Email Integration Overview and FAQ

The Bullhorn email integration allows you to view emails exchanged between Contacts, Candidates, and Leads from their respective Bullhorn record.

This article summarizes frequently asked questions pertaining to the Bullhorn email integration.

FAQ

Is there a list of features available for my particular email setup?

For more information, view our Email Setup Suggestion Guide.

When does Bullhorn begin tracking emails?

Bullhorn performs real time passive email tracking. Only Emails exchanged after to your company integrating their email with Bullhorn will appear in the system. Tracking will continue concurring until the integration is deactivated.

If you experience an interruption in your email service, you may see a gap in your email history in Bullhorn. This may also happen if you change email service providers without implementing email tracking before the switch.

What does Bullhorn track?

Email tracking covers both inbound and outbound external emails. External means emails between a Bullhorn user and an external contact (not a coworker with a shared domain). Your domain is the everything occurring after the @ sign in your email address.

Tracking is an all or nothing process. Meaning, all emails sent to or received from your Primary Email / Reply Address will track to their respective records in Bullhorn. You should be able to take action on these emails using the Bullhorn for Email gadget as well.

Bullhorn does not track metrics for mass mailings. For example, if you want to report on the effectiveness of marketing campaigns, Bullhorn recommends a third party Sales & Marketing partner from our Marketplace. These partners integrate with Bullhorn and can provide more specialized functionality.

Which emails will track to which records?

An email must be exchanged between someone at your company and an external person in order to appear on a corresponding record.

If you have a candidate or contact with more than one email address, you can list up to 3 email addresses per record and any correspondence will appear on that record.

Email can only track to one record at a time. If you have a candidate and a contact with the same email address, the email will only track to one of those records, usually whichever record was generated first.

What about emails with my coworkers?

You can see emails your coworkers exchange with individuals saved to your database. Email tracking does not normally show internal emails that do not include external individuals.

Please contact Bullhorn Support if you would like to discuss your email privacy options.

What should I do if I hire a candidate and they become a contact in my database?

It is recommended that when you hire a candidate and convert them to a contact that you add the new work email to their contact record so as to keep candidate correspondence and contact correspondence separate. If the new contact does not have a separate email address, you should decide which record you'd like to see the email on and only enter the email address on that one record.

You can link contacts and candidates allowing you to easily toggle between those two records when working with the individual. See Linking Candidates and Contacts for more details.

What email security options do I have?

At Bullhorn, we believe in radical transparency at your company. The more information that flows between your company and clients, the better decisions you will be able to make. That being said, we also understand that there are certain situations where privacy must be maintained. As a result, we offer several solutions based on your needs.

Please contact Bullhorn Support to discuss your options when it comes to email security.

What's the difference between email tracking and the Bullhorn for Email gadget?

Email tracking allows for emails to appear on records within Bullhorn. The Bullhorn for Email gadget allows you to take action on those emails from within your Gmail or Outlook application. In order for the Gadget to work correctly, your email tracking must be set up first.

Some clients with older email systems may use what's called the Activity Center to take action on emails. The activity center is an older method for taking action on emails. We recommend upgrading your email host to support using the Gadget, however, because the Gadget allows you to work more naturally from within your own email inbox.

What does "taking action on emails" mean?

The Bullhorn for Email Gadget allows you to add notes or tasks, parse resumes and job descriptions, and create new records directly from within Gmail or your Outlook application. For more information, see this reference guide.

If you have the Activity Center, you will see the same functionality except that you will not be able to take action on emails sent internally (from one Bullhorn user to another in the same company).

What if I am responsible for multiple email addresses?

It is recommended that you have all your email addresses forward into a single inbox that you use with your Bullhorn account.

In some situations, you may share a common email address with multiple coworkers. If this is the case, only one Bullhorn user may have that email address associated with their account.

For example:

I am a Bullhorn user and would like to use my gadget on emails in my inbox as well as the inbox "contactus@acme.com".
I have two coworkers that also have access to "contactus@acme.com".
I will be able to have "contactus@acme.com" associated with my Bullhorn account, but my two coworkers cannot.

In this situation, the two coworkers would need to go into the "contactus@acme.com" inbox and forward an email from that inbox to their own email address. The resulting forwarded email would then be available in Bullhorn.

Please contact Bullhorn Support if you would like to set up multiple email addresses for a single Bullhorn account.

Can I track my personal email account?

Bullhorn cannot track emails for addresses that your company does not own. This means that free email providers such as gmail.com, outlook.com, or any of a variety of free email providers cannot be used with Bullhorn email tracking.

What do I do if I suspect my email is not tracking?

We have an article to assist you with Troubleshooting Email Tracking.