--- title: "Case study: turning a referral group's data into a recruiting plan · Technology On Call" url: https://technologyoncall.com/case-studies/huddle-membership-development/demo description: lang: en --- **CASE STUDY · Technology On Call**How we turned a referral group's own data into a recruiting plan its members vote on. Interactive demo; names and businesses are fictional, referral patterns are real. HUDDLE Preview as: GROW THE NETWORK # Who we refer, and who we need next How referrals move through HUDDLE, which seats are still empty, and the trades members most want in the room. Coloured dots on the tabs show who can see each page: green = everyone, blue = members, red = officers. ● Poll open **Autumn 2026 recruiting poll**Closes Fri 27 Nov · **14** of 19 voted Vote now ## Our spheres Visible to: Everyone **19 of 52**seats filled **4**spheres **389**referrals between current members **36%**crossed from one sphere to another A **sphere** is a group of trades that serve the same client. When one trade meets the client, the rest of the sphere usually gets the next call. Filled dots are members; dashed dots are seats we still need. ★ = early source: a trade that meets the client first. ### Home 7 of 17 seats Buying, selling and settling into a home **249**referrals sent **212**referrals received **175**kept inside the sphere Busiest link Real estate → Closing attorney (Victor S. → Marisol G., 96) Members members only **Victor Salazar** · Real estate **Priya Raman** · Mortgage **Marisol Grant** · Closing attorney **Bethany Cole** · Insurance **Gus Ferreira** · Moving **Sofia Marchetti** · Interior design **Caleb Okafor** · Solar We are looking for Home inspector ★ Remodeler ★ HVAC Know someone? ### Business 7 of 15 seats Running and growing a business **110**referrals sent **140**referrals received **73**kept inside the sphere Busiest link Payroll → Financial planning (Theo L. → Raymond C., 20) Members members only **Theo Lindqvist** · Payroll **Noelle Achebe** · Tax and accounting **Lauren Pruitt** · Bookkeeping **Raymond Choi** · Financial planning **Derek Haskins** · Payment processing **Imani Brooks** · Business consulting **Owen Mercer** · IT and marketing We are looking for Banker or credit union ★ Business broker ★ Benefits broker Know someone? ### Health 4 of 12 seats Feeling well, moving well **24**referrals sent **32**referrals received **1**kept inside the sphere Busiest link Chiropractic → Payment processing (Nora W. → Derek H., 7) Members members only **Nora Whitcomb** · Chiropractic **Talia Brennan** · Spa and wellness **Dr. Samuel Reyes** · Counseling **Kenji Albrecht** · Martial arts We are looking for Physical therapy ★ Dentist ★ Health insurance broker ★ Know someone? ### Life changes 1 of 8 seats Divorce, retirement, aging parents **6**referrals sent **5**referrals received **0**kept inside the sphere Busiest link Mediation → Real estate (Grace A. → Victor S., 4) Members members only **Grace Abernathy** · Mediation **Raymond Choi** · Financial planning **Noelle Achebe** · Tax and accounting **Dr. Samuel Reyes** · Counseling **Victor Salazar** · Real estate **Gus Ferreira** · Moving We are looking for Family law ★ Estate attorney ★ Estate-sale company ★ Know someone? ### Seat rings: every seat in one picture Seat rings: the whole group in one picture. The inner ring is the four spheres; the outer ring has one segment per trade, all 52 labelled. Filled segments are members (dark labels). Dashed segments are the 33 open seats (coloured labels). ★ marks an early source: a trade that usually meets the client first. ## Referral chains Visible to: Members One event in a client's life sets off a predictable chain of professionals. **Filled bulbs** are HUDDLE members (initials inside); **hollow bulbs** are links we're missing. 35 of 83 links are filled across 12 chains. "Candidate" marks trades already on the recruiting list. ### Missing links that would complete the most chains One new member in any of these trades strengthens several chains at once. | Missing trade | Chains | Which chains | | --- | --- | --- | | **Banker or credit union** ★ | 3 | Growing a business, Managing household money, Starting a business | | **Business attorney** ★ | 2 | Selling or retiring from a business, Starting a business | | **Home inspector** ★ | 2 | Fixing up a house, Selling and buying a home | Home ## Selling and buying a home Starts when a family decides to move **6 of 8**links in HUDDLE Home ## Fixing up a house Starts with an inspection report or a new owner **1 of 8**links in HUDDLE Business ## Starting a business Starts when someone opens a company **5 of 8**links in HUDDLE Business ## Growing a business Starts when a company hires or expands **2 of 7**links in HUDDLE Business ## Selling or retiring from a business Starts when an owner plans an exit **2 of 5**links in HUDDLE Health ## From pain to wellness Starts with an injury or ache **4 of 8**links in HUDDLE Life changes ## Divorce Starts when a couple separates **6 of 7**links in HUDDLE Life changes ## A death in the family Starts when an estate must be settled **2 of 6**links in HUDDLE Life changes ## Caring for an aging parent Starts when a parent needs help at home **2 of 7**links in HUDDLE Household