How to Add a New User Account in Bullhorn ATS

As your team grows or changes, you may need to give a new recruiter, hiring manager, or teammate access to Bullhorn. In this article you’ll learn how to add a new user account in Bullhorn ATS by copying an existing user — the fastest and most reliable method.

Once you’ve identified the right user to copy, you’ll fill in the new person’s details, set a password, and share their login credentials. Each section below walks you through the required fields.

Adding a user account is billable if it takes your total active users above the limit in your Bullhorn contract. Contact your Account Manager before adding users if you’re unsure of your current license count.

Before You Begin

• You’ll need Admin-level access to complete these steps.

• If you’re updating an existing user rather than creating a new one, see Managing Existing User Accounts in Bullhorn ATS.

Add a New User

The best way to add a new user is to copy an existing one. Copying an existing user pre-fills their user type, departments, and private label, so you only need to add personal details for the new person. Choose someone whose role matches the new user’s as closely as possible.

Don’t copy the Unassigned user. It’s reserved for Bullhorn Support only.

1. Go to Menu > Admin > Users.

2. Click the pencil icon next to the user whose role most closely matches the new person’s.

3. Click Copy User at the top right of the screen.

4. Click OK to confirm the copy.

   After saving, the page reloads briefly — there’s no separate confirmation message. If it reloads without an error, the user was saved. To double-check, go to Menu > Admin > Users and confirm the new user appears in the list.

5. Complete the new user’s details using the sections below.

6. Click Save when finished.

Account Information

The Account Information section contains the core identity and access settings for the user.

• Username: Enter the username in lowercase characters.

  • Usernames must be unique across all Bullhorn ATS environments, not just within your organisation. If you see the error “User already exists on the system” after saving, the username is already taken — choose a different one and try again.

  • Usernames can’t be changed after the account is created.

• User Type: Select the user type that matches this person’s role. User types control which features and actions the user can access. For more information, see Changing a User’s User Type.

• Private Label: Select the primary private label for this user. Each private label must always have at least one enabled user assigned to it as their primary label.

• Primary Department: Select the department this user primarily belongs to. Department membership determines which records the user can see. For more information, see Understanding Departments in Bullhorn ATS.

Contact Information

Expand the Contact Information section and complete the following:

• Name: Enter the user’s first and last name as it should appear in Bullhorn.

• Reports To: Enter the name of this user’s direct manager. The Reports To field accepts one internal user only.

Standard reports are designed for managers to review performance data for the users who report to them. For these reports to work correctly, the Reports To field must be filled in on every user record, and the user’s primary department must match their manager’s primary or additional department.

Login Restrictions (Optional)

Expand the Login Restrictions section if you want to restrict when or where this user can log in — for example, limiting access to specific IP addresses or office hours. For full details, see Restricting User Login.

Email Settings

Expand the Email Settings section and fill in the relevant fields:

• Primary Email / Reply to: Enter the user’s work email address. The domain must be one that Bullhorn has already verified for your organisation.

• In-bound Email: Enable this to allow Bullhorn to track emails sent and received by this user. Your company must have email integration enabled in Bullhorn for this to work.

• Outbound Appointment Invitations: Enable this so that appointment invitations created in Bullhorn are sent to the user’s primary email address.

New email domain?

If the email address you want to assign uses a domain your organisation hasn’t used in Bullhorn before, Bullhorn Support must verify and add it first.

1. Contact Support with an example user and the email address you’d like to add. Only domains you own can be added.

2. Once Support adds the domain for your first user, you can add all subsequent users with that domain yourself.

Wireless Settings (Optional)

Expand Wireless Settings if this user needs to access Bullhorn on a mobile device.

• Mobile Web Settings: Enable this to allow the user to log in via a mobile device.

Custom Fields (Optional)

Custom fields on the user record are used to support goals tracking. Expand this section and fill in the relevant fields. For more information, see Defining Target Goals for Users.

Create the User’s Password

While still in the user record, scroll back up to the Account Information section to set an initial (temporary) password.

1. In the New Password field, enter a password that meets these requirements:

   • Includes letters, at least one number, and at least one special character (for example: !, @, #, $).

   • Between 8 and 30 characters.

   • Doesn’t include spaces, the user’s username, or the words Bullhorn or Password.

   • Doesn’t include the plus (+) or forward slash (/) characters.

   A strength indicator appears as you type.

2. In the Retype new password field, enter the same password again to confirm.

3. Click Save.

After Saving

Once you save, the new account is active and billable.

Share the following with the new user:

• Their Bullhorn username

• Their temporary password

• The Bullhorn login URL: https://www.bullhorn.com/client-login/

For first-login guidance, see How to Log In to Bullhorn ATS.

Upon logging in, the new user should change their password straight away from their Preferences page. See Changing Your Bullhorn Password for steps.

FAQ

How do I assign a new user to the correct department and user type?

Primary Department and User Type are required fields when creating a user. Select the appropriate values from the dropdown menus during setup. If the correct department or user type doesn't exist yet, contact Bullhorn Support before adding the new user.

If you're not sure which user type to assign, review User Types in Bullhorn ATS.

Do I need to contact Support to create a new user for me?

No. Any Admin user can create a new user account by following the steps here. The only scenario that requires Support involvement is adding a new email domain that hasn’t previously been used by your organization — see the note in the Email Settings section.

What should I do after creating a new user to make sure they can log In?

After saving the new account, confirm the following:

• Login credentials: The user has received their username and temporary password.

• Account status: The account is set to Active.

If the user can't log in, follow the steps in Troubleshooting Bullhorn ATS Login Issues.

Can I change a user’s username?

No. Usernames can’t be changed after an account is created. If a username change is genuinely required, contact Bullhorn Support.

I need to add a user with an email address on a domain we haven’t used before. What do I do?

Contact Bullhorn Support and provide an example user and the email address you’d like to add. Support will verify that you own the domain and add it to your organisation. Once that’s done for the first user, you can add all subsequent users with the same domain yourself.

I see the error “User already exists on the system” but I don’t have a user with that username. Why?

Bullhorn ATS usernames must be unique across all Bullhorn ATS environments, not just within your organisation. Another Bullhorn customer already has a user with that username. Choose a different one (for example, include your company name or initials as a prefix) and try again.

I see the error “This user type has reached its maximum number of users.” What should I do?

Some user types have a cap on the number of users assigned to them. If you hit this limit, you won’t be able to add new users to that user type until the cap is increased. Contact Support to request an increase.

Will adding a new user affect my billing?

Yes, adding a user account is billable if it takes your total active users above the limit in your Bullhorn contract. For questions about your contract or billing, contact the Bullhorn Billing team or your Account Manager.

How do I check how many licences I have remaining?

Refer to your Bullhorn contract or contact Billing Support. You can also contact your Account Manager for a license count.

How do I get a list of my active users?

Any admin user can generate a user list directly from the Bullhorn ATS. See How to Generate a List of Active Users in Bullhorn ATS for steps.