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Check in with both sides of a placement at three, six and twelve months

For every placement reaching three, six or twelve months: a check that both people are still in their seats, a draft to the candidate on a personal channel and a draft to the client contact at their work email. Staged, not sent.

use when
you placed someone a while ago and the three, six or twelve month point is coming up, which is when a short note to the candidate and the client does the most good
starts from
Your database

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 draft the three, six and twelve month check-ins for the
people I have placed: one note to the candidate, one to the client.

My placements: <NAME YOUR ATS, OR ATTACH THE FILE WITH START DATES>.
Find every placement that reaches three, six or twelve months in the next
<DAYS> days. Leave out <EXCLUSIONS>.

- Check the candidate is still with the client, and that the client
  contact is still there too. If either has moved, tell me and do not
  draft the usual note for them.
- Candidate: personal email and LinkedIn only, never the address at the
  job I placed them in. Client contact: work email.
- Use the address on my record where there is one, and check it. Only
  look up the ones that are missing.
- Draft two short notes per placement, from me, in my voice. Here is one
  I sent before: <PASTE A NOTE YOU HAVE SENT>. Ask how it is going and
  mean it. No pitch, and nothing to the candidate about other jobs.

Run five placements first and tell me what the full run costs before you
do the rest. Stage the drafts, do not send anything. Show me the changes
before you write anything to the CRM.

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

What you need first

  • Your placements with start dates. JobAdder can be read for them. For any other system you supply a file: candidate, client, client contact, role and start date
  • LinkedIn URLs for the candidates and client contacts where you hold them, so the still-there check can run
  • A note you have sent before, so the drafts sound like you
  • A Hyreflow workspace with credits, and your own lemlist account only if you want the drafts loaded into a sequencer

Tools it can reach for

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

JobAdderLeadMagicFullEnrichProspeoEnrichleyhyreflow AgentLemlistRecruiterflowAtlasand 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

    Get the placements and their start dates

    free

    JobAdder can be asked for placements by start date, with the candidate, the client and the job on each. It is the only connection where that read is confirmed, so for any other system you attach a file with the candidate, the client, the client contact, the role and the date. Reading your own data is free.

    JobAdder
  2. 2

    Work out who is due

    free

    Each start date is rolled forward three, six and twelve months, and the placements landing inside your window are kept. Anyone you marked as do not contact, and any placement the record shows as ended, is set aside.

  3. 3

    Check both people are still in their seats

    credits

    Each person's LinkedIn profile is compared with the employer you expect, and the check reports a change of employer. It needs a LinkedIn URL, so anyone without one comes back as unverified. A person who has moved is taken out of the usual drafts and shown to you separately.

    LeadMagic
  4. 4

    Fill the missing addresses

    credits

    Addresses already on your records are deliverability-checked, not bought again. A missing candidate address goes through the personal-email waterfall, and a missing client address through the work-email waterfall. Each runs in a set order and stops at the first hit.

    LeadMagicFullEnrichProspeoEnrichley
  5. 5

    Draft two notes per placement

    credits

    One to the candidate, one to the client contact, each built on the role, the milestone and your own example. The candidate note asks how the job is going. The client note asks how the hire is working out and what the team needs next.

    hyreflow Agent
  6. 6

    Stage the drafts

    free

    The drafts come back as a table for you to send yourself. If you want them in a sequencer, each person is loaded into a paused campaign with their draft attached, candidates and client contacts in separate campaigns. Starting a campaign is a separate action that you take.

    Lemlist
  7. 7

    Log the check-in on the record

    free

    Once you approve, a dated note is written to the person's record so the next milestone has context. Note writing is available for JobAdder, Recruiterflow and Atlas. On other systems you log it yourself.