finances ## Managing household money Starts at tax time or a new paycheck **4 of 7**links in HUDDLE Events ## Planning an event Starts with a wedding, party or company event **0 of 7**links in HUDDLE Auto ## Owning a car Starts with a purchase, repair or accident **1 of 5**links in HUDDLE ## How referrals flow Visible to: Members The same referrals, seen three ways. All figures are referrals between current members, all years. ### Network web Members Every member is a dot, clustered by sphere. Lines are real referrals between two members (thicker means more). Bigger dots are more active members. Dashed dots are open seats. ### Where referrals travel The flow grid: the same traffic as a table. Read across a row to see where a sphere sends its referrals; the diagonal is referrals inside a sphere. Health sends only 1 referral to its own members. - **Home → Business: 51** referrals. - **Business → Home: 25** referrals. - **Home → Health: 21** referrals. - **Health → Business: 15** referrals. - **Health keeps only 1** referral inside its own sphere: its members need more Health neighbours. ### Bridges between spheres Spheres drawn as overlapping circles. Members standing in an overlap serve both spheres: they are the bridges between sub-networks (Victor and Gus, Raymond and Noelle, Samuel). ## Who we need Visible to: Members The 33 trades that would complete our spheres, and the kind of person we want in each seat. A trade is only worth filling with someone who will actually give and get referrals. Home · 10 open seats | **Home inspector** ★ | Sees every buyer before closing; refers repairs, insurance and movers | | --- | --- | | **Remodeler** ★ | Meets new owners planning changes; feeds design, solar, trades | | **HVAC** | Every sale has a systems check; regular service visits | | **Plumbing** | Inspection repairs and new-owner fixes | | **Electrician** | Upgrades and solar hook-ups alongside Caleb | | **Roofing** | Inspection findings and insurance claims with Bethany | | **Landscaping** | Curb appeal for sellers, upkeep for buyers | | **Painter** | Pre-listing touch-ups and move-in refresh | | **Home stager** | Works every listing Victor brings to market | | **Junk removal** | Clear-outs for downsizing and moves with Gus | Business · 8 open seats | **Banker or credit union** ★ added | Meets owners and families at loan time, before anyone else; missing from 3 referral chains | | --- | --- | | **Business broker** ★ added | Every business sale needs an attorney, accountant, valuation and a planner for the proceeds | | **Benefits broker** | Sells to the same employers as payroll and insurance | | **Business attorney** | Formation and contracts; partners with Imani and Noelle | | **HR or recruiter** | Hiring follows payroll growth | | **Commercial real estate** | Expansions and leases for growing businesses | | **Office equipment** | New offices and set-ups alongside IT | | **Commercial cleaning** added | In every office weekly; hears first about moves, expansions and new tenants | Health · 8 open seats | **Physical therapy** ★ | High patient volume; refers to chiropractic and wellness | | --- | --- | | **Dentist** ★ | Sees every family twice a year | | **Health insurance broker** ★ added | Every family and employer buys cover once a year; refers wellness and benefits | | **Personal trainer** | Crossover with martial arts and spa clients | | **Acupuncture** | Complements chiropractic and spa care | | **Nutrition** | Part of most wellness plans | | **Yoga** | Shares clients with spa and counseling | | **Medicare specialist** | Older clients; bridges into Life changes | Life changes · 7 open seats | **Family law** ★ | Divorce triggers mediation, a house sale and new finances | | --- | --- | | **Estate attorney** ★ | Wills and probate lead to sales, moves and planning | | **Estate-sale company** ★ added | Called the moment a house must be emptied; leads to Realtor, movers and estate attorney | | **Home care agency** ★ added | First call when a parent needs help; families then need elder law, moves and senior living | | **Senior move manager** | Downsizing with Gus and Victor | | **Senior living** | Aging parents; families need every other sphere | | **Life insurance** | Retirement and family changes | ### What makes a good member **Givers get.** In the last 12 months, the 11 members who gave 4 or more referrals received about **10 each**. The 5 who gave 0 or 1 received about **3 each**. **1. Reach** Talks to many clients a month, at a moment when they need other help. Ask or check: How many new clients do you see in a typical month? **2. Giver first** Looks for business to hand out before asking for any. Ask or check: Who did you last refer someone to, and why? **3. Opportunity radar** Hears "we're moving" or "my mother needs help" and connects it to a member. Ask or check: Describe a client conversation that turned into a referral. **4. Trusted** Clients take their recommendation; their own reviews and reputation are clean. Ask or check: Check reviews and licence before the vote. **5. Follows through** Calls a referral within a day and reports back. Ask or check: What happens in the 24 hours after you get a referral? **6. Clear communicator** Can say in 30 seconds who they