Grow Your Candidate Pool Efficiently

As a maid agency in Singapore, having a large, ready-to-deploy pool of helpers is critical to running a successful business. More helpers mean more clients served, faster placements, and the ability to handle busy seasons without stress.

But growing your maid pool is not always easy. Managing dozens of applications manually can be overwhelming. Data entry, document checks, incomplete information, and human errors all take time away from actually growing your business. Furthermore, manually registering helpers over WhatsApp or entertaining every walk in can contribute to a lot of hidden costs.

This is where our automation company aims to make a huge difference. Our core competencies in automation empower you to automate your business processes like maid registration workflows, enabling your agency to focus on other core parts of the business like growing your helper pool efficiently, accurately, and without needing any extra staff.

So how can I recruit more helpers more efficiently?

The first step to growing your pool is recruiting more helpers (well, yeah that's just common sense!).

Naturally, helpers may reach you through word of mouth, Facebook groups, messages, or casual walk-ins for helpers on their off day. Managing all these applications manually becomes chaotic or difficult to keep up with especially on days with high-traffic and high volume of leads. So the question is, how do you keep up without exhausting yourself and your team? That's where automation comes in to make things more efficient.

Actionable Strategies to Grow Your Helper Pool

From what we've seen practiced across the industry, we found a few methods you could explore!

1. Active Recruitment: Helpers are most active on Facebook groups, TikTok, and WhatsApp referrals. Agencies that post daily (not weekly) and clearly state “registration is open” tend to receive higher-quality inbound applications.

2. Simplify The Registration Process: Make it easy for helpers to apply themselves. Sure, you can talk to them one by one but that consumes time that could be spent building tighter relationships with clients. With Refine, we can help with this since we already created an online registration form that's been battle-tested by over 700 helpers from Philippines, Indonesia, Myanmar, Cambodia, and Indian

3. Follow Up Automatically: Send reminders to helpers who haven’t completed their applications with you

4. Regularly Review Your Pool: Identify inactive or outdated profiles and prompt updates

5. Focus Team Time on Client Service: Let automation handle admin, freeing your team to source clients and build relationships

By combining these strategies with a maid registration system Singapore, your maid agency can scale your pool in a manner that is efficient and more sustainable.

How our automation helps you enhance the Maid Registration process:

• Helpers submit their information through a simple online form

• Automatic biodata generation means you don’t have to type or copy information repeatedly

• Completed applications are stored in a central dashboard, organized and ready for your review

By letting Refine streamline your maid registration, your agency can accept more applications without adding extra staff. This makes it possible to actively recruit and expand your pool faster than ever.

All you need to do is send maids a link to our online registration form designed for you.

1. Reduce Drop-Off During Maid Registration

One common challenge agencies face is incomplete applications. Helpers start providing their information but quit halfway, requiring you to chase them or forget about them.

With automation:

• Automatic reminders can prompt helpers to complete their forms

• Simple, guided forms reduce confusion and increase the likelihood of completion

• Built-in checks to ensure the information is valid before they reach your review stage

Reducing drop-off ensures that your growing pool of helpers actually becomes a usable resource. Instead of losing applicants to incomplete forms, your system ensures more helpers reach the finish line efficiently.

2. Organize Your Pool for Quick Matching

Having a large helper pool is only valuable if you can quickly match helpers to clients, and find suitable profiles efficiently and effectively. Manually keeping track of dozens of biodatas can lead to lost information, mismatched profiles, and slower placements.

Automation solves this by:

• Centralizing all applications in one dashboard

• Categorizing helpers by skills, experience, and availability

• Generating client-ready biodatas instantly for faster placement

This organization allows your agency to scale without chaos. More helpers in your system means faster client service, happier clients, and less time spent manually reviewing profiles.

3. Track and Follow Up Automatically using Refine

Even after helpers complete applications, staying on top of your pool is crucial. Some helpers may become inactive, miss updates, or fail to submit additional documents. Tracking all this manually is stressful.

With a maid registration system Singapore:

• Applications that are incomplete or inactive can be flagged automatically

• Automated notifications remind helpers to submit missing documents or confirm availability

• Your team can focus on active helpers and client service instead of chasing every applicant individually

Automated follow-ups maintain an active, up-to-date helper pool without requiring extra manpower.

4. Grow Without Extra Staff

Many agencies hesitate to grow their helper pool because it would require hiring extra staff to handle admin work. With a maid agency software in place:

• Repetitive tasks like biodata creation, document tracking, and status updates are automated

• Your current team can manage more applications without becoming overwhelmed

• Scaling your pool becomes a matter of strategy, not manpower

Automation makes growth feasible and sustainable, even for small to mid-sized agencies.

Real-Life Example: From 20 to 50 Helpers

An agency with 20 new helpers was overwhelmed and could not register all the helpers effectively due to the high volume and time it takes to process them one-by-one. This lead to them

• Losing 11 out of 20 helpers to other agencies who were equipped to process and place them with employers quickly

• Staff members were overwhelmed and could not respond to every qualified leads

Manually handling applications is known to be time-consuming, mind-numbing, and error-prone. After implementing a maid registration system, they were able to:

• Accept and process applications from 50 helpers within minutes instead of hours and days.

• Reduce errors in biodatas to almost zero

• Free up hours each week to focus on sourcing clients and nurturing existing relationships

The result was a larger, active pool of helpers, faster client placements, and a smoother workflow overall.

"Before using an automated maid registration system, growing our helper pool was stressful. We lost applicants, made mistakes, and staff were overwhelmed. After switching to a simple maid registration system, everything changed. Helpers fill out forms themselves, biodatas are automatically ready, and we can handle more applications without hiring extra staff. Our pool grew faster than we thought possible, and clients noticed the difference immediately.”

Growing your helper pool does not have to be stressful. By automating FDW application workflows like registering helpers to your agency, your team will be able to grow your pool more effortlessly, reduce errors, and focus on serving clients who need the right helper.

If you want to see how a simple maid registration system can help your agency grow its pool of helpers and handle more applications without extra staff, feel free to reach out to us for a free demo and trial period. We'll be happy to show you how streamlined workflows can help your agency operate smarter, faster, and more efficiently.