Managing Existing User Accounts in Bullhorn ATS

Learn how to manage user accounts in Bullhorn ATS, from updating details and changing permissions to handling departures and managing licences.

As a Bullhorn Admin, you’ll regularly need to make changes as your team evolves. This article is a hub for the most common user management tasks, with links to detailed steps for each. To update a user account, go to Menu > Admin > Users and click the pencil icon next to the relevant user.

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

Updating User Details

Admins can update a user’s name, email address, and other contact fields directly from their user record.

  1. Go to Menu > Admin > Users.

  2. Click the pencil icon next to the user.

  3. Edit the relevant fields — for example, Name under Contact Information or Primary Email under Email Settings.

  4. Click Save.

Usernames can’t be changed after an account has been created. If a username needs to change, contact Bullhorn Support.

Changing a User’s Role or Department

If a user moves to a new team or takes on different responsibilities, update their user type or department assignment.

Resetting a Password or Unlocking an Account

If a user can’t log in, the most common causes are a forgotten password or a locked account.

Getting a List of Active Users

Admins can generate a list of active or disabled users directly from the Bullhorn ATS frontend — no need to contact Support. See How to Generate a List of Active Users in Bullhorn ATS for steps.

Disabling a User Who Is Leaving

When an employee leaves your organisation, disable their account to prevent further access and free up their licence.

Before disabling a user, transfer their records and recreate any Tearsheets or Distribution Lists they own. Data that isn’t transferred before disabling becomes difficult to retrieve and reassign.

Replacing One User with Another

If someone is leaving and a replacement is taking their seat, follow this sequence to avoid being billed for two users in the same month.

  1. Transfer the departing user’s records to the replacement or to the Unassigned user. See Transferring Record Ownership in Bullhorn ATS.

  2. Recreate any Tearsheets or Distribution Lists owned by the departing user. See How to Disable a User Account in Bullhorn ATS.

  3. Disable the departing user’s account.

  4. Create the new user account on the same working day as the disable. See How to Add a New User Account in Bullhorn ATS.

If you add the new user account on a different day from disabling the old one, you may be billed for both users for that month.

Temporarily Disabling an Account (Leave of Absence)

If a user is taking temporary leave, disable their account to prevent login without losing their data or configuration. Use the same steps as a permanent departure — see How to Disable a User Account in Bullhorn ATS. When they return, re-enable the account.

Re-Enabling a Previously Disabled User

Whether a user is returning from leave, an account was disabled by mistake, or you need to re-enable temporarily to transfer records, the steps are the same.

  1. Go to Menu > Admin > Users.

    Disabled users may not appear in your default list view. If you can’t find the user, set the filter at the top of the list to Disabled.

  2. Click the pencil icon next to the user.

  3. Under Account Information, set Account to Active.

  4. Click Save.

Re-enabling an account makes it billable again immediately. If this takes your active user count above your contract limit, additional charges may apply. Contact your Account Manager if you’re unsure.

Restricting When and Where a User Can Log In

Admins can limit a user’s access by IP address, time of day, or day of the week. For steps and options, see Restricting User Login.

Transferring Record Ownership

Ownership of records is tied to individual users. When a user’s role changes or they leave, reassign their records as needed. See Transferring Record Ownership in Bullhorn ATS.