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White Glove Recruitment Service Manual

This manual is the official Standard Operating Procedure (SOP) for delivering White Glove Recruitment Service. It documents every step, decision point, communication trigger, system update, and template so that any recruiter, administrator, or client-facing team member can execute the service consistently.

Topics:

 

 

Understanding White Gold Glove Recruitment Service

The White Glove Recruitment Service is VPM Solutions' free, end-to-end recruitment offering. White Glove clients receive hands-on partnership from a dedicated Recruiter and Onboarding Specialist across the full hiring lifecycle from initial sales conversation through guiding with the selection process, hire, and post-placement support.

Service Objectives

  • Reduce the client's time-to-hire by managing the candidate search on their behalf.
  • Deliver a curated shortlist of qualified Virtual Assistants (VAs) matched to client requirements within 3-5 business days of job posting.
  • Maintain a 5-minute response rule on all critical client communications to maximize engagement and trust.
  • Achieve a Job Filled outcome within the Interview → Hire window of 3-10 days following the Selection & Hiring Meeting.
  • Provide structured handoff to the Onboarding team so that placed VAs and clients launch smoothly on the VPM platform.
  • Build the foundation for referrals, renewals, and upsell into additional VA hires.

Roles and Responsibilities

White Glove delivery depends on a clear role split. The table below describes the primary roles referenced throughout this manual.

Onboarding Specialist / Senior Recruitment Lead (e.g. Conor)

Owns the end-to-end recruitment workflow: kickoff meetings, job intake, candidate sourcing/invitations, application review, shortlist presentation, interview coordination, offer support, and post-placement check-ins. Primary client touchpoint during the active search.

Provides escalation support, final pre-meeting candidate review, secondary follow-up, and quality assurance over the workflow.

Recruitment Support / Recruitment Assistant

Support the end-to-end recruitment workflow.Owns pre-meeting preparation, HubSpot updates, deal stage management, white glove data sheet, and post-hire handoff. Performs admin processes (New Company Created, Job Closed, Job Filled, Job Paused) and ensures CRM hygiene.

Systems and Tools Used

VPM Platform

Job posting, candidate application, candidate invitations, in-platform messaging, and decline/shortlist actions. Recruiters operate this on the client's account.

HubSpot (CRM)

System of record for companies, contacts, deals, activity, tasks, notes, naming convention, and email sequences. Every client interaction must be logged here.

White Glove Data Sheet

Centralized tracking spreadsheet for every White Glove jobs and clients

Google Calendar

All meetings (WG Kick-Off, Action Plan, Outreach & Interview, Selection & Hiring) are scheduled here with color-coded categories: internal, white glove, demo.

Slack

Internal communication. Key channels: #VPM-Internal (job filled / job posted updates), and direct messages for handoffs.

Email + Sequence Templates

Templated outreach housed in HubSpot Sequences. Used for first-contact, follow-up, Job Closed, Job Paused, Post-Interview, etc. All sequences auto-create tasks for each step.

 

 

Process Flow Summary

The White Glove workflow has three timed phases that map directly to the Lucidchart diagram. Each phase has an owner, a duration target, and a defined set of meetings, templates, and admin actions.

WG Process Timelines

    • Client Inquiry and Qualification
    • White Glove Kickoff Meeting
      • Job Intake and Job Posting Setup
      • Candidate Sourcing, Candidate Screening and Evaluation

    • White Glove Outreach and Interview Meeting - Shortlist Presentation to Client
      • Client interview and Screening

    • White Glove Selection and Hiring Meeting
      • Client Feedback Management
      • Offer and Acceptance
      • Placement and Onboarding

  • Post-Placement Support and Client Relationship Management - This process is handled by the Clients Account Manager

 

Administrative Emails and Reporting Processes

This stage runs in parallel to every other stage. The Onboarding Specialist is the primary owner. Every status change in the recruitment workflow has a corresponding admin process documented below.

White Glove Recruitment Reporting and KPI Tracker

Admin Email Notification

  1. New Company Created
  2. Job Posted Updates
  3. Job Filled (White Glove)
  4. Job Closed (Not Filled - White Glove and DIY) 
  5. Job Paused (DIY / White Glove) 

HubSpot Hygiene Standards

  • Naming convention applied on every deal - Company Name - Client Name.
  • Associated contacts kept up to date on every deal.
  • Deal stage updated within 1 business day of any status change.
  • Tasks and notes created for every meaningful interaction.
  • Duplicate deals merged within 1 business day of discovery.
  • Sequences attached to every active deal so that follow-up tasks auto-generate.

Internal Communication

  • Slack #VPM-Internal - used for job posted and job filled updates, tagging the right teammates for next actions.
  • Direct messages - used for one-off coordination; never used as the system of record (always log to HubSpot).

 Templates and Resources Library

All templates referenced in this manual live in HubSpot Sequences and the shared Templates folder. The list below is the canonical inventory - use these exact names when searching for templates.

  1. Post Job(s) + Outline Process
    1. White Glove Kick-off
  2. 'Review, Reach Out & Schedule' instructions + Timeline Creation
    1. Next Steps and Hiring Resources
    2. Next Steps and Hiring Resources - Returning Client
    3. Review & Reach Out Reminder
  3. Engagement & Timeline Accountability
    1. Email follow up after application review - New Client
    2. Email follow up after applications review - Returning Client
  4. Final Push & Hiring
    1. Post-Interview: Next Steps to Hire Your Candidate                
    2. WG Job Filled – Meet Your Account Manager, Ken

White Glove Sequence/s

Best Practices and Continuous Improvement

Operating Principles

  • Speed wins. The 5-Minute Email Rule is the single biggest driver of White Glove engagement quality.
  • Document everything in HubSpot. If it is not in HubSpot, it did not happen.
  • Run meetings off agendas, not memory. Every meeting has a prep checklist, an agenda, and a follow-up template.
  • Use sequences. Repetitive emails belong in HubSpot Sequences, not in your drafts folder.
  • Color-code your calendar. Internal, white glove, and demo meetings should be visually distinguishable.
  • Always confirm next steps live with the client before ending any meeting.
  • Encourage multiple hires. Where a client likes two or three candidates, position multi-hire as the highest-value outcome.
  • Capture referrals at the payment meeting - the moment the client just hired is the highest-trust moment of the relationship.

Continuous Improvement

  • Hold a weekly White Glove retro: review wins, stalls, and process gaps.
  • Update this manual whenever a template, meeting, or system changes - version control matters.
  • Capture every new edge case as a Troubleshooting entry (Section 6) within 1 week of encountering it.
  • Use KPIs to identify which stage of the funnel needs improvement each month.