Opt-In and Consent Management

Learn how to manage opt-in preferences for mass mail and SMS, track consent on candidate, lead, and contact records, and send consent requests to collect GDPR compliance data.

Before You Begin

To use the features in this article, you'll need the appropriate entitlements. Some configuration requires Admin-level access and account-wide changes via System Settings, while others are available to standard users.

To enable the Consent tab or Request Consent feature for the first time, contact Bullhorn Support.

Set Default Opt-Out Settings for Mass Mail

By default, new candidates, leads, and contacts can be included in mass mail campaigns. If you want them to be opted out by default, update your System Settings.

  1. Go to Menu > Admin > System Settings.

  2. Search for "defaultMassMailOptOut".

  3. Expand the setting and set Value to "TRUE" for each record type you want to opt out.

  4. Click Save.

Due to compliance regulations, Bullhorn cannot opt records in en masse. To manually opt candidates in to mass mail after changing this default, contact Bullhorn Support, or use inline edit from the list view for individual records.

Set Default Opt-Out Settings for SMS

The SMS Opt-In setting controls whether new records are opted in to SMS by default. You can configure this via System Settings.

  1. Go to Menu > Admin > System Settings.

  2. Search for "defaultSMSOptIn".

  3. Expand the setting and set Value to "FALSE" for each record type you want to opt out.

  4. Click Save.

SMS opt-in status cannot be manually changed for individual records within Bullhorn. Opt-in status updates only when a candidate, contact, or lead submits a consent request form with their SMS preference.

Track Consent with the Consent Tab

The Consent tab on candidate, lead, and contact records tracks all consent responses—both manually added and collected via consent requests. Each tab entry records the date the request was sent, when the person responded, and their specific consent choices.

The Consent tab is automatically added when certain features are enabled (such as LinkedIn RSC integration) or when you request it during GDPR Support setup.

Consent Tab access is controlled by department. During initial setup, your Account or Support Contact will specify which departments have view and edit access to the Consent tab.

View or Add Consent Manually

  1. Go to the candidate, lead, or contact record.

  2. Click the Consent tab.

  3. To add a consent entry manually, click Add and fill in the consent details.

Send a Consent Request

You can email a consent request to candidates, leads, or contacts. Their responses automatically populate the Consent tab on their records.

Consent requests can only be sent from the list view, not from an individual record. You can send to up to 500 records per request.

  1. Go to the Candidate, Lead, or Contact list.

  2. Check the boxes next to the records you want to request consent from.

  3. Click the # Selected dropdown and select Request Consent.

The consent request email will be sent within 75 minutes.

The sender's email address will appear as the "from" and "reply to" address.

Configure the Consent Request Email

Admins can choose the subject line, body text, and form header that recipients see when you send a consent request. All settings are configured in System Settings and apply to candidates, leads, or contacts separately.

Update the Subject Line and Email Body

  1. Go to Menu > Admin > System Settings.

  2. Search for "consent" and select Filter.

  3. Update the following settings:

Settings What to enter

  • candidateConsentRequestEmailSubjectLine

  • contactConsentRequestEmailSubjectLine

  • leadConsentRequestEmailSubjectLine

 The subject line for your consent request email (maximum 100 characters).

  • candidateConsentRequestEmail

  • contactConsentRequestEmail

  • leadConsentRequestEmail

The body text of your consent request email (maximum 4,000 characters).

This field supports HTML, including links.

To add a link, use: <a href="URL" target="_blank">Link text</a>.

Press Enter to create line breaks.

  • candidateConsentRequestLink

  • contactConsentRequestLink

  • leadConsentRequestLink

The link text recipients see in the email.

Default: Update Consent Preferences

  • candidateConsentPreferencesFormHeader

  • contactConsentPreferencesFormHeader

  • leadConsentPreferencesFormHeader

The description text shown at the top of the consent form recipients see.

  • candidateConsentRequestNoteType

    contactConsentRequestNoteType

    leadConsentRequestNoteType

The note type label to record when a consent request is sent.

Default: Consent Requested

If using a new note type, you'll also need to add it into the commentActionList setting—see steps below.

  1. Click Save.

Add Your Note Type to Comment Actions

If you created a custom note type for consent requests, add it to the commentActionList setting so it appears as an available option:

  1. Still in System Settings, search for "commentActionList".

  2. Expand the setting and add the note type value you entered above.

  3. Click Save.

Consent Request Email Example

Recipients will receive an email like the one below, asking them to fill out the Consent Request Form.

Below is a sample Consent Request Form. Your header will differ depending upon the contents of the form header System Setting.

FAQ

Can I request consent directly from a candidate's profile?

No. Consent requests can only be sent from the list view to multiple records at once. You can manually add a consent entry to an individual record on the Consent tab if needed.

What happens when someone submits the consent form?

Their response automatically updates the Consent tab on their record, including the date of submission and their specific consent choices. If you've configured auto-update for SMS, their SMS opt-in status will also be updated automatically.

How many people can I send a consent request to at once?

You can send to up to 500 candidates, leads, or contacts per request.

Can I customize the consent request email?

Yes. You control the subject line, body text, form header, and the link text—all configured in System Settings. The email can include HTML and links to external resources.

How do I know when someone submits the form?

A note is automatically added to the record (using the note type you configured). You can search and filter on this note type to track consent requests.