See how Bullhorn customers are streamlining operations with these workflow automation examples.
Automation for GDPR
“Message newly added candidates your GDPR policy. As consent is expiring, message candidates letting them know and requesting additional consent.”
Post-interview survey for candidates
“This automation enables us to capture how the interview went and update our candidate record accordingly.”
Updating unsuccessful applicants when a position closes
“This automation ensures candidates are kept in the loop, and are also sent other vacancies they may be interested in.”
Automated cross-selling
“We have automated cross-selling outreach to hiring managers from practice directors.”
Timesheet deadline reminders to contractors and automated check-ins
“Send a weekly reminder to all contracts to submit their time and any other payroll/time related reminders.”
NPS survey
“Our agency automates an NPS survey to clients and candidates post-placement.”
Candidate and staff check-ins
“The automations our agency uses are staff required urgently, GDPR consent, right to be forgotton, NNR email, and pre- and post-start notification check-in.”
Job inactivity notification
“If a job is older than a week with no submissions, the automation will notify a manager.”
Automated document sends
“We use automation to send out key information documents to contractors upon placement based on preferred supplier list.”
New temp worker engagement
“A candidate who applies for work gets added to this automation when they are added to the system with the aim to get more applications back.”
Category update
“We have an automation that emails a vacancy owner if they forget to add a category to a vacancy.”
The biggest automation at the moment is our GDPR workflow. There is only one manual touch point, which is rarely needed, everything else is automation. I wanted to have a way that people can opt themselves back in, when say you spoke to them after a few years.
Beau Warren
Systems Analyst,The Panel
Get a tailored demo or speak to a member of the team to learn more
Candidate segmentation
“We built an automation which automatically adds the specialisation to a candidate file based on the job submission (it takes the specialisation from the job and adds it to the candidate’s specialisation). This cleans up our candidate segmentation for better searches and outreach.”
GDPR
“Explicit consent is requested in a survey form via email and text. This is fed back into the candidate’s notes in their Bullhorn profile whilst taking them to our website for foot flow.”
Activity automations
“We use automations to close jobs with no activity or no new activity for a period of time, and ensure reminders are sent to consultants beforehand.”
No activity on job
“This automation ensures a reminder is sent and the job is closed after 30 days if there has been no recorded activity.”
Status updated
“We are updating a contact’s status to be ‘Engaged’ if they have page views, interests, and actions within 90 days, to help guide consultants on who they should be targeting.”
New role automations
“Our automations include updating placed candidates with new role details including title, company, salary, location, etc.”
Contractor onboarding process
“Contractors receive links, government legislation, contract details, timesheets, etc., all through automation based on their start date.”
Candidate status
“Our automation sets the candidate status to ‘Active’ upon placement, and if the placement status changes to ‘Terminated’, ‘Rejected’, ‘Dropped’, etc., it updates candidate status.”
Credential reminder automations
“We send these to both the candidate and recruiter, ensuring we maintain currency for any certifications, background checks, etc.”
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Self-registration
“An automation for a candidate self-registration form expedites the process of candidate registration, which includes some elements of self coding, saving time on registrations.”
Work and health and safety engagement surveys
“We send surveys to all placed temps and our host clients to maintain compliance and ensure we’re aligned with fair work regulations. It’s been a game-changer!”
SMS timesheet reminders
“We had 60% of timesheets outstanding each week. By sending SMS reminders on a Friday afternoon and Monday morning when timesheets are due, we reduced outstanding timesheets to 10% each week. A simple but effective automation.”
End process for consultants who finish with us
“We change the consultant’s status back to ‘Prescreened,’ set them as ‘Alumni,’ and set a task eight weeks after their end date for the owner to reach out, check in to see where they are at, update statuses as appropriate, and add a note. These changes also ensure they are included in automated targeted marketing.”
Notification of placement status changes
“Our agency has introduced a status placement field to notify us when placements are compliant or if non-compliant placements become non-starters. We also have the same for contract placements, including where contracts have been issued and when they have been signed. We send notifications to consultants, managers, and back office teams to notify when changes have been…” Read more
Automatic vacancy grading
“We have a series of questions that a consultant needs to answer when adding a vacancy to Bullhorn. These are simple Y/N questions. Depending on the number of Ys, that vacancy is given a score from A-D. The reason we brought this in was to remove the subjectivity from vacancy grading so we can be sure that when we look at proportions of the various grades picked up, the scores are standard and objective…” Read more
Contractor compliance automation
“We built an automation to capture our process for managing and obtaining contractor compliance documents. The process had always been very admin heavy and had all been via email communications.
We built the registration from and requirements into the survey part of automation and then built an email chain with reminders to the candidate. The automation has helped…” Read more
Responsive/dynamic post-placement follow ups
“You can have a linear sequence for a placement automation: Start date > Day 1 email/notification > Week 1 > Month 1 > Month 6 > Year 1, etc.
But a more interesting automation we’ve implemented is a series of dynamic automations that respond to consultants inputting notes. We discovered that some of the team like…” Read more
Fixed-term contract placement notification to payroll team
“Each time a FTC placement is made, a notification is triggered to the payroll team so that they can update the candidate’s compliance documents and leave entitlements in our payroll software Astute. Astute can’t currently differentiate between a FTC and temp placement so we need to do this manually and the automation allows us to identify these candidates quickly and trigger their appropriate documents.”
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SCM0007 (Contingent Workforce Prequalification Scheme)
“We are a qualified supplier of SCM0007 and after a candidate has been placed for 12-months, they qualify for a tenure reduction.
Typically, the scheme will email a notification. However, we found these were inconsistent and these tenure reductions were being identified after the fact with the payroll team having to…” Read more
Application responses
“We implemented a series of recruitment workflow automations to help streamline high-volume job application responses for a better candidate experience and to help keep candidates updated on the various stages of their recruitment journey.”
Hotlist expiry automation
“This automation removes candidates from specific hotlists based on their placement status and their responsiveness (if the candidate hasn’t had any activity within 14 days, they’re automatically removed). The logic behind this is to ensure we only have the best talent working for us at all times, and the people that want to work can get to work.”
Classifying candidates
“We do this in categories, i.e. job title, specialty skills, etc., based on the jobs they have ‘client submissions’ logged on.”
Hotlist
“We add newly registered candidates to a hotlist so that other consultants can easily find new talent in one place.”
Opportunity alert
“This automation enables faster contacting of candidates.”
Automated LinkedIn recommendation request
“This is sent to a candidate or client after successful placement. You have to do a separate branch for each consultant if you want to send the specific URL to take them directly to their personal recommendation page, but that has been worth the hassle for us.”
Expiry date automations
“We have a number of similar live automations that contact both the consultant and candidate when an expiry date on a document (DBS/Professional Insurances/RTW) is approaching or has passed to gain an updated copy of the documents for our records. This helps to speed up the process of onboarding should we place that candidate in a new role.”
Reducing admin time
“Our automations for reducing admin time include:
Close old jobs,
Placement status,
Candidate status,
Jobs not worked,
Post placement check in,
Lead generation hotlist,
GDPR update,
Missing information…” Read more
Passport ID
“We have a system which asks candidates to complete their passort or ID number if they’re interviewing with a client. The automation sends an email to the candidate if the ID field is blank.”
