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Build a call sheet where every row has a reason to call

A call sheet in call order: companies advertising the roles you recruit, the person who owns the hire, a direct dial or mobile where one exists, and a one-line reason for the call built from the vacancy itself.

use when
your desk wins work on the phone and you want every call to start from a live vacancy, not from a cold list
starts from
Just your niche

The prompt

Paste it into Claude Code or the Claude desktop app with Hyreflow connected. The first line tells your agent to use Hyreflow, so it reads the play, asks before it spends anything, and hands the work back to you.

paste this into Claude
Use hyreflow and build me a call sheet of companies advertising
<ROLE_TITLES> in <REGION>, with a reason to call on every row.

Ads from the last <DAYS> days. Collapse the same role posted on several
boards into one row, drop agency postings, and group by company.

For each company give me the one-line reason: which role, how long the ad
has been up where the board says, and how many roles in my discipline
they have open.

Before you look anyone up, check my <CRM_NAME>: mark existing clients and
anyone we spoke to in the last <WEEKS> weeks. This is a small market and
I do not want two of us calling the same person.

For the top <N> companies, find the person who owns the hire and a direct
dial or mobile. I know phone lookups are separate and paid, so run five
first and tell me what the full run costs before you do the rest. If
there is no number, keep the row and say so.

Put it in call order. Do not contact anyone.

Replace every <PLACEHOLDER> with your own detail. Everything else can stay as written.

What you need first

  • The job titles you recruit, and the region
  • A Hyreflow workspace with credits: phone lookups are separate paid lookups and cost more than an email
  • Optional: a connected CRM, so existing clients and recent conversations are marked before anyone dials

Tools it can reach for

The agent picks per step from what your workspace has. Nothing here is required by name.

hyreflow NativeProspeoLushaLeadMagicFullEnrichWizaRecruit CRMJobAdderand more

What happens when you run it

Free steps are marked free. Anything that spends credits is marked, and the agent asks before the first paid run of any size.

  1. 1

    Search the boards for the roles you recruit

    credits

    LinkedIn, Indeed and, for German searches, the federal employment agency are searched for your titles and region inside the window you set. Launching a search is free and you pay per job returned.

    hyreflow Native
  2. 2

    Collapse, strip and group

    free

    The same vacancy on three boards becomes one row, agency postings are removed, and the ads are grouped by employer so you can see who has several roles open at once.

  3. 3

    Write the reason to call

    free

    Each company gets one line built from the ads themselves: which role, how many roles in your discipline, and how long the ad has been up where the board gives a date. It is read off data you already hold, so it costs nothing.

  4. 4

    Screen against your own CRM

    free

    Companies and people already in your CRM are marked on the sheet: existing clients, contacts another consultant owns, and anyone your records show was spoken to lately. It is a read of your own system, so it is free, and it happens before any number is paid for.

    Recruit CRMJobAdder
  5. 5

    Find who owns the hire

    credits

    For the companies worth a call, a company-scoped search sized to the company finds the person who owns the vacancy. Where the ad names who the role reports to, that person is looked for first.

    Prospeo
  6. 6

    Pilot five numbers and price the run

    credits

    Five people are looked up so you see how often a number comes back in your market and what it costs. The agent then states the most the full sheet could cost and waits for your go-ahead.

  7. 7

    Look up a direct dial or mobile

    credits

    There is no ready-made chain for phone numbers, so each person goes through one provider's phone lookup, chosen on the pilot. You pay per number found and a miss usually costs nothing, though one provider charges a small lookup fee for a miss.

    LushaLeadMagicFullEnrichProspeoWiza
  8. 8

    Put the sheet in call order

    free

    Rows are ordered by strength of reason: several roles open, an ad that has been up a long while, a named hiring manager with a number. Rows with no number stay on the sheet, marked, with the LinkedIn URL where one was found.

