For owners of permanent-placement recruitment agencies
Your next job orders are already in your database.
DeskWarm finds the past clients and placements most likely to be hiring right now, writes each of them a personal email from your own inbox, and books the interested ones onto your calendar. You approve every email.
Prefer email? lisa@deskwarm.com
Sarah K.
Moved into a hiring rolePlaced 2021 · now Finance Manager
Dana R.
Advertising 3 rolesClient 2019–2023 · Brightline Health
Tom W.
Quiet for 8 monthsClient · Alder & Finch
Before anything is sent, you see who made the list, and why.Example, names made up.
Sound familiar?
The best job orders come from people you already know. Nobody has time to work that list.
Job orders come in waves
A busy month uses up every open role, then there's nothing to work. Feast, then famine.
Business development loses to delivery
Filling today's roles pays this month, so finding the next ones slips to “next week”. Again.
Your database goes cold
The candidate you placed in 2021 is now a hiring manager somewhere new. Nobody has told them you'd love to help.
Warm, not cold
Other services sell you strangers. We start with people who already know you.
Cold-lead services: Strangers who've never heard of you
DeskWarm: People who already know and trust you
Cold-lead services: Bought lists sent in bulk
DeskWarm: A short list chosen from your own database
Cold-lead services: Sent from new domains you don't control
DeskWarm: Sent from your own inbox, approved by you
Cold-lead services: Months before anyone trusts you
DeskWarm: Trust you built years ago, put back to work
How it works
From a database export to calls on your calendar.
Where we start
A free database audit
Before anything is sent, we show you the 30–50 people in your database worth contacting this month, and why each one made the list. It costs you nothing: you see the opportunity in your own data first, then decide.
Book your free audit call- 1
You send us an export of your database
A CSV from your ATS or CRM: Bullhorn, Loxo, Crelate, Recruit CRM, PCRecruiter or any other system that can export.
- 2
We find who's likely hiring now
Past placements who moved or were promoted into hiring roles, past clients advertising jobs, and good clients nobody has called in months.
- 3
We write each one a personal email
Short, plain and specific to your shared history, in your voice. Nothing goes out until you approve it.
- 4
It goes from your own inbox
A few emails a day with a gentle follow-up, so your reputation stays yours. Anyone can opt out in one reply.
- 5
Interested people book a call with you
We sort the replies and send interested contacts your calendar link. Every month you get a short report: emails, replies, calls and job orders.
What it looks like
An email only you could send.
Each email uses something true and specific: your history with the person, and what’s changed since. It reads like a note from someone they know, because it is.
Mike Reynolds <mike@youragency.com>
to Sarah Klein
Congrats on the move to Northfield
Hi Sarah,
Saw you’ve moved to Northfield as Finance Manager. Congratulations, that’s a big step from when we placed you in the senior accountant role back in 2021.
I noticed Northfield is hiring a couple of accountants. If it would help to see a few strong people before the job boards bring in the flood, I’d be glad to send some over.
Either way, great to see how far you’ve come.
Mike
Reynolds Search Partners
Your time
You take the calls. We do the rest.
What you do
- Send one export from your ATS
- Join a 30-minute kickoff
- Approve each batch of emails
- Take the calls and win the job orders
What we do
- Clean and check your data
- Find who's likely hiring
- Write and fact-check every email
- Send, follow up and sort replies
- Book calls and report monthly
Questions
The questions owners ask before they say yes.
Will you email my contacts without me seeing it?
No. Every email waits for your approval before it's sent, and you can edit or skip any of them.
Do you need access to my inbox?
Only permission to send from your address, so replies come straight back to you. We agree the setup with you at the kickoff. It only ever sends emails you've approved, and you can switch it off at any time.
What happens to my data?
We sign a data processing agreement before you send anything, use only what we need, and delete it when we stop working together. It's never used for anyone else and never shared.
Isn't this just more cold email?
No. We only write to people already in your database, a few a day, from your own inbox, about something real: their new role, their company's hiring, or your history together.
Couldn't my team just do this?
They could, and in a quiet week some do. The hard part is doing it every month: checking hundreds of records for job changes and hiring signals, writing each note by hand, and following up. That's the work that slips when the desk gets busy, so we take it off the desk.
What if my database is messy or out of date?
Most are. Cleaning and checking it is part of the work, and the audit shows you what's usable before anything is sent.
My ATS already has reactivation features. How is this different?
Most reactivation tools re-engage old candidates to fill roles you already have. DeskWarm works the other side: turning past clients and placements into new job orders. And we do the work, so you don't have to set anything up.
Is the audit really free? What's the catch?
It's free, with no obligation. We'd rather show you what's in your own database than ask you to take our word for it. A short call first tells us whether your database is big enough to be worth auditing, so we don't waste your time.
What does it cost?
The audit is free. If you want us to work your database every month after that, it's $1,000 a month with no setup fee. A single placement fee is often more than a year of it.
How much of last year’s business came from people you already knew?
Tell us a little about your agency. If your database has enough in it to be worth working, we’ll audit it for free and show you who in it is likely hiring now, and why. Then you decide.
Free, with no obligation to continue.
Prefer email? lisa@deskwarm.com