ColdConvert
ColdConvert is contract-end retention software for US healthcare staffing agencies. Sixty days before a placed travel nurse or allied-health clinician finishes an assignment, it runs a locked five-touch sequence across email, SMS and AI voice.
What is ColdConvert?
ColdConvert names its own category contract-end retention. The problem is narrow and specific: healthcare staffing agencies lose clinicians they have already placed, not to a rival bid, but because nobody reopens the conversation before the assignment ends. The trigger already sits in the ATS, in the form of the contract-end date, and normally goes unused.
A daily job checks which placed clinicians have entered the sixty-day window before that date, then arms a locked five-touch sequence: a day-0 email asking whether agency and clinician are still aligned, a day-15 email carrying a shortlist of two or three matched roles, a single-segment SMS on day 30 once opt-in is recorded, a ninety-second AI voice call on day 46, and a day-53 email asking whether to extend, switch or pause. Matching runs on specialty, license states and start-date fit, returning the top three roles, with a no-roles variant when nothing fits. Copy is AI-personalized per clinician and falls back to a default value when a field is missing.
The voice agent runs on Vapi. It declares itself as AI within the first ten seconds, qualifies specialty, licensure, availability and shift, books a slot on the recruiter's own calendar, caps the call at four minutes and never quotes a pay rate. Everything leaves under the agency's identity: ColdConvert's name appears once - in the legal footer - and nowhere else.
Two internal directories back the sourcing side, NPI/NPPES clinicians and CMS Type 2 facilities, filterable by state, specialty and credential, searchable at zero cost, with paid Apollo enrichment only after a match. Deliverability rests on a Resend-verified sending domain, SPF/DKIM/DMARC, warmup, bounce and complaint ceilings and an automatic pause above five percent bounce. The sending path itself carries quiet hours, STOP/HELP handling, persistent suppression, a PHI scanner, recorded SMS consent, an append-only log, a SHA-256 hash per send and 10DLC registered with the TCR.
The vendor is equally explicit about what the product is not: not a compliance product, not a HIPAA business associate, and no guarantee of placement or deliverability. It coexists with Bullhorn, Loxo, Recruit CRM, Avionte, JobDiva and LaborEdge, which remain the system of record, through CSV import today and a direct Bullhorn integration promised for Phase 2. Maturity is limited: the product is pre-launch, Stripe checkout is blocked by EIN paperwork and a five-slot founding-partner program had three places left.
What it does
- Import a roster of placed clinicians with their contract-end dates, from a CSV file or an ATS export.
- Arm a countdown automatically sixty days ahead of each contract-end date.
- Score open roles against specialty, license states and availability, and surface the top three matches.
- Run a five-touch email, SMS and AI-voice sequence across that sixty-day window.
- Let a Vapi voice agent qualify clinicians, declare itself as AI in its opening line and book a slot on the recruiter's calendar.
- Route interested replies to the inbox of the recruiter who owns the relationship.
- Search NPI clinicians and CMS facilities at no cost, and pay for enrichment only once a match exists.
When to use ColdConvert / When not to
A quick filter to help you decide if ColdConvert is the right fit.
When to use ColdConvert
- Travel-nursing agencies with three to forty recruiters that want the contract-end window worked the same way every time instead of left to ad-hoc follow-up.
- Allied-health desks placing physical, occupational and speech therapists, respiratory therapists, imaging technologists and laboratory professionals.
- Ops-minded agency owners looking for a repeatable redeployment motion they can hand to a recruiting team.
- Recruiting teams already running Bullhorn, Loxo, Recruit CRM, Avionte, JobDiva or LaborEdge, or able to produce a clean roster export as CSV.
- Solo recruiters starting redeployment on a single Starter seat and, at the other end of the range, national staffing firms and regional health systems buying seat-based Enterprise pricing.
When not to use ColdConvert
- Teams shopping for generic cold-email software: the cold here is the dormant roster the agency already owns, not outbound to strangers.
