Placement desk software
NannyMatchDesk keeps every candidate, every reference call and every family requirement in one working file, so a match is ready to present the day the family asks. Contracts, trial weeks and start dates live in the same record, not in a separate folder on your desktop.
What the week actually looks like
A boutique agency lives on judgment, and judgment needs paperwork behind it. When the file is spread across a spreadsheet, an inbox and a shared drive, the delay is not a nuisance. It is a lost placement fee.
Two of the four former employers have not called back, the notes from the one who did are in your sent folder, and the family wants an answer by Friday. Nobody on your team can see where the loop stands.
About 6 hours a week chasing calls
The driving record came back clean, the child abuse registry search is still pending in one state, and the candidate has already accepted elsewhere. Order and timing are the whole job.
1 in 7 candidates lost to a slow file
The family said no live in, then asked for two overnights a month, then added a newborn in September. Your shortlist was built against the first version and no one wrote the change down.
Rework worth $1,800 per bad shortlist
A placement ends in week nine and the guarantee period was ten. You are re searching the position for free because the signed terms were never filed against the placement record.
$4,200 average fee written off
How a placement moves
Every candidate enters the same pipeline and carries the same file from first screen to signed start date. You decide the standard. The desk holds you and your team to it.
A structured intake captures hours, ages, driving, languages, live in or live out, travel, pets, salary band and the two or three things that will actually decide the hire. Each requirement is tagged, so when the family changes their mind in week three the record changes with them and your shortlist reranks.
Resume, work history, CPR and first aid expiry, driver license status, right to work documents and your own interview notes sit in one profile. Expiry dates raise themselves ninety days out, so a lapsed certification never surfaces in front of a family.
Each reference is a task with an owner, a due date and a written outcome, and each background search records the vendor, the jurisdiction, the date ordered and the result. The file shows at a glance what is verified, what is pending and what came back with a note worth reading twice.
Send the family a clean candidate presentation, then generate the placement agreement with your fee, trial period and guarantee window filled in from the record. Signature, start date and guarantee expiry are stored against the placement and the calendar warns you before the window closes.
Inside the desk
No modules you will never open. Six working areas, each shaped by how agency owners describe their day to us.
Screened, interviewing, in checks, presented, placed and on hold, with every candidate visible in a single board you can filter by availability, city and salary band. Drag a card and the next task assigns itself to the person who owns that stage.
Every reference call is logged with the person reached, the relationship, the dates worked, the reason for leaving and your verbatim notes. Background searches record vendor, jurisdiction, order date and outcome, so a family question about vetting has a two minute answer.
The intake becomes a weighted requirement set, and the desk ranks your active candidates against it with the reasons written out in plain language. You still choose who to present, but you never present someone who fails a stated must have.
Generate the family agreement and the nanny work agreement from your own templates with rate, schedule, guarantee period and fee already populated. Signed copies attach to the placement, and unsigned ones stay on a chase list until they are not.
CPR certificates, first aid, TB tests, driver license renewals, work authorization documents and guarantee windows all carry dates, and the calendar surfaces them ninety, thirty and seven days ahead. Nothing quietly expires inside an active placement.
Time to place, fill rate by role type, source of hire, fee revenue by consultant and the number of placements still inside their guarantee window, all read from the work you already did. Export any view to a spreadsheet for your accountant or your bank.
What changes
Figures below come from 64 agencies that shared their desk data with us between January and July 2026, comparing their last quarter on spreadsheets with their second quarter on NannyMatchDesk.
Median time from family intake to signed start date fell from 34 days to 23. The gain comes almost entirely from references and checks running in parallel with interviews instead of after them.
Owned tasks with due dates raised completed reference checks from 71 percent to 96 percent of presented candidates. The remaining gap is almost always a former employer who has moved abroad.
Guarantee expiry alerts and a documented placement file cut free re searches by roughly two per year for a three consultant agency, at an average fee of $4,700.
Owners logged the time they spent rebuilding candidate summaries, retyping contracts and searching email for reference notes. That work moved into the record and mostly stopped happening.
Who runs their desk on it
The desk was shaped with owners who place a handful of candidates a month and know each one by name. If your book looks like one of these, nothing here will need bending to fit.