What a run costs

Credits are spent per company the play actually works, and a lookup that finds nothing usually costs nothing. The two figures are the run where the first provider answers and the run where every lookup walks its full chain.

companiesif the first provider answersif every lookup walks the chain
25$42420 credits$42420 credits
100$1471470 credits$1471470 credits
500$7097090 credits$7097090 credits
1,000$1,40014120 credits$1,40014120 credits

Free before anything is charged

  • Collapse, strip and group
  • Write the reason to call
  • Screen against your own CRM
  • Put the sheet in call order

What moves the number

  • Coverage on people search. The chain stops at the first provider that answers, and only that provider bills.
  • How many companies survive the free filters. Everything dropped before the paid steps costs nothing.
  • Providers you connect with your own key. Those calls bill your account, not your credits.

An estimate, not a quote, priced at the volume credit rate. Your agent sizes the run against your own workspace and tells you what it will cost before it spends anything.

A call with a reason is a different call

A good calling team can still be dialling blind. They have the voice, the persistence and the market knowledge, and the list in front of them is a static export: company, switchboard, a name that may have left. In a big market that wastes time. In a small one it costs more, because there are only so many hiring managers, every pointless call uses one up, and people remember who rang them with nothing to say.

Job ad data changes what the call is. The company is advertising a role you fill. You know which role, whether it is one vacancy or five, and roughly how long they have been trying. That is a reason to ring, and it is the first sentence of the call.

What you get back

A sheet in the order you would dial it. Per row: the company, the roles it is advertising in your discipline and how many, the age of the ad where the board gives one, the person who owns the hire with their title, a direct dial or mobile where one was found, and the one-line reason. A column shows what your CRM already knows: existing client, owned by a colleague, spoken to lately. Rows without a number are marked, with the LinkedIn URL where there is one.

Variations worth knowing

Emails and a list instead. If your desk writes before it calls, finding every company hiring for your specialism ends in work emails and a grouped market view, and does not pay for phone numbers.

Numbers for a list you already have. If the companies and names are settled and only the numbers are missing, getting emails and mobiles for an existing list skips the board search.

Add the work email to each row. A voicemail followed by a short email the same day lands better than either alone. The work-email chain runs in a set order and stops at the first hit.

Where this goes wrong

Expecting a mobile on every row. Phone coverage is uneven and no amount of retrying fixes a person who is simply not in the data. Budget for gaps and let the callers use the switchboard with a name.

Numbers age. A direct dial belongs to a desk and a job. When the person moves, the number may reach their successor or nobody. Treat a wrong number as a record to correct, not a provider to blame.

Ringing about one fresh ad. Thirty agencies saw it too. The strong rows are several roles at once or an ad that has been up a long while, which is why the sheet is ordered that way.

A CRM screen is only as good as the CRM. If conversations are not logged, a colleague's call last week will not show, and two of you ring the same manager.

Questions

Why is there no single phone lookup, the way there is for email?

Work email has a ready-made chain that tries providers in a set order and stops at the first hit. Phone numbers do not. Mobiles and direct dials are separate paid lookups at each provider, priced well above an email, so the agent pilots a handful of people, shows you which provider is finding numbers in your market, and asks before it runs the rest.

How many rows will come back with a number?

Fewer than will come back with an email, and it varies a lot. Coverage depends on the country, the seniority of the person and the size of the company, and no provider is strong everywhere. That is why the pilot matters: five lookups in your own market tell you more than any general claim would. Rows with no number are kept and marked, not dropped.

Should I open the call by mentioning the ad?

Use it as the reason you are calling, not as the pitch. Every agency that saw the same ad can quote it back. What they usually cannot say is that the company has four roles open in one team, or that an ad has sat unfilled for a long while. The pattern across the company is the better opener, and it is on the sheet.

Am I allowed to cold call these numbers?

That depends on the country you are calling into, on whether the number is a mobile or a business line, and on national do-not-call registers. The agent does not screen numbers against any register. The rules on who you may call, and how you record an objection, are yours to follow with whoever advises you on compliance.

Can I get a fresh sheet every Monday?

Yes, once you have run it by hand and trust the output. The board search, the grouping and the reason to call convert into a scheduled workflow, and the list waits in your workspace. Keep the phone lookups as a step you approve each time, because they are the expensive part and you will not want a number for every company on the list. A scheduled run never contacts anyone.

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