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HR, payroll and hiring for a VA team VA Management Console

The app our own virtual assistant team uses for hiring a new assistant, assigning tasks, tracking hours and running payroll.

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Sample data
VA Management Console: The hiring pipeline, where each applicant moves from application through an interview and a trial. The applicants are made up.
The hiring pipeline, where each applicant moves from application through an interview and a trial. The applicants are made up.

About VA Management Console

Our assistants, managers and bookkeeper run hiring, tasks, hours and payroll in the VA Management Console, a web app Pure Water Automations built for its own team. It also covers profiles and pay tiers, screen recordings and a client portal. Access depends on each person's role, and every change is logged.

Why we built VA Management Console

Pure Water's team used to run on a system of custom scripts built on a 16-tab Google Sheet. Pages were slow to open, a single read from the sheet could take about four seconds, and the hiring steps had bugs, including records saved to the wrong tab.

How VA Management Console works

We moved the records into a database and kept a Google Sheet copy that refreshes every 30 minutes, so anyone used to checking the sheet still can. Changes happen in the app, and nobody edits the copy. The old system was kept running as a backup.

Each person signs in with their Google account and lands on the screens for their role. HR opens to one queue of decisions. Recruiters move applicants through each hiring stage. The bookkeeper reviews and closes each pay period, using the hours pulled in from the time tracker. Assistants see their own tasks, their progress toward the next pay tier and their monthly check-in.

Every day the console pulls in hours from the team's time tracker, checks who has logged enough hours to be reviewed for the next pay tier and flags anyone over or under their target hours. After a recorded Zoom meeting, it suggests tasks from the transcript, and a team member who can assign work adds or skips each one before anyone is assigned. Team members who hand out work, such as managers and senior assistants, can also connect an AI assistant such as ChatGPT or Claude by signing in with Google and approving it. The assistant can then create and update projects and tasks as that person, limited to what they are allowed to do.

What VA Management Console does

  • One queue for HR decisions

    Tier reviews, evaluations and alerts about anyone with too much or too little work wait in one list on the HR home screen.

  • Hiring in one pipeline

    Applicants move from application through an interview and a trial, and the history of each step is kept. A person on the hiring team decides each step.

  • Tasks with an owner and a due date

    Assign work and follow it on a list, board, calendar or timeline. Open tasks can also wait in a shared pool, where an assistant asks to take one and a manager approves.

  • Payroll from tracked hours

    Hours come in from the time tracker every day, and the console works out each pay period's payroll for the bookkeeper to review and close.

  • Screen recordings with transcripts

    Record your screen and share a link, including with a client. Each recording gets a transcript, a summary and a list of suggested action items.

  • A portal for clients

    Clients sign in to a portal that shows only their own organization's work, and screen recordings can be shared with them.

Sample data
The task board, with each task's owner, due date and priority. The same tasks also show as a list, a calendar or a timeline. Shown with demo data.
The task board, with each task's owner, due date and priority. The same tasks also show as a list, a calendar or a timeline. Shown with demo data.

Questions about VA Management Console

Can you move a system we run on Google Sheets into an app like this?

Yes. The console replaced the spreadsheet system our own team ran on. It keeps a Google Sheet copy of the data for anyone who still wants it, and the old system was kept running as a backup. Ministry OS made the same move away from Google Sheets.

Are the people in these screenshots real?

No. The screenshots come from a demo copy of the console filled with made-up assistants, applicants and tasks, so no real person's details appear.

Technical details

  • Next.js
  • PostgreSQL
  • NextAuth (Google)
  • MCP
  • GitHub Actions

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Move hiring, tasks and payroll out of a slow spreadsheet

Show us the spreadsheet your team uses for hiring, tasks or hours, and we will talk through what an app could replace.

Book a Free Assessment

The assessment is free, with no commitment.