at-risk past its stall window — give these a nudge
Awaiting your approval 0
the things your team sent for a yes ✿
Recently decided 0
approved & sent-back in the last 7 days
Assigned to you 0
everything with your name on it — records, tasks & content
To handle 0
aging items across both pipelines
Pending by category
Everything open right now, grouped by what it is.
Activity feed
who did what, as it happens ✿
Team Inbox
…
My signatureScheduledSend a testSend log
Open a mail — it reads here, and the reply lives right beneath it.
Requests & Issues
Report an issue
Spotted a glitch or something not working? Send a quick note — Fatou reviews these.
Request a feature or a need
Wish the Manor did something, or need a tool to do your job better? Tell us — Fatou and the leads review these.
Format imported candidates with AI
Checking…
For each imported candidate, the AI reads their EngineHire application answers and fills in the structured profile (positions, experience, certifications, work history, and their About section). It only fills blanks — it never overwrites anything you’ve edited.
You can close this window and keep working — formatting keeps running in the background (a small progress bar stays in the bottom-left). Just keep this browser tab open.
Import candidates from EngineHire
Upload your EngineHire candidate export (.csv). We match on email, so running this weekly updates people instead of creating duplicates.
Channels+
Archived▸
Direct Messages+
# General
0:00Recording… up to 3 minutes
Working…
New channel
New message
Pick one teammate for a direct message, or several to start a group chat.
Change password
At least 8 characters
One uppercase letter
One number
One special character (!?@#…)
Both new passwords match
Review
Send to a family
Cate reviews the match first, then it comes to you for final sign-off before the family sees anyone.
Outcome
Signed agreement
Please confirm
Start a replacement search
This keeps the original placement in history, moves the family back to Active Search flagged as a replacement, re-opens their job post, and adds a neutral note to the nanny’s record. The 1-year guarantee is checked automatically.
Available by region
Candidates currently looking for work, by region & schedule.
The Manor · Incoming · Intake
B
Intake
— her intake, prepped otter on your phone
Amélie's read
Her brief — dashed means tap to confirm
Say before you hang up — your call sheet, tick as you go
Worth noticing
Role — drawn from what she wrote
the role and the children's ages shape the sheet below
What to ask her — search any subject
When you hang up
answers file under their questions in their words · the brief fills with source chips · the synopsis drafts itself for your tap · the lane moves to Deciding
Where does this land? — three honest outcomes
Save & activate births her search — onboarding note, agreement, deposit, each drafted for your tap. Everything stays open for you, always.
On hold — a future need. She's inquiring early. The intake saves as-is, she rests in Closed as on hold, and Amélie brings her back at the right moment.
Not moving forward. A kind close — she goes to Closed, and the month-after hello still watches over her, because minds change.
the marketing rooms —
Content & Editorial
Publishing cadence
Color by
New piece
Log a lead for Recruiting
Found a family or a great caregiver in one of our groups? Drop it here and it goes straight into Recruiting's queue.
the marketing rooms —
✿ Marketing & Editorial
Partnerships
the people we're building with
New partner
Customize tier names
Rename your tiers — the colors stay the same, and every partner keeps their tier.
the marketing rooms —
Community
Track how our Facebook groups, Instagram pages, and other channels are growing. Counts are logged by hand — log a fresh number anytime and watch the trend build.
Log a count
Add channel
The Manor
Calendar
every call knows what it is — and Amélie fills the gaps
DayWeekMonth
the marketing rooms —
Little Seasons
Our monthly editorial publication. Plan each issue around a theme, move it through the Week 1–4 workflow, and build out every section — from the cover to the closing note.
Sections
New issue
Section
New routine
Seal & send to Fatou stamps the profile and puts her in Fatou’s approval queue — only Fatou activates and introduces. Family-facing sends sleep until her yes.
welcome
Recruiting
Pipeline & Roster now live on the Candidates tab — Recruiting holds only the unvetted.
The desk fills tonight. Coverage protects tomorrow.Everything else is a record you open, not a list you scroll.
fill
The Desk
anticipate
Handle ◆
keep deep
The Bench
keep them
The Village
see ahead
Coverage
answer
Conversations
Add a member
Little Minders · a new family
All About Balance5 sits / month · $139 monthly recurring
The Backup Plan10 sits / month · $219 monthly recurring
Date Night2 sits / month · $59 monthly recurring
One-time bookingpay to enter · $45 · no recurring
New · finishing setup
Active
✦ Saving opens the new-member setup letter, ready on your tap — once they’re active, the you’re-in letter follows the same way.
Add a sitter
Little Minders · to the bench
New application
From candidate roster
Referral
Wants infant sits
Older kids only
✦ New sitters walk the vetting road — interview → background check ($65 fronted, reimbursed at booking 10) → CPR upload → the general evaluation → orientation. References carry over from the candidate roster.
Set their plan
which plan are they on?