help and what a good referral sounds like. Ask or check: Ask for their 30-second pitch at the guest visit. **7. Shows up** Attends weekly and does 1-to-1s; relationships need repetition. Ask or check: Can you commit to the meeting time for a year? **8. Owns their time** Owner or decision-maker, free to attend and to act on referrals. Ask or check: Who decides how your time is spent? **9. Rooted locally** Works the same towns as the group, so referrals stay local. Ask or check: Where are most of your clients? **10. Plays well** Generous in the room; no competing with members, no hard selling. Ask or check: Watch how they treat other guests at the visit. The Membership Chair can use these as a guest-visit checklist and as ratings on the application. ## Recruiting poll Visible to: Members **Autumn 2026 poll**● Open Opened **Wed 21 Oct** **20 days left** Closes **Fri 27 Nov, 9 am** 21 Oct Today, Tue 10 Nov 30 Nov The poll closes on Fri 27 Nov, or the moment all 19 have voted. Results are published as soon as it closes. **Turnout**74% **14** of 19 members have voted Goal: all 19 of us. 5 to go. **You haven't voted yet.** Ballots are anonymous: we count who voted, never what they picked. Pick the five trades you most want in the room, rank them, and tell us which way the referrals would flow. You can change your ballot until the poll closes. A ballot needs all five picks, each with a box ticked. ### Your ballot \1. Tap **five** trades in order of importance. Home Business Health Life changes \2. Check your order, and tick which way the business would go. 1. No picks yet. Tap a trade above. Pick 5 more trades ### Results All members 🔒 **Results are published when the poll closes:** Fri 27 Nov at 11:59 pm, or as soon as all 19 have voted, whichever comes first. Below is a preview of how the results will look: 5 points for a #1 vote, down to 1 point for #5. Example figures | | Trade | | Points | Voters | I'd give / They'd give | | --- | --- | --- | --- | --- | --- | | 1 | **Home inspector** Home | | 41 | 11 of 19 | 4 9 | | 2 | **Banker or credit union** Business | | 33 | 9 of 19 | 7 6 | | 3 | **Estate attorney** Life changes | | 28 | 8 of 19 | 3 7 | | 4 | **Physical therapy** Health | | 24 | 7 of 19 | 5 4 | | 5 | **Business attorney** Business | | 21 | 6 of 19 | 2 6 | | 6 | **Home care agency** Life changes | | 17 | 5 of 19 | 2 5 | | 7 | **Remodeler** Home | | 15 | 5 of 19 | 4 2 | | 8 | **Dentist** Health | | 12 | 4 of 19 | 3 2 | I'd send them business: they'd be fed fast and stay They'd send me business: they'd feed the group Best recruits score on **both** sides. Banker or credit union is the most balanced: 7 members would feed one, 6 expect business back. ## Scorecard Visible to: Members Where the poll fits in the bigger picture. Your votes are the biggest input (40%); the scorecard adds demand, timing and market size, and shows where each trade stands in recruiting. Example figures **Open**29 **Recruiting**2 **Guest visiting**1 **Applied**1 **Filled this year**2 ### Recruiting scorecard All members Score out of 100. The bar shows what drives each score. Referral pull 40% Demand 20% Early source 15% Ticket size 15% Local supply 10% | | Trade | Score | What drives it | Status | Candidate officers | | --- | --- | --- | --- | --- | --- | | 1 | **Home inspector** Home | 84 | | Guest visiting | Joe M., ABC Inspections · visits 4 Nov | | 2 | **Banker or credit union** Business | 78 | | Recruiting | Two names from Priya and Noelle | | 3 | **Estate attorney** Life changes | 74 | | Recruiting | — | | 4 | **Physical therapy** Health | 63 | | Open | — | | 5 | **Home care agency** Life changes | 59 | | Open | — | | 6 | **Remodeler** Home | 55 | | Open | — | | 7 | **Business attorney** Business | 53 | | Applied | Application in, vote 11 Nov | | 8 | **Dentist** Health | 43 | | Open | — | ### Where each input comes from | **Referral pull 40%** | The members' poll (points plus the give/get split). | | --- | --- | | **Demand 20%** | Referrals members had to send outside HUDDLE because nobody here does the work. | | **Early source 15%** | Does this trade meet the client first? Set per trade in admin. | | **Ticket size 15%** | Typical job value, so one referral matters. | | **Local supply 10%** | How many such businesses are in our towns (US Census business counts). | ### Quarterly rhythm 1. **Six weeks from the 1st of Jan, Apr, Jul and Oct:** the poll is open; turnout and live results show on every page. 2. **Close:** the poll locks at 11:59 pm on the closing date; the scorecard refreshes. 3. **Next meeting:** the Chair announces the top three trades and asks for names. 4. **Ongoing:** candidates move Open → Recruiting → Guest visiting → Applied → Filled. ### Poll settings Officers only Set once per round in admin. Members see the dates and countdown. Only names who has _not_ voted to the Chair, for a friendly nudge. Never shows what anyone picked. Case study by **Technology On Call**. Member names and businesses are fictional stand-ins; the referral patterns, seat counts and chains come from a real Connecticut referral group. Poll and scorecard figures are examples. Explore the full demo site at https://demo.huddle.business/. Want this for your group or business? Email pberg@paulberg.com.