10 questions to ask before choosing a phone system for Bullhorn

If you’re using Bullhorn, you already know how much smoother your day runs when candidate and client conversations are in sync.

But here’s something most people overlook, your phone system isn’t just a dialer or voicemail box. It’s the bridge between your recruiters and the candidates they’re trying to place.

The right phone setup should work with Bullhorn, not around it. It should help your team move faster, stay more organized and honestly just feel less drained by repetitive tasks.

This blog isn’t a sales pitch in disguise or a list full of buzzwords. It’s a practical guide, ten important questions that can help you pick a phone system that fits your Bullhorn workflow like a glove.

And yes, we’ll show you how CallMantra fits right in. But even if you’re just browsing, you’ll walk away knowing exactly what to look for. Let’s get into it

Question 1. Is it built to work natively with Bullhorn?

This one’s non-negotiable.

A phone system that truly integrates with Bullhorn should feel invisible, like in the best way. No copy pasting call notes, no juggling between tabs and definitely no uploading CSVs or patching together some workarounds.

If it’s not built to talk directly to Bullhorn, your recruiters will be stuck doing admin instead of, you know .. recruiting.

What to look for:

• Automatic logging of calls, texts, and voicemails
• AI features like note taking, call summary, texting, etc
• Click-to-call directly from Bullhorn
• Real-time syncing, no delays or missed records

CallMantra was built with Bullhorn in mind from day one. And here’s where it gets better, CallMantra’s built-in AI auto-logs call summaries, transcripts, and more. No switching tabs, no data entry, no missed details.

Your recruiters stay in the zone. Everything just works.

Where CallMantra comes in:

CallMantra integrates seamlessly with Bullhorn from the start. No hassle, no toggling between tabs. Our AI takes care of logging calls, texts, and notes automatically – recruiters can focus on what matters, not the data.

Question 2. How well does it log calls, texts, and notes?

Let’s be honest, if your phone system can’t log interactions properly, it’s basically just a fancy dialer.

Recruiters live and breathe in Bullhorn. Every call, SMS, or quick note should magically show up where it’s supposed to, without anyone needing to stop and type it in. Because when things don’t get logged?

Details slip through the cracks. Follow-ups get missed. Candidates fall off the radar.

What to look for:

• Auto-logging of everything (calls, texts, notes)
• Notes tied to the right contact/job/order every time
• Minimal manual input from recruiters

Where CallMantra comes in:

CallMantra’s auto logs everything – calls, texts, voicemails, and notes with perfect accuracy. Recruiters don’t need to lift a finger, giving them more time to talk to candidates, not spreadsheets.

Question 3. Can recruiters work from anywhere without switching tools?

Recruiting doesn’t just happen at a desk anymore. Whether your team is remote, hybrid, or constantly on the move, they need tools that move with them. And switching between mobile apps, clunky desktop software, and multiple tabs? That’s a productivity killer.

A modern phone system should be as flexible as your team — without making them jump through hoops to get work done.

What to look for:

• Browser-based calling and texting
• Mobile-friendly interface
• One-click access to everything from anywhere

Where CallMantra comes in:

CallMantra works on your computer, phone and tablet. Use CallMantra on your browser or download our mobile apps (iOS and Android)

Whether your recruiters are at the office, on the road, or at home, they’ll always have access to all their tools and data, wherever they are.

Question 4. Is it built with recruiters in mind or is it for all teams?

A lot of phone systems out there were built for sales and support teams. And sure, recruiters do sell in a way, but staffing workflows are a whole different game.

Recruiters don’t just chase leads. They juggle candidates, hiring managers, interviews, feedback loops, compliance checks and all of it needs to be fast, efficient, and logged cleanly inside Bullhorn. A generic calling and texting tool just doesn’t cut it.

What to look for:

• Click-to-call from candidate records
• Instant access to candidate/job context before you even dial
• Simple ways to track calls back to jobs, clients and candidates

Where CallMantra comes in:

We get recruiters. CallMantra was built specifically for staffing workflows, with features like click-to-call. Plus, our AI analyzes conversations to give you insights that help your team improve, every time.

Question 5: Can it help my team get better, not just connect calls?