    JobAdderRecruiterflowAtlas

What a run costs

Credits are spent per record 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.

recordsif the first provider answersif every lookup walks the chain
25$14140 credits$29290 credits
100$54540 credits$1151150 credits
500$2702700 credits$5755750 credits
1,000$5405400 credits$1,20011500 credits

Free before anything is charged

  • Get the placements and their start dates
  • Work out who is due
  • Stage the drafts
  • Log the check-in on the record

What moves the number

  • The channel. This play buys both: work email for the client side and personal email for candidates. The candidate side is the dearer of the two, so the balance between them moves the total.
  • Coverage on personal email and work email. The chain stops at the first provider that answers, and only that provider bills.
  • How many records survive the free filters. Everything dropped before the paid steps costs nothing.
  • The scoring and drafting steps run on the metered agent, charged on what they read and write rather than per record, so they sit outside this table.
  • 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.

Three dates everybody means to remember

The fee is invoiced, the candidate has started, and the placement drops out of your week. You mean to check in. Then the three month point passes unnoticed, the six month point passes during a busy quarter, and the first time you speak to either of them again is when you want something.

Those dates matter because both people have something to say at each one. At three months the candidate knows whether the job is what was described, and the client knows whether the hire is working. At six months the client is planning the next hire around them. At twelve, the candidate is a settled insider who knows who else is good, and the hiring manager has a year of evidence that you deliver. Referrals and repeat roles come out of those conversations, and they go to whoever turned up without being asked.

None of it is difficult. It gets missed because nobody holds the dates. This play holds them.

What you get back

A table with one row per placement that is due: candidate, client, role, start date and which milestone it is. Beside each person, whether they are still in the seat, the address to use and where it came from, and the draft.

Anyone who has moved is listed apart, with no draft. A candidate who left early is a call to make yourself. A client contact who left is a lead: follow your client contacts when they move company.

Variations worth knowing

Candidates only, or clients only. Some desks keep client contact with the account manager. Run one side and leave the other.

A different note per milestone. Three months is about settling in. Twelve is the natural point to ask a client about the year ahead. Give an example note for each and the drafts follow them.

Catch up on the ones you missed. Run it over last year's placements. A late note that admits it is late still lands better than silence. For clients that have gone fully quiet, win back client companies nobody has called in a long while is the fuller play.

Where this goes wrong

Pitching your own placement. A note that hints at other roles is poaching from your own client. The candidate draft asks how it is going and stops there.

No start dates. Without a date there is no milestone. A file with gaps produces a short list, and the play tells you how many rows it had to drop.

Skipping the still-there check. It is the cheap step that prevents the embarrassing one.

Writing to the work address. The candidate's work inbox is your client's. Personal email or LinkedIn only.

Drafts that sound automated. Two lines from you beat a polished paragraph. Give a real example and edit before you send.

Questions

Can it read my placements from my ATS?

From JobAdder, yes: placements can be read by start date. That is the only connection where a placement read carrying the start date is confirmed, so for every other system the list comes from you as a file. A placement report exported from your ATS is enough, as long as it carries the candidate, the client, the client contact, the role and the start date.

Why check whether they are still there first?

Because a cheerful six month note to someone who left in month four does damage on both sides, and you would rather learn it from a check than from the client. The check compares a LinkedIn profile with the employer you expect and reports a change of employer only. It does not see promotions, and it cannot run without a LinkedIn URL.

Why does the candidate note go to a personal address?

The inbox at the job you placed them in belongs to your client. A note asking how they are finding the role does not belong on the employer's mail server. Candidates are written to at a personal email or on LinkedIn. The client contact is a business relationship, so that note goes to their work email.

Should a check-in go through a sequencer at all?

For a handful a month, no. Send them yourself from your own inbox, using the table. Loading a paused campaign is there for desks with enough placements that the dates would otherwise be missed. Either way nothing is sent by this play.

Can it run every month without me?

Yes, once you have run it by hand and trust the dates and the drafts. It converts into a scheduled workflow that finds who is due and leaves the list and the drafts in your workspace. It never sends. Prove it by hand first, because a scheduled run does not ask before it spends: it works within the limits written into it.

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