All About Balance5 sits / month · $139 monthly recurring
The Backup Plan10 sits / month · $219 monthly recurring
Date Night2 sits / month · $59 monthly recurring
One-time bookingpay to enter · $45 · no recurring
Post a booking
the family’s own sheet — filled in for them
Allergies ride along from the household file once it exists.
0
Four children maximum per sitter.
One time
Repeat weekly
4
A standing slot with one sitter is a regular — same day, same face.
Posting on their behalf logs who did it, and the family sees it in their app as their own booking — never as something done to them. One hand is not a decision: the family confirms, one hand or five.
This profile was built from the family's intake notes - the summary and details below were written by Amélie from the family’s intake — edit anytime.
Non-negotiables
Amélie never crosses these
The hard lines for this family. A candidate who fails any of these is never proposed — not softened, not “close enough.”
The household absorbs Contact · Who’s Who · At-a-glance
✎ Edit
Their story in her words · shareable
✎ Edit
Her searches & placements windows into the one spine
one pipeline, living in the Match Rooms — this page windows in
The thread’s latest word
The record notes & the mail, one thread
call notefamily saidwatch-outnext step
Team notes — internal, team only
Everything else — the doors
Family view
Their two doors: Their link is the no-login page most families live on (where the confusion happens); Their portal is the logged-in view. Both live, both read-only — watching is never acting as the family.
copy & send log to Docs & comms · refresh kills the old link instantly
visibleshared candidate profiles · the agreement · receipts · their search summary
neverinternal levels · fit notes · the bench · team notes — House of Nannies' eyes only
livethis window re-renders on every change — what you see is what they see, this second
Onboarding & Agreement
From the family's activation link — kept in sync automatically.
Documents Team only
Communication
Text · SMS
History
← Back to family
·
today's picks · refreshed today
the brief
team discussion · the same thread lives in the #Placements channel
Shortlist Internal only
The card candidates skim
🔒 Nothing here is published until you click Publish. Every line below is read by candidates — never include the family’s name, address, or anything that identifies them. Logistics are pre-filled from the search; review before publishing.
title & the personality line
children by age, never by name · never a town or county in the title
picked from what THEY told us — never an AI hook; leave empty rather than invent
Full-timePart-time
Long-termTempContract (NCS)
The description
a warm paragraph candidates read — AI drafts it from the search, then edit freely (never includes the family’s name or identity)
The essentials
pre-filled from the family’s search — edit freely
Show compensation publicly · off by default — the board hides pay unless you turn this on
Driving required
Family vehicle provided
Pets at home · stays internal — the public post shows only “pets at home”
Travel expected
Requirements
only filled fields appear on the post
🔒 House standards — on every post automatically:
Professional experience5+ years
Work authorizationU.S. ✓
RequiredA plus
RequiredPreferred
Quick checks
candidates confirm these while applying — auto-written from the post
a “no” on any check moves the applicant to “not a fit” — no matter how strong the résumé
Live preview
exactly what candidates will see
Where it shows
one toggle per place — the public needs Fatou’s yes, per search
her page — to matched candidates as “chosen for you ✦”
the board — every signed-in candidate · governed by Publish below
public: thehouseofnannies.com/roles · on while published (Fatou’s rule, 15 Sep)
— auto-unpublishes the day this search is placed ✨
Amélie
the estate manager — she sees everything, touches nothing without your word
Waiting on your word this is the Bell — everything she wouldn’t guess, grouped by kind
Sweep House of NanniesReview a candidate…Draft a reply…Prep my next callWhat am I forgetting?Close my day＋ Assign her the work…
✦ Hand her the work itself — she does it, you review, your tap releases
anything outward stages on her desk — nothing sends without a tap
On her desk
Her night & day
The Manor · The Candidate Record‹ back to Candidates
✎
The nightly read
Work history — every family, its own row
Her coordinator’s notes build this profile
Paste her screening or interview notes (Otter, or the Whereby transcript) — Amélie fills the essentials, breaks the work history into rows, pins her exact words to the story, and marks it all proofread me.
our read · just for the team
Internal notes Team only
Team notes Team only
Notes the whole team can see — never shown to the candidate.
When a family says “let’s try”: the trial flow is born here. Amélie drafts the trial-confirmed note — expectations, how to make the days go well, and the trial hourly at the base of the offered range — nothing about guarantees, that’s not this email. Recommended shape: half-day (~4h) first, then a full day if it sings. Max 3 days; the family pays her directly.
The offer builder — born the moment they choose her: rate · guaranteed hours · benefits · start date · pulled from the search brief, drafted by the Manor, sent on Fatou’s tap. Background check & driving record run NOW (vetting law) — the package appears on Documents the same hour.
The placement agreement — follows the accepted offer · NDA alongside if the family requires · signed copies file to Documents on both records · placed ✓ moves her road, births Post-placement care on the family side, and starts the 1-year replacement clock in the ledger (never in a family email unless asked).
The interview notes Zoom retiring
Everything Zoom gave her, inside House of Nannies: the Whereby room records → the transcript lands on this record → Amélie writes the interview notes — summary, strengths, watch-outs, quotes — filed here marked proofread me. Her coordinator reviews, fixes, saves. Nothing to export, nothing to paste. Her coordinator joins only her own candidates’ interviews · phone never counts toward the seal.
