Understanding Bullhorn Data and Entity Relationships

Understanding Bullhorn Data

Like most applications, Bullhorn lets users store data in a series of entities or records and then use those records to accomplish various workflows. To use Bullhorn most effectively, it's helpful to understand how these records are related to one another as well as what each record contains and will be used for.

Understanding Bullhorn Entities

Bullhorn uses five main types of entities: candidates, contacts, companies, jobs, and placements. The records for these entities are made up of a group of tabs and fields that guide users through the process of capturing the necessary information for each entity. By default, each record contains a standard set of tabs and fields. However, you can change which fields display and how they appear by using administrative tools.

These five common tabs typically appear for every record. Note that because records are customizable, your company may not have these tabs.

Overview– Displays the most important information in the record, such as contact information, status, last note added, etc. Think of the Overview tab as a snapshot of what the user needs to know immediately when viewing a record.
Edit– Contains a list of fields users complete to create the record. This is the same view the user sees when they first add a candidate, contact, company or job. Users use this tab to change records.
Files– Allows users to upload documents related to the record, such as resumes, cover letters, and completed applications.
Activity– Displays all activity related to the record, such as, email correspondence, edit history or changes made to the record data, associated tasks, and hiring process details.
Notes– Displays every note created by any user that references the record. Users typically create notes to record verbal communications with a person or to track internal information.

In addition to the common tabs, records may contain other tabs. These tabs may be specific to the entity and provided by Bullhorn (e.g., Contacts tab on the company record), custom tabs that Bullhorn allows you to add and customize