Case study
How a California insurance agency turned 10,000 leads into qualified appointments
A California workers compensation insurance agency needed a scalable way to reach business owners across the state. The company partnered with Global Squirrels to hire a full-time remote appointment setter for lead research, outbound calls, follow-ups, and scheduling. Global Squirrels handled sourcing, screening, interviews, onboarding, payroll, and HR support, helping the owner focus on qualified insurance conversations and client relationships.
Executive summary: Expanding B2B outreach beyond local markets
A California insurance agency specializing in workers’ compensation coverage needed a more scalable way to reach business owners across the state.
The agency owner had traditionally relied on direct relationships and in-person meetings. However, traveling to distant markets such as San Francisco and San Diego was no longer practical. At the same time, more business-to-business conversations were moving to phone and online channels.
The company had a prospect database of approximately 10,000 businesses, but many records were missing phone numbers and email addresses. Researching contact details, making outbound calls, managing follow-ups, and scheduling appointments had become too time-consuming for the owner.
Global Squirrels helped the agency hire a full-time remote appointment setter. The employee was responsible for researching missing contact information, calling business owners using a client-approved script, scheduling 15-minute consultations, managing follow-ups, and supporting email and calendar tasks.
Global Squirrels handled candidate sourcing, screening, interview coordination, onboarding, payroll, and HR administration. The agency gained 40 hours of weekly outreach support while the owner remained focused on insurance consultations, policy analysis, and closing opportunities.
About client: California workers’ compensation insurance agency
The challenge: Reaching more business owners without more travel
The agency owner understood the value of personal relationships, but geography limited how many prospects he could meet.
Driving to cities throughout California required significant time and reduced the number of business owners he could contact in a typical week. A phone-based appointment model offered a more scalable alternative.
The agency already had a substantial lead list. The problem was that many records lacked direct phone numbers and email addresses. Manually researching thousands of companies was not a practical use of the owner’s time.
The role also required careful positioning. The appointment setter would not sell insurance or discuss detailed policy terms. Instead, the employee would use a prepared script to introduce the possibility of workers’ compensation savings and schedule a short phone appointment.
Communication quality was essential. Because the employee would represent the agency during the first conversation, the owner wanted clear, professional English that would build confidence with business prospects.
The owner also viewed the hire as a test. Before expanding phone outreach across the entire lead database, he wanted to confirm that a dedicated remote appointment setter could generate consistent conversations for his business model.
The solution: A dedicated remote appointment setter
Global Squirrels created a recruitment plan around the agency’s existing sales process.
The company screened candidates for outbound calling experience, professional communication, appointment setting, email handling, calendar management, online research, and experience supporting US businesses.
The selected employee was not expected to replace the owner during sales conversations. The role was designed to support the beginning of the pipeline.
The appointment setter received a client-approved script and learned how to:
- Research missing phone numbers and email addresses
- Contact business owners from the existing database
- Explain the purpose of the call clearly
- Schedule 15-minute appointments
- Follow up with interested prospects
- Reschedule missed or postponed meetings
- Update lead and appointment records
- Use a company-branded email address
- Coordinate phone or Zoom appointments when appropriate
Global Squirrels managed recruitment, onboarding, payroll processing, and HR administration. The client retained control over daily priorities, scripts, performance expectations, and final hiring decisions.
How the hiring process runs: From job request to outbound outreach
Step 1: Document the role
The agency submitted the job responsibilities, working hours, language requirements, expected start date, and preferred candidate background.
Step 2: Source and screen applicants
Global Squirrels reviewed candidates for communication ability, outbound calling experience, employment stability, research skills, and experience working with US clients.
Step 3: Present shortlisted candidates
The client received an initial group of approximately three screened resumes within 2 to 5 business days.
Step 4: Conduct interviews
The owner interviewed preferred candidates and evaluated their phone presence, confidence, listening skills, professionalism, and ability to follow a structured script.
Step 5: Confirm the offer
After selecting a candidate, Global Squirrels prepared the employment documentation and coordinated the refundable onboarding deposit.
Step 6: Set up tools and access
The employee received access to the required lead lists, email account, calendar, scripts, and research tools.
Step 7: Begin with a controlled campaign
The agency started with a defined section of the prospect database. This allowed the owner to review call quality, appointment relevance, and follow-up discipline before expanding the campaign.
Step 8: Manage payroll and performance
Global Squirrels handled payroll administration. The client managed daily work and could add performance-based bonuses when appropriate.
Results: 40 hours of weekly outreach and a repeatable sales process
The agency gained a full-time employee dedicated to research, prospecting, and appointment setting.
Instead of asking the owner to locate phone numbers and contact every business personally, the remote employee created a structured process for working through the agency’s database of approximately 10,000 leads.
The owner could spend more time conducting 15-minute insurance consultations and discussing workers’ compensation savings with qualified business owners.
The new workflow also extended the agency’s reach beyond nearby cities. Prospects in distant California markets could be contacted without requiring the owner to travel for every initial conversation.
Lead information became more useful as missing contact details were researched and records were updated. Follow-ups, rescheduling, and calendar management also had a clear owner.
Most importantly, the agency developed a scalable outreach model that could be measured and improved before being expanded across the full prospect list.
Testimonial: More time for insurance conversations
Why insurance companies choose Global Squirrels
Insurance agencies often have valuable prospect data but limited time to research, contact, and follow up with every potential client.
Global Squirrels helps companies hire dedicated remote professionals for appointment setting, lead research, customer outreach, administration, and sales support.
Clients receive screened candidates, interview control, onboarding assistance, payroll administration, and HR support through one platform.
For this agency, the hire created a practical bridge between a large prospect database and meaningful insurance conversations.
The owner maintained control over the script, sales process, and client relationship, while the appointment setter handled the repeatable work required to keep the pipeline moving.
Hire remote appointment setters to grow your insurance agency
Build a consistent pipeline of qualified insurance appointments with experienced remote professionals. Global Squirrels helps you hire appointment setters who handle prospect research, outbound calling, follow-ups, and scheduling while we manage recruiting, payroll, onboarding, and HR support.