The Importance of Tracking Which Phone Numbers in Bullhorn Are Used for Outreach

Why It Matters

For staffing firms, accurate contact data is the difference between making a placement and missing an opportunity. While many firms focus on storing candidate phone numbers, few take the extra step of tracking which numbers recruiters actually use to reach out. This creates inefficiencies, leading to wasted time, redundant outreach, and missed hires.

Without a system in place to track phone number usage, firms risk:

• Repeated calls to disconnected numbers
• Lost opportunities due to outdated or incorrect contact info
• Inconsistent data across the organization
• Difficulty measuring which contact methods yield results

By actively tracking which numbers are used—and which lead to successful conversations—staffing firms can optimize their workflows and improve placement rates.

How to Track Phone Number Usage in Bullhorn

Bullhorn offers several ways to track which phone numbers are used for outreach. Here’s how firms can implement a structured tracking process:

‍1. Use Node Activity to Log Calls and Outcomes

‍Every time a recruiter makes a call through Bullhorn (or a connected VOIP system), the system can log the activity. This allows firms to:

• See which phone number was used
• Track whether the call was answered or went to voicemail
• Record call notes, including whether the number was correct

How to Do It in Bullhorn:

• Navigate to a candidate’s Activity Tab
• Select Add Note > Phone Call
• Enter details such as the phone number used, outcome, and next steps
• Use custom tags like "Valid Number" or "Wrong Number" to categorize calls

2. Create a Dedicated Field for Validated Numbers

‍Instead of storing all candidate phone numbers in separate fields, firms can create a custom field that tracks verified numbers recruiters have successfully used. This ensures recruiters always start with the most reliable contact method. ‍

How to Set This Up:

• Go to Field Mappings in Bullhorn Admin
• Create a Custom Text Block (e.g., "Validated Phone Number")
• Train recruiters to update this field once they successfully reach a candidate

3. Segment Bad Numbers Instead of Deleting Them

‍One of the biggest mistakes firms make is deleting bad phone numbers without tracking them. This leads to a cycle where the same bad numbers get re-added and used repeatedly. Instead, firms should:

• Mark bad numbers as inactive in a separate field
• Move non-working numbers to a "Do Not Call" section
• Document why a number is bad (e.g., "Wrong person," "Disconnected")

How to Do It in Bullhorn:

• Use a Custom Text Field (e.g., "Inactive Phone Numbers")
• When a number is confirmed bad, move it here instead of deleting it
• Include a reason tag (e.g., "Out of Service" or "Wrong Contact")

4. Avoid the Data Provider Loop of Bad Numbers

‍A common issue in staffing firms is when recruiters look up phone numbers from data providers, add them to candidate records, and later delete them when they turn out to be bad. Without a way to track this, another recruiter might look up the same candidate, pull the same bad number from the same data provider, and repeat the process—wasting time and resources. To prevent this cycle:

• Log all numbers retrieved from data providers in a dedicated field
• Flag numbers that are incorrect or disconnected instead of deleting them
• Share bad number lists across teams to prevent repeated mistakes

How to Implement This in Bullhorn:

• Create a field labeled "Data Provider Numbers" to track all externally sourced contact info
• Require recruiters to log whether the number worked or not before removing it from active records
• Automate a cross-check process to ensure bad numbers don’t get re-added from provider databases

5. Automate Reporting on Successful Outreach

‍Tracking phone number effectiveness isn’t just about logging calls—it’s also about measuring which numbers drive results. Firms can automate reports in Bullhorn to:

• Track which phone numbers recruiters use most frequently
• Measure which numbers lead to successful candidate connections
• Identify patterns (e.g., "Are mobile numbers more effective than work numbers?")

How to Set Up a Report in Bullhorn:

• Go to Reports > Activity Summary
• Filter by Phone Call Notes to see the most-used numbers
• Export data to analyze call outcomes and update contact strategies

The Business Impact of Better Phone Tracking

When firms track which phone numbers actually lead to candidate engagement, they gain:

• Higher contact rates: Recruiters spend less time chasing bad numbers
• Better data hygiene: Bullhorn remains a reliable source of truth
• Faster placements: The right candidates are reached faster
• Improved ROI on data purchases: Firms can measure which data sources provide the best phone numbers

Bottom line? A structured approach to phone number tracking ensures your recruiters focus on high-value outreach instead of wasting time on dead-end calls. By implementing these Bullhorn best practices, staffing firms can increase efficiency, reduce data waste, and place more candidates—faster.