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Opt-In and Consent Management
This feature is available in S-Release and Novo.
Overview
This article contains information on the Opt-In and Consent Management GDPR features. Find both detailed enablement steps and specific system settings included.
In this Article
Opt-In Management
Candidates, Contacts, and Leads can be configured to be opted out of mass mailings and SMS text messaging by default. The values for SMS Opt-In and Mass Mail Opt-Out can be set directly in your System Settings. If a candidate, contact, or lead accepts consent for SMS via the Request Consent email, it will opt them into SMS on their candidate, contact, or lead record.
There is no way to manually opt candidates, contacts, or leads in or out of SMS from within Bullhorn. Bullhorn does not touch historical records. Due to compliance, Bullhorn cannot opt records in en masse.
Steps to set Candidates, Contacts, and Leads to be opted out of mass mailings and SMS text messaging by default:
- From your Bullhorn Menu, navigate to Admin > System Settings.
- Search for “opt”.
- Expand defaultMassMailOptOut and set the Value to "TRUE".
- If you would like to be able to manually opt Candidates, Contacts, and Leads into Mass Mail, please contact Bullhorn Support. Once set up with the proper permissions, you can opt Candidates in using inline edit from the list view. Novo users can also use the Overview card.
Consent Management
To track Candidate, Contact, and Lead consent, you can add or remove consent line items from within the Consent tab. Additionally, Bullhorn offers a Request Consent feature that will allow you to send Candidates, Contacts, and Leads a request email. When they reply with their selections, the Consent tab will update with those choices.
The Consent tab will be automatically added for some features, such as the LinkedIn RSC integration.
The ability to view and edit the Consent tab is governed by department. You will be asked to specify which departments should have view or edit access as part of the enablement process. For more information on how departments affect access. see the Understanding Departments, User Types, and Entitlements article. If you’re interested in enabling the Consent tab or the Request Consent feature, have an Account or Support Contact reach out to Bullhorn Support.
Sending a Request for Consent
Want to see it in action?
When sending a request for consent, the email address of the sender will be used as the "from" and "reply to" email address. The email will go out within 75 minutes of being sent, and can be sent to 500 candidates, contacts, or leads at a time.
- From your Candidate, Contact, or Lead list view, select the desired Candidates, Contacts, or Leads for whom you'd like to receive consent.
- Single-click the blue Selected button and choose Request Consent.
Configuring the Request Consent Email
The consent preferences form linked in the email adds a line item for each purpose type. When saved, the Consent tab shows:
- The date that consent was requested.
- When the candidate submitted the consent preferences form.
- Their consent choice(s)
If you would like a candidate's, contact's, and lead's SMS selection to auto-update, contact Bullhorn Support.
- From your Bullhorn Menu, navigate to Admin > System Settings.
- In the filter box, type "consent" and select Filter.
- Update the settings as follows:
| Setting | Action | Notes |
|---|---|---|
| candidateConsentRequestEmailSubjectLine | Enter the subject line you'd like to use for your request email to the Candidates, Contacts, or Leads, up to 100 characters. | |
| contactConsentRequestEmailSubjectLine | ||
| leadConsentRequestEmailSubjectLine | ||
| candidateConsentRequestEmail | Enter in the body of the Request Consent email that will be sent to the Candidates, Contacts, or Leads. You may enter up to 4,000 characters. |
This field supports HTML. You can add links by using code like the below: <a href="URL" target="_blank">Link text</a> You can replace "URL" with the URL you are linking to and replace "Link Text" with the copy you want to link to the URL. The "target=_blank" attribute will make sure the link is opened in a new tab. |
| contactConsentRequestEmail | ||
| leadConsentRequestEmail | ||
| candidateConsentRequestLink | The text used for the link that's included in the Request Consent email. The default is "Update Consent Preferences". | Upon clicking this link, Candidates/Contacts/Leads will arrive at the Consent Preferences form where they will be able to select their consent. This form is controlled by the consent custom object. |
| contactConsentRequestLink | ||
| leadConsentRequestLink | ||
| candidateConsentPreferencesFormHeader | Enter the description text Candidates will see at the top of the Consent Preferences form, in the light gray box. | |
| contactConsentPreferencesFormHeader | ||
| leadConsentPreferencesFormHeader | ||
| candidateConsentRequestNoteType | Enter in the note type you'd like to associate with the Request Consent email being sent out to the Candidates. The default is "Consent Requested". | The note is recorded against the record after consent has been requested. This note displays on the Notes tab on a record and anywhere else where notes are displayed. |
| contactConsentRequestNoteType | ||
| leadConsentRequestNoteType |
- Update the commentActionList to include the value you selected for the candidateConsentRequestNoteType.
- Save to confirm your updates.
What does the Consent Request Email Look Like?
The 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 as shown in the configuration section above.
