Best Practices for Appointment Tracking

Learn how to configure your settings for reliable appointment tracking, and how to troubleshoot common tracking issues.

Key Considerations

A few common settings can affect whether an appointment tracks correctly in Bullhorn.

Duplicate Email Addresses

Duplicate email addresses across active or disabled user records can prevent appointments from tracking. Make sure each user has a unique email address on their record — check both active and disabled records for duplicates, and update or remove them as needed.

Microsoft Teams vs. Outlook Invitations

Invitations sent through Microsoft Teams may not track the same way as those sent directly from Outlook. Send meeting invitations through Outlook directly for consistent tracking.

Email Forwarding Rules

Forwarding rules, whether set in Outlook or through journaling, can interfere with tracking. Disable forwarding rules for any affected users.

SPF Record Validation

Incorrect SPF records can prevent Bullhorn from properly authenticating emails, which affects tracking. Make sure your SPF records are configured correctly and include all relevant email relay services. For more information, see Updating Your SPF Records.

Troubleshooting Appointment Tracking

If appointments aren't tracking consistently, work through these steps:

  1. Check user settings.

    • Look for duplicate email addresses across user records.

    • Confirm email forwarding is disabled for affected users.

    • Confirm users are sending invites directly from Outlook, not Teams.

  2. Check your system configuration.

    • Confirm your SPF records include all necessary relay services.

    • Add a test appointment manually to confirm the integration itself is working.

  3. Compare patterns.

    • Compare invitations that track successfully with ones that don't, and check whether the source (Outlook vs. Teams) or another factor differs.