The structured interview from her call
The room writes this on its own; the Otter bridge is the interim door. The transcript is a door, never a dump — answers render as her words with their minute, gaps are named out loud, and nothing here is a form to fill.
From the call Internal
Amélie’s sweeps running on their own
…
the sweeps read and file on their own — a stamp only lands with a person’s tap
The seal ✦
Each reference — her whole road
The machinery — every reference walks this road
1Send the form — minted link per person, lands on this record
2Offer the call — they pick a time from the minted booking link, or the team taps Call now (Dialpad)
4Approve — form + call reviewed → approved ✓ → counts toward the seal
the report compiles the write-ups + call notes into one shareable page — for first-time parents, one tap offers a direct conversation with a reference
Candidate view
Her portal, live, exactly as she sees it this second — her real state, her real checkmarks. When she calls about a ghost checkmark, this is where you look. Read-only: watching is never acting as her.
sealedher references render sealed in this window, exactly as she'd see them — reference content is read on her record, never through her eyes
livethis window re-renders on every change — what you see is what she sees, this second
Add a note
call noteshe saidwatch-outnext step
Everything that happens on this profile, stamped with who and when — people and the Manor alike. Nothing deleted, ever.
Loading…
Messages
Every call, text, email, and portal message with this caregiver — one thread.
Loading…
Documents Team only
Find more matching families
Ranks this candidate against open family searches — their tags plus an AI read of personality & fit.
Click “Find matching families” to score this candidate against open searches.
On family shortlists
—
◆candidates — every caregiver in the roster
The list
who do we have?
✦
0 selected
⚠ Merge duplicate profiles
Caregivers who share an email. For each, pick the profile to keep — Merge moves the other's references, shortlist spots, documents and tags onto the kept profile, fills any blanks, and soft-deletes the other (recoverable). Pick carefully: sometimes the older/rejected profile holds more vetting.
Scanning…
Searches & Placements
Every family who found us — and the note each one needs next
⌕
Tasks & Routines
what to do, and who’s on it
Your own daily rhythm and tasks (private to you), plus the shared team list everyone can see.
Daily routinesYOURS
Recurring things, every day · only you see these
Add a routine
TasksYOURS
Your one-off to-dos · only you see these
Add a task
Team to-do listSHARED
Shared with the whole team · anyone can pick up, claim, and complete
Add to the team list
Notes
Jot down anything for yourself or the team
Add a note
New routine
New task
Add to the team list
Anyone on the team can pick this up. It starts as open until someone claims it.
Conversations
Every text, call, portal message, and email with a person — gathered into one thread.
Candidate Family
Loading…
Choose a conversation to read and reply.
Account Activation
Generate everyone’s private login link and see who’s set up their account. Export the “not yet activated” list, upload it to Flodesk, and send the “your portal is ready” email with the activation-link field. As people log in, the pending count drops — re-export anytime to nudge stragglers.
Upload the candidate’s résumé (PDF) and we’ll fill in the profile below for you — you review everything before saving.
Build from résumé
Upload the candidate’s résumé as a PDF. We’ll read it and draft the positions, experience, tags, about, professional background (by family), and education — you review everything before saving. Nothing is added that isn’t in the résumé.
They’re already our clients — no welcome or registration sends, no deposit gate; the portal-invite button waits on the record for later.
▸ Her brief — children · household · position · schedule · start · rate · live · must-haves · ideal (optional at add — completable later)
Claude can read these notes and build the family profile — summary, what matters most, narrative, and details.
Send placement invoice
A branded email to the family carrying your QuickBooks pay link. It sends only when you tap — nothing is automatic.
Add Team Member
Offboard team member
Reassign their open work to someone else, then we’ll set them to inactive — their login is disabled, but their name stays on all past history. Nothing is lost.
Nothing is currently assigned to them — you can set them inactive directly.
Next-steps email
Edit Profile
Household
Parents
Children
Pets
Little-Minders-only families don't sit in placement searches.
Family Summary (shareable)
Role Logistics — key details & disqualifiers
Intake
Placement Criteria — used for matching & stats
Role(s) sought
–
Languages
Responsibilities
Pets in the home
Children's ages / care needs
Intake checklist — your full question set with check-offs (rapport, household, parenting style, role questions, scoring, red flags). Tick topics during the call; Build profile uses them.
Internal team notes — never shown to the family or candidates
Claude reads these notes plus your intake check-offs and builds the family profile — summary, what matters most, narrative, and details.
Edit Search Details
Search Overview
Compensation & Schedule
Internal Team Notes
Job Description (candidate-facing)
Household Handbook
House rules, schedules, preferences, emergency info — what a new hire needs to know.
Reference Check
AI organizes only what the reference said into each question — it never makes up answers, and anything they didn’t cover stays blank. Tick each question you asked on the call so nothing gets missed. You don’t need to type answers; just paste the transcript and format.
