Getting Started with PlacementFlow

PlacementFlow is the AI assistant for recruiters. It does the manual work around the calls: finding candidates and client prospects, the first email and the follow-ups, screening, scheduling, call summaries and chasing client feedback. You approve the steps that matter. This guide walks you from signup to a live desk and your first campaign.

How Your AI Desk Works

An AI desk is the working unit in PlacementFlow, and each recruiter runs one. It finds candidates and client prospects through the campaigns you start, sends the first email and the follow-up, reads and sorts the replies, screens candidates in a text chat, books the interview once the client says yes (Microsoft 365), records and summarises the call, and chases client feedback. Every high-stakes step, such as approving a lead, submitting to a client or handling an offer, comes back to a human.

Signing up costs nothing, and you can explore the sample desk for as long as you like. Before your first real work (starting a campaign, submitting a candidate or scheduling an interview), your agency chooses one of two ways to start, once: $499 for your first month with 1,000 credits on us, or your first month free with the software only, a card on file. See How to start.

1. Create Your Account

Go to placementflow.com/sign-up
Enter your work email and create a password
Verify your email address via the link we send

2. Explore the Demo Desk

Your new account includes your AI desk pre-loaded with sample data: sourced candidates, AI interview analyses, a placement, the complete picture of what a busy desk looks like. Explore freely: nothing you do in the demo counts against anything. When you finish setup, this same desk goes live as yours and the sample data clears automatically: it's a tour, not a fixture.

3. Connect Your Mailbox and Calendar

One Microsoft 365 / Outlook connection covers your email, calendar, and Teams meetings. It's what PlacementFlow uses for warm email (submissions, client follow-ups) and interview scheduling — cold outreach never touches your own domain.

Go to Settings → Email Accounts and connect Outlook / Microsoft 365. Google Workspace support is coming — it's pending Google's security audit process. Full walkthrough: Connect your mailbox and calendar.

4. Finish Setup & Go Live

Click Finish setup & go live on your dashboard. The short wizard asks for your agency name and timezone, a name for your desk, and your mailbox if you haven't connected it yet. You then confirm how PlacementFlow uses AI (this step is required) and take your desk live. The sample data clears and the desk is yours. Each recruiter runs one desk; admins add desks for new recruiters later from Desks. See Create your first AI desk.

5. Add a Job

A job describes the role you're filling — title, location, salary, must-haves. It powers sourcing targeting, screening questions, and submissions. See Adding a job.

6. Draft a Campaign and Dry-Run It

From Campaigns, the wizard collects your targeting filters and screening setup (PlacementFlow writes the outreach emails), then saves the campaign as a draft; nothing external happens yet. Clicking Test it first (dry run) takes you into the Dry Run, where you play the candidate through the exact experience your campaign creates: the cold email, the screening chat, your review gate, and the real result. Zero emails are sent.

7. Start the Campaign

When the dry run feels right, the Dry Run ends in a decision card with a go-live checklist. Click Start campaign and managed cold outreach begins. Warm replies land in Leads for your review.

What the AI does here

Finds candidates through the campaigns you start, and sends the first email and the follow-up from PlacementFlow's managed sending domains, never from your own mailbox.
Reads and sorts the replies, then screens interested candidates in a text chat, one question at a time, always disclosing it's an AI.
Books the interview once the client says yes (Microsoft 365), records and summarises the call, and chases client feedback.
You approve every lead at the review gate, every submission to a client, and every offer. Anything involving money — like a counter-offer — always goes to a human.