Custom Import Tool

The Custom Import tool lets you import candidate, contact, and lead records into Bullhorn from a CSV file. You can bulk upload data from another system, update large groups of records, or move records between systems without creating them one by one.

Limitations

  • Import limit: 1,000 records per batch.

  • Character support: English characters only. Special characters work on all fields except Skills.

  • Record types: Candidates, Contacts, and Leads only (Companies must be created separately).

  • Supported fields: See List of Custom Import and Export Fields

  • Supported file types: CSV only

Create a CSV File for Import

Before importing, you’ll need a clean CSV file. Correct formatting prevents errors and makes mapping easier.

  1. Open your data in Excel or use the Custom Import Template.

  2. Insert a header row at the top with exact Bullhorn field names (see List of Custom Import and Export Fields for the complete list).

  3. Clean your data:

    • Remove unnecessary or blank columns.

    • Separate multiple skills with commas only (no spaces). Example: HTML,Java,CSS,Python

    • Match all field values exactly to Bullhorn's values (e.g., if your data says "LinkedIn" for Source, use the exact same text in Bullhorn).

    • Ensure all Contacts are tied to a Company. If unknown, create a placeholder record named "TBD".

    • If you used the template, remove the template header row. Leaving the header row will cause the import to fail.

    • Check numeric formatting: If your data contains numbers with leading zeros (like ZIP codes), format those columns as Text, not Numeric. Numeric formatting strips leading zeros.

    • Ensure fields are visible: Don't attempt to import data to hidden fields in Bullhorn. Data won't import to fields that are hidden from your view.

  4. Save the file as CSV.

Import the CSV File

Once your CSV is ready, use the Custom Import tool to bring the data into Bullhorn.

  1. Go to Menu > Tools > Custom Import.

    • Fill in the following fields:

      • Record Type: Candidate, Contact, or Lead.

      • Template (optional): If you import regularly to the same fields, select a saved template. For first-time imports, select None.

      • CSV File: Browse for your saved CSV file.

  2. Click Continue.

  3. Review the automatic field mapping and adjust if needed. Click Continue.

  4. Enter a Template Name for future use, then match your data to the correct field map using the drop down, and select Continue.

  5. Click Perform Import.

  6. Review the first 100 records on the confirmation screen to verify they look correct. Use pagination to check additional pages if you imported more records.


  7. Select Next only once, and wait for the records to be added.

    Clicking Next more than once creates duplicate records. If this happens, find and delete the duplicates by searching for Status = Imported on the import date, then re-import with corrected data.

Your records are now imported with Status set to Imported. All records are owned by you.

Find and Manage Imported Records

To find your imported records:

  1. Go to Menu and select Candidates, Contacts, or Leads.

  2. Clear any existing filters.

  3. Add the following search criteria:

    • Ownership > Include All > Select your name.

    • Status > Include All > Imported.

    • Date Added > Equals > Select the date of your import.

  4. Click Search.

If you import regularly, save or favorite this search so you don't have to rebuild it each time. Next time you run this search, update the Date Added field to the date of your new import.

To take action on the results:

Click Select an Action to:

  • Mass update status from Imported to another value.

  • Reassign ownership to another user.

  • Add records to a tearsheet.

  • Delete records (use caution—deletions can't be easily reversed).

Troubleshooting

For help with failed imports, missing data, duplicate records, or other issues, see Custom Import Troubleshooting.

FAQ

How many records can I import at once?

Up to 1,000 records per batch.

What status is assigned to imported records?

All imported records are assigned Imported status. You can mass update them afterward.

Why were only 100 records imported?

All of your records were imported; they're just displayed 100 at a time. Use the pagination to view additional pages.

Can I import data to a custom field?

Yes! See List of Custom Import Fields for supported fields.

Are duplicate records imported?

By default. Records marked as Duplicate are skipped during import.

To override this, an Admin can update the customImportCheckDuplicates system setting.

Disabling this doesn't allow existing records to be overwritten. See Understanding Bullhorn Record Duplicate Checking for details on how Bullhorn handles duplicates.

Can I import Companies?

No. The tool only imports Candidates, Contacts, and Leads. Companies must be created separately.

How are Companies assigned to imported Contacts?

If the Company already exists in Bullhorn, the Contact is attached to it. If not, create a placeholder (e.g., "TBD") to avoid creating duplicate Companies.

How do I re-do a Custom Import?

Locate imported records by searching the record list for Status = Imported and Date Added = the import date, then delete those records and re-import with corrected data.

How do I confirm my import finished successfully?

Review the confirmation screen, check record counts, and run a search for Status = Imported on the import date.