- Agencies looking to replace an ATS or a CRM, since Bullhorn, Loxo and Recruit CRM are expected to stay the system of record.
- Any clinical or patient-facing use: the tool handles no care delivery and no medical records, and uploading PHI is forbidden.
- Locum tenens desks and non-healthcare verticals, both outside the declared scope, the first as a Phase 2 item planned for Q3/Q4, the second refused outright.
- Buyers who need a placement guarantee, a deliverability guarantee or a HIPAA/TCPA certification, and teams with no owned roster and no live open role to test against.
How to use ColdConvert
A typical end-to-end flow, from setup to results.
- Book the twenty-minute redeployment audit with the founder, bringing one open role and a list of clinicians less than sixty days from contract end.
- Run the forty-five-minute working call that opens day one of the founding-partner program, mapping specialties, facilities and contract-end windows.
- Add the open roles with their specialty, facility, states and start date.
- Import the roster of placed clinicians with their contract-end dates, from CSV or a Bullhorn, Loxo or Recruit CRM export; days two and three cover import, de-duplication, suppression review and tagging.
- Let match scoring run across specialty, license states and timing to produce the top three roles per clinician.
- Review and approve the five-touch sequence line by line on day four, before anything is queued.
- Check the guardrails on day five: opt-out language, suppression lists, quiet hours and STOP/HELP automation.
- Configure and verify the sending domain with SPF, DKIM and DMARC, then start the warmup ramp across days six and seven.
- Launch the first live campaign with the founder on the call.
- Track replies, opt-outs, booked calls and redeployment status as they surface with the owning recruiter.
Pros & Cons
Pros
- A deliberately narrow scope, owned as such: one workflow, the sixty-day window before contract end, rather than a general outreach platform.
- Compliance controls sit in the sending path rather than in a marketing claim, with quiet hours, STOP/HELP, suppression, PHI scanning and an append-only log.
- Unusual transparency: a status page that admits pre-launch state, inactive Stripe checkout and the absence of customer proof.
- An explicit refusal of invented testimonials, borrowed logos and promised metrics on the founder page.
- Messages go out under the agency's identity, so the candidate relationship stays with the recruiter who placed them.
- Controlled data cost, with free NPI and CMS search and paid enrichment only after a match.
- Founder-led onboarding with a seven-day launch and a one-business-hour response commitment during launch week, three channels inside one sequence instead of three disconnected tools, and coexistence with the ATS instead of replacement.
Cons
- Pre-launch product with no customer-zero proof yet and no public case study.
- Payment collection is not live, as Stripe remains blocked by EIN paperwork, while AI voice is described as configured with rollout still partial and worker-owned automation as awaiting live verification.
- No direct ATS integration today: CSV export only, with direct Bullhorn integration deferred to Phase 2.
- No public API and no mobile application.
- No GDPR mention, no DPA and no EU representative, with processing in the United States, and no published security certification such as SOC 2 or ISO 27001.
- Setup fees climb steeply above Starter, from 500 USD on Pro to 15,000 USD and above on Enterprise, and the homepage grid disagrees with the pricing page on send volumes and Enterprise tiers.
- Support and sales depend entirely on one person, and no postal address is published beyond a note that it is on file.
Pricing & Plans
A permanent free tier exists, restricted to public tools, namely a spam checker and an AI outreach email generator, and it permits no bulk sending: reaching the redeployment engine itself requires a paid plan, and no free trial is mentioned anywhere on the site. The lowest paid entry point is the Starter plan at 99 USD per month, covering one seat and 500 sends per month with no setup fee and self-checkout. All prices are displayed in USD, annual billing is advertised at 20 percent off, and setup fees range from nothing to 15,000 USD and above depending on the tier. Starter and Pro are self-serve, while Agency, Agency Pro and Enterprise are sales-led.
- the redeployment sequences are not reachable at this level.