You do the intake, the interview, the reference calls and the invoice. What you need is not more software, it is one place that remembers where every search stands when you pick the day back up at nine at night.
Solo Agency plan
Two consultants share a candidate pool and a reception desk, and the handoffs are where things go missing. Stage owners and dated tasks mean no reference call sits with nobody, and you can see the whole board on a Monday morning.
Agency plan
Different states, different check requirements, different salary bands, one brand promise. Per market pipelines keep the work local while the owner view shows fill rate and fee revenue across every office in a single table.
Multi City plan
From the desk of other owners
I have placed nannies for nineteen years and I did not want another database. What sold me was the reference log. When a mother in Greenwich asked me why I was confident about a candidate, I read her four dated calls with names and reasons for leaving. She signed that evening.
We run newborn care specialists and rotating schedules, which breaks most software. Here I tag the requirement, the ranking explains itself, and my two consultants stop presenting people who cannot do overnights. Our fill rate on infant roles went from just over half to eighty one percent.
The guarantee calendar paid for the year in one week. A placement wobbled at day sixty two, we had the signed agreement and the whole file on screen, and we replaced her inside the window without arguing about what had been agreed in March.
Plans
One placement fee covers a year of any plan below. Choose by the size of your desk, move up or down whenever the book changes.
$59 per month
For the owner operator placing up to about twenty five candidates a year.
Recommended
$129 per month
For a two to five person desk running searches side by side.
$259 per month
For agencies placing across several metros or brands.
Every plan is billed monthly in US dollars and can be cancelled at any time, with no term commitment and no exit fee. Your data stays exportable for thirty days after you stop.
Questions owners ask
Solo Agency is $59 per month, Agency is $129 per month and Multi City is $259 per month, all in US dollars. There is no setup fee, no per placement charge and no percentage of your fee revenue. Guided setup and data loading are included on the Agency and Multi City plans, and Solo Agency owners can book the same call for no charge in their first month. If your seat count changes mid month we prorate the difference on the next invoice.
Most owners are working live in one afternoon. You send us the spreadsheet or export you already keep, we map the columns to candidate fields with you on a call, and your active searches come across the same day. Historical placements can follow in a second pass so you are not waiting on archive data to start. Agencies with more than 2,000 candidate records usually schedule the load for a Friday and open the new desk on Monday.
Candidate and family records are stored encrypted at rest in United States data centers, and every connection uses TLS. Access is controlled by role, so a consultant sees the searches assigned to her while document downloads and deletions are limited to owners. We do not sell, rent or mine your records, and we never use them to train anything. You can export your entire desk to CSV whenever you want, and a deletion request is completed within thirty days.
Yes. You keep your vendor relationship and your pricing, and the desk records the order date, jurisdiction, package and result against the candidate so the file is complete. Results arrive as attachments or as a logged outcome, whichever your vendor supports. Calendar entries sync to Google Calendar and Outlook, contracts export as PDF for any signature service you already pay for, and reporting exports open in Excel or Google Sheets without cleanup.
You cancel from your account settings and the plan stops at the end of the month you have already paid for. There is no notice period, no cancellation fee and no phone call to sit through. Your data stays available for export in full for thirty days after the last billing day, then it is deleted. If you come back within a year we can restore an archived desk rather than making you load it again.
Matching never presents a candidate and never rejects one. It ranks the people already in your pipeline against the requirements you wrote down, and it shows the reasoning in a sentence you can read, such as a missing overnight availability or a salary band that does not meet the family range. Owners tell us the real value is the reverse case: it stops a rushed consultant from sending a family someone who fails a stated must have. You remain the person who decides who is presented and in what order.
Placement Desk
Reporting for owners of boutique nanny and household placement agencies on screening, contracts, fees, and the craft of a lasting match.
Talk to us
Tell us about a placement you are working on this week. In thirty minutes we will set up the family requirements, load two candidates and show you the reference log and the contract coming out the other end. No slides, no script, and you keep whatever we build together.
186 agencies. Zero of them had to stop placing while they moved in.
One reply from a person, no drip sequence and no sales cadence. If you would rather skip the form, send your placement questions straight to jimenezjulien42@gmail.com.