Let’s be honest, making calls is just the start. What really moves the needle is how those calls go and what your team learns from them.

If your phone system only connects the line but gives you zero insight into how conversations are going … you’re kinda flying blind. Recruiters need tools that help them improve, not just dial faster.

What to look for:

• Are call recordings and transcripts available for coaching?
• Is there any way to help new recruiters ramp up faster?

Where CallMantra comes in:

Get transcripts for all your calls automatically with the click of a button. Moreover, CallMantra automatically analyzes calls, provides personalised coaching and helps recruiters handle objections, improve pitches and close more candidates faster.

Question 6. Does it support SMS and voicemail drop?

Not every candidate wants to talk on the phone. Sometimes, a quick “Hey, are you free for a quick chat?” via text or voicemail drop works better (and gets a faster reply).

In today’s recruiting world, phone calls are just one part of the conversation. If your phone system doesn’t support texting, you’re missing out on real candidate engagement.

What to look for:

• Can you send and receive SMS from the same number you call from?
• Do all these interactions get logged back into Bullhorn automatically?

Where CallMantra comes in:

CallMantra’s AI texting personalizes every text based on the candidate’s resume & job description, 3x-ing response rates. How much more personalized and easier could it get?

Question 7. What does reporting and analytics look like?

Here’s a scenario: You know your recruiters are working hard, but you’re not exactly sure what’s working.

How many calls lead to actual placements?

Who’s following up on time?

Are you spending more time talking or just dialing?

A good phone system should give you answers, not just activity logs.

What to look for:

• Can you track performance across recruiters?
• Does it show call outcomes, not just volume?
• Can it show coaching opportunities?

Where CallMantra comes in:

CallMantra’s dashboards give you deep insights into recruiter performance and call outcomes. It’s not just about volume – we focus on the results that matter, so you can make smarter decisions faster. You can view all your recruiter’s performance with just a few clicks.

Question 8. How easy is it to get started?

Nobody wants to wait 3-4 weeks, sit through four onboarding calls and fill out a bunch of forms just to start making calls and texts.

When you’re choosing a phone system for Bullhorn, setup should be quick, painless and made for non-tech people because your recruiters have candidates to talk to, not user manuals to read.

What to look for:

• Is the setup quick?
• Do they have Bullhorn specific onboarding help?
• How long does it take to go from “sign up” to “start calling”?

Where CallMantra comes in:

Getting started with CallMantra is super easy. We offer personalized setup and an onboarding concierge to get you up and running. (For all our customers)

Question 9. What does support really look like?

Support is one of those things you don’t think about… well, until you really need it.

And when that moment comes? You don’t want to be stuck in an endless ticket loop or worse, chatting with a bot when your calls aren’t logging in Bullhorn.

What to ask:

• Is there real, human support when things break?
• Do they understand Bullhorn specific issues?
• Can you get help fast, not 72-96 hours later?

Where CallMantra comes in:

 Support at CallMantra means getting help from real product specialists, not generic reps.

You’ll get quick, real-time help – whether it’s over a call, email or chat from our dedicated customer support team. We’re here to make sure every member gets the answers they need, the way they prefer.

Question 10. Will it scale with us?

Your team today might be 5 recruiters. Next quarter? You could be onboarding 10 more. Adding more recruiter is exciting, but only if your tools keep up.

The last thing you want is a phone system that starts glitching the moment you add more users or makes you jump through hoops just to provision a new number.

What to ask:

• How easy is it to add (or remove) users and numbers?
• Does it support team level roles, call routing or admin controls?
• Will pricing still make sense when you scale?

Where CallMantra comes in:

CallMantra grows with you.

Whether you need to add 5 new users or a whole new team, our platform scales effortlessly. And with AI-powered coaching, your team will keep getting better, no matter how big you get.

See the Bullhorn + CallMantra difference for yourself

CallMantra is more than just a phone system, it’s an AI-powered phone system built specifically for staffing agencies.

From seamless integration with Bullhorn to real-time coaching and analytics, it’s designed to help recruiters do their best work – wherever they are.

Still unsure? Try CallMantra free for 14 days, no credit card required and see for yourself.