Adding and Viewing Tasks in Bullhorn ATS

Use tasks to set reminders for yourself or assign actions to teammates. For each task you create, you can add a reference to a specific lead, candidate, contact, opportunity, job, or placement. This links the task directly back to that record.

Add a Task

You can add a task in two ways:

  • Go to Actions > Add Task from within a record or list view.

  • Click + Add > Task at the top of the Bullhorn screen.

Fill In the Task Details

On the Add Task screen, complete the relevant fields:

  • Subject: Enter a name for the task.

  • Description: Add a description. To use a pre-written template, select one from the Task Templates dropdown. See Managing Task Templates for more information.

  • Owner: Defaults to you. Change this to create the task on behalf of another user.

  • Assigned To: Assign the task to another user while keeping a copy on your own task list for reference.

  • Type: Select a category from the dropdown. Use "Other" if none of the available options apply.

  • Priority: Set the priority to Low, Normal, or High.

  • Due Date and Time: Select a due date and time for the task.

  • Visibility: Defaults to Public, meaning other users can see the task if they have the appropriate user type entitlements. Set this to Private to make the task visible to the owner and assignee only.

  • Reminder: Select a timeframe if you want to receive a reminder notification by email.

  • Entity References: Select any records you want to link to the task. The task will appear on the Activity tab of any referenced records.

  • Task Repeats: To make this a recurring task, select Interval-based or Calendar-based and complete the fields that appear.

Click Save to finish adding the task.

Assign a Task to Someone Else

You can create a task and assign it to another user. The assignee won't receive an email notification — the task will appear on their task list directly. If it's time-sensitive, follow up with an email to make sure they see it.

A couple of things to keep in mind when assigning tasks:

  • Make sure the Private checkbox is not selected, otherwise the assignee won't be able to see the task.

  • If you assign a task to someone else without making them the owner, a copy of the task remains on your own task list.

Viewing Tasks

To open the Tasks list, click Menu > Tasks.

  • Use the Users drop down to filter tasks by specific users or departments.

  • Customize the list using the Columns dropdown to add or remove columns, and click and drag column headers to reorder them. Your layout will be saved automatically.

  • To preview a task's details, click the binoculars icon to its left.

  • To open the full task record, click the task subject.

Visibility and User Type Entitlements

Your ability to view other users' tasks is controlled by your user type entitlements. Contact your Bullhorn Admin if you need broader visibility. They can either move you onto a different user type or raise a case with Bullhorn Support to enable the appropriate entitlements. The relevant entitlements are:

  • View Any Schedule — allows you to view tasks belonging to any user.

  • View Department Schedule — allows you to view tasks belonging to users within your department.

FAQ

Can I export tasks to Gmail or Outlook?

Tasks only exist within Bullhorn and can't be exported to external applications. You can, however, set a reminder on a task to receive an email notification. Once the reminder email arrives, check your email provider's documentation for guidance on creating tasks from emails.