Create Your First AI Desk

An AI Desk is one recruiter's licensed AI workstation — it owns a persona and its own screening setup, and it sends warm email through its owner's connected mailbox. Each recruiter runs one desk. Creating one takes about two minutes once the owner's mailbox is connected.

Create the Desk

1. Go to Desks and start a New Desk
2. Fill in the details:

Field	What it does
Desk name	Internal label, e.g. "Senior Dev Desk"
Persona name	The name outreach is signed as — your own, a colleague's, or an AI persona name
Job title (optional)	Shown alongside the persona, e.g. "Senior Recruitment Consultant"
Calendar booking link (optional)	Sent when a candidate wants a call; a teammate attends the booked slot
WhatsApp number (optional)	A direct personal number candidates can reach you on
Desk owner	The recruiter who runs this desk. Their connected mailbox and calendar power it — there is no separate inbox to pick. Leave empty to create the desk unassigned and choose an owner later
Internal notes	Briefing notes for your team

3. Click Create Desk

Active vs Paused

A desk whose owner has a connected mailbox is active immediately. A desk created without an owner — or whose owner hasn't connected a mailbox yet — starts paused; assign an owner with a connected mailbox to bring it live. If you haven't connected a mailbox yet, the form links you to Settings → Email Accounts first.

An active desk unlocks the full loop: sourcing campaigns, the Dry Run, conversational screening on the desk's questionnaire, submissions from its owner's inbox, and the desk health score on the Desks page.

Each desk includes 5,000 sourced prospects per month. The allotment is metered on the desk health card; when it's reached, new cold outreach pauses until the 1st of the next month while follow-ups to existing conversations continue.

About Warmup — What You Do and Don't Manage

Two different things build sending reputation, and only one of them involves you:

• Cold outreach starts immediately. It sends from pre-warmed sending domains that PlacementFlow provisions and manages — separate from your own domain. There is no warmup schedule for you to run and no waiting period before your first campaign.
• Your own inbox builds reputation in the background over roughly its first month. This affects only warm email to people who already know you (submissions, client follow-ups) — daily limits ramp up automatically. Nothing for you to configure.

If you've used tools where you managed per-mailbox warmup calendars: that concept doesn't exist here.

One Desk, Both Sides

A desk isn't locked to one kind of work — campaigns are the lanes, not desks. The same desk can run candidate sourcing campaigns and business development campaigns side by side, across different niches: the desk that fills roles can also prospect for new clients. You don't need a second desk for a second niche; you need one when a second recruiter joins.

What the AI does here

• Runs the desk's operational loop — sourcing, cold outreach, conversational screening, scheduling — under the desk's persona.
• Signs candidate-facing messages with the persona name and always discloses that it's an AI assistant.
• You approve leads at the review gate, submissions to clients, and anything the desk's autonomy level routes to a human.

Troubleshooting

• Desk shows paused — make sure the desk has an owner and that the owner has connected their mailbox in Settings → Email Accounts; also check your billing state — desks pause when a trial expires or payment fails.
• The Dry Run refuses to start — the desk needs an active screening questionnaire with must-knows; create one and re-save it in the builder.

Related articles

• Connect your mailbox and calendar
• Create a sourcing campaign
• How the 30-day trial works