Most recruiters go straight to LinkedIn or a job board when a new role comes in. Your existing database is almost always the faster, better source. You just need a way to search it properly. Claude can do that search for you in seconds.
Step 1: Get Your Database Into a Format Claude Can Read
Claude can't log into your CRM directly unless you've connected it via a connector. But it can read exports.
Export your candidate list from your CRM as a CSV or copy the relevant records into a document. You need at minimum: name, current role, sector, seniority, location, and any notes from previous conversations.
Where to find it: Your CRM export function, or Google Drive if you store candidate records there. If your CRM is connected: Settings → Customize → Connectors
Step 2: Paste the Role and Run the Match
I'm going to give you a job spec and a candidate database. Read both and surface the strongest matches. > For each match give me: 1. Name and current role 2. Why they fit this role specifically, not just generally 3. The one thing I need to check on a call before putting them forward 4. How long since they were last contacted and whether that's a risk > Limit to the 8 strongest matches. Rank them. > Job spec: [paste job spec] > Candidate database: [paste export or records]
Step 3: Save the Output to the Role's Project
If you've set up a Project for this client or this role in Claude Desktop, paste the match output straight in as a note. Every time you come back to the role, the context is already there.
Where to find it: Claude Desktop app → Projects → Open role Project → Add note
Why It Works
"Why they fit this role specifically" is the key line. Without it, Claude gives you generic matches based on job title similarity. That line forces it to read the spec properly and match on actual requirements, not surface-level keywords.
The Point
Before you post the role anywhere, you should know whether the answer is already in your database. This prompt tells you in under two minutes. If the match is there, you've just saved yourself a sourcing cycle.