- 99 USD/month
- 1 seat
- 500 sends per month
- 50 voice minutes
- 1 sending domain
- no setup fee
- self-checkout
- includes AI copywriting
- 349 USD/month
- 3 seats
- 2
- 500 sends
- 250 voice minutes
- plus a 500 USD setup fee
- adds the NPI directory
- multichannel sequences
- 999 USD/month
- 10 seats
- 10
- 000 sends
- 1
- 500 voice minutes
- plus a 2
- 500 USD setup fee
- 2
- 999 USD/month
- 25 seats
- 25
- 000 sends
- 750 voice minutes
- plus a 7
- 500 USD setup fee
- 1
- 500 USD base plus 99 USD per seat
- the site's own example being 50 seats at 6
- 450 USD/month
- for 50 or more seats and 100
- 000 or more sends
- plus a 15
- 000 USD base setup fee and 200 USD per seat beyond 25
- 1
- 499 USD/month
- a 50 percent discount on Agency Pro
- no setup fee
- five slots with three remaining at the time of collection
- the 24-month lock applies only where the signed order form states it.
- 3.25 USD
- 11.47 USD
- 32.85 USD and 98.59 USD.
Data, GDPR & hosting
A consolidated view of how ColdConvert handles your data.
GDPR overview
No mention of the GDPR exists anywhere in the collected pages: the regulation, the EEA, standard contractual clauses and an Article 27 representative appear nowhere, and no data processing agreement is published. What the site provides instead is framed entirely in US terms. The privacy policy states that ColdConvert operates from the United States and that visitors and customers outside the country acknowledge processing there. Individual rights are described in the vocabulary of US state privacy laws, namely access, correction, deletion, portability, opt-out and appeal of a refusal, and are exercised through the founder's booking page rather than a dedicated privacy mailbox. The frameworks the site names are TCPA, CAN-SPAM, HIPAA and 10DLC/TCR, all American. Its guardrails cover the customer's sending path; ColdConvert states plainly that it is not a compliance product, claims no legal compliance, and is not a HIPAA business associate.
Who owns the data?
The customer keeps its data. ColdConvert's terms place responsibility for uploaded rosters, contacts and sent messages on the customer, including legal basis, consent, accuracy and opt-out compliance, and the privacy policy adds that customers must hold the right to upload and contact their candidates. No clause transfers ownership of customer content to the vendor, which states it does not sell personal information for monetary value and does not engage in cross-context behavioral advertising. Processing covers product delivery, deliverability, suppression and opt-outs, support, billing, abuse prevention and product analytics, with data shared with named subprocessors: Supabase, Memberstack, Stripe, Resend, Telnyx, Vapi, Apollo and Anthropic. Deletion of specific candidate or recipient data can be requested at any time.
Reuse rights
Uploaded rosters, job records and contact lists remain the customer's own material, and nothing in the terms restricts reusing them inside the agency's own ATS. ColdConvert frames owned data as an asset that compounds: contacts already imported or enriched are reused rather than repurchased. Search and filtering across the public NPI/NPPES clinician registry, CMS facility data and state license boards costs nothing and consumes no credits, with paid enrichment happening only after a match. Two obligations come with that freedom. AI-drafted content must be reviewed and approved by a human before it is sent, and the vendor does not guarantee that public or third-party data is complete, current, accurate, lawful to contact or suitable for a given campaign. Uploading PHI, patient records or data about minors is prohibited, and audit records are available on request for customer review, dispute handling and compliance support.
Data retention & training
Hosting summary
ColdConvert's privacy policy states that the company operates from the United States and that visitors and customers outside the country accept processing there. The trust page lists nine subprocessors with their jurisdictions: Supabase for database and authentication (US), Railway for application hosting (US), Resend for transactional email and sequences (US), Telnyx for 10DLC SMS (US), Vapi for AI voice (US), Memberstack for marketing-site authentication (US), Webflow for marketing-site hosting (US), Cloudflare for DNS and CDN (global) and BunnyWay d.o.o. for CDN and static asset delivery (EU). Application data therefore sits in the United States, the only EU entry being a delivery network for static assets, which is a distribution edge and not a storage location. The same nuance applies to the DNS resolution observed on 10 August 2026, 198.202.211.1, geolocated in the United States on a Cloudflare anycast node. Security is described as managed infrastructure with encryption in transit, access controls scoped by account, user and plan tier, and secrets held in environment variables. Neither customer-selected data residency nor an EU region for application data is offered.
Where ColdConvert works
Country-level availability.
Available in
Things to keep in mind
Risks and trade-offs to weigh before adopting ColdConvert.
- Automated outreach to real people keeps the legal exposure on the agency rather than the vendor, since TCPA, CAN-SPAM, state law and carrier rules all bind the sender.
- AI voice calls to clinicians raise consent, calling-window, recording and transcription questions that the user, not the tool, has to answer.
- The vendor's own disclaimer describes AI-generated content as potentially incomplete, inaccurate, outdated, biased or noncompliant, which makes human review before sending non-negotiable.
- PHI can leak into a system that is explicitly not a HIPAA business associate; a blocking scanner exists, but responsibility remains with the customer.
- Automated messaging about assignments invites misrepresentation or discrimination whenever pay, shift, facility or licensure details are stated loosely.
- Handing too much of the candidate relationship to automation, when the site itself insists the recruiter must keep that relationship, and a five-touch machine makes it easy to stop picking up the phone.
- Relying on a pre-launch, single-founder vendor with no published postal address and no security certification limits both pre-purchase diligence and continuity assurance, and public-registry data from NPI and CMS is not warranted accurate or lawful to contact.
Setup & Integrations
Technical difficulty
No development skill is required: no API to call, no integration to code. Starter and Pro are self-checkout, Agency and above are sales-guided, and setup is founder-led, with a seven-day launch for founding partners. The real work is operational: CSV or ATS import, de-duplication, sending-domain verification through SPF, DKIM and DMARC, a warmup ramp, 10DLC registration, SMS consent and script approval. That human effort is exactly what the 500 to 15,000 USD setup fees pay for. The main friction point is data quality, because if the contract-end dates do not arm the timer, the sequence never starts.
Deployment
Integrations
Behind ColdConvert
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement ColdConvert.
Frequently asked questions
Is ColdConvert only for travel nursing?
Does it replace our ATS or CRM?
Can SMS and AI voice run from day one?
Is the tool HIPAA, TCPA or CAN-SPAM compliant?
Are deliverability or placements guaranteed?
Do messages go out in ColdConvert's name?
What triggers the sequence?
Is the AI voice call announced as such?
Where do replies go?
Do we have to write the messages ourselves?
Should you pick ColdConvert?
ColdConvert is a single-workflow product and makes no attempt to be anything else: one trigger, the contract-end date, and one sixty-day window in which to reopen the conversation with a clinician the agency has already placed. Inside that scope it looks operationally credible. The compliance work sits where it matters, in the sending path, with quiet hours, STOP/HELP, persistent suppression, a PHI scanner and an append-only log carrying a hash per send, and the subprocessor list is published with each vendor's jurisdiction.
The candour is unusual. A status page admits the product is pre-launch, that Stripe checkout is not active and that AI voice is only partly rolled out; a customers page states there is no customer-zero proof; the founder page commits to inventing neither testimonials nor metrics. That is worth something, yet it also describes real immaturity, with no public case study, payment collection still gated by paperwork, and support and sales resting on one person.
The legal surface is squarely American. There is no GDPR mention anywhere on the site, no data processing agreement and no EU representative, and processing takes place in the United States. The compliance language deserves to be read precisely: ColdConvert supplies TCPA and CAN-SPAM guardrails for the customer's sends and states plainly that it is not a compliance product and claims no legal compliance.
In practice the tool suits a US travel-nursing or allied-health agency that owns its roster, keeps clean contract-end dates and wants that window worked the same way every time. It is premature for anyone expecting an established platform, an API, direct ATS integration or contractual compliance guarantees. At this stage prices, volumes and feature availability can move quickly, and the site's own pages already disagree on send volumes and Enterprise tiers.
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