative, operational, customer support, healthcare support, real estate coordination, financial services support, and tech-adjacent roles. If the role can be completed from a desk with a computer, we can likely staff it.
-
All staff work on-site in our physical offices in South Africa. They are not remote freelancers or home-based contractors.
-
We work with offices located all across the globe, and can support extended hours, overnight shifts, emergency lines, and full 24/7 coverage.
-
Every placement includes:
Recruiting and vetting
Workspace, equipment, and reliable internet
Payroll, benefits, insurance, compliance
Local on-site leadership
Day-to-day oversight
Onboarding and integration support
Performance check-ins and management
You get a fully-supported team member without managing the logistics yourself.
-
Most clients receive candidates within 1–2 weeks of signing the engagement letter—although with some clients, it can be even quicker than that.
Start dates depend on role complexity and onboarding requirements, but are typically quite fast.
-
Yes—if you want to. You can interview candidates directly via Zoom, or Heya can interview them for you and provide recordings. Most clients use a mix of both methods.
-
Heya provides:
A dedicated desk
Computer and/ or laptop
Accessories
Monitors
Headsets
High-speed internet
Secure, supervised workspace
Additional equipment can be arranged depending on your requirements.
-
You provide role-specific training (just as you would with an in-house employee).
Heya supports your training with:Local onboarding
Systems access coordination
Training guidance
-
Just like you would with an onshore employee: Slack, Teams, Zoom, email, phone—whatever your team already uses.
You can also video drop-in to our offices at any time.
-
We operate on a month-to-month basis after onboarding. We do not place short-term or project-based virtual assistants.
-
We’ll work with you to retrain, reposition, or replace the team member. Because our staff work in our offices with oversight, issues are identified and addressed quickly.
-
Yes. Our healthcare staff are HIPAA-trained, and our offices follow strict data security and compliance protocols.
-
Pricing is based on role type, experience, and location. Most roles range from $6–$23+ per hour. Everything is included in one predictable monthly rate—no hidden fees, no recruiting charges.
-
At that size, having a dedicated on-site team lead ensures proper oversight, workflow management, and daily support, creating a smoother and more scalable experience for you.
-
Yes. Most clients start with 1–2 roles and expand as they see the value. Our infrastructure makes scaling easy and consistent. You can hire one role or build entire teams.
-
Your Heya Account Manager will adjust staffing, support, or role expectations as needed. We also check in at regular intervals to make sure your team continues to meet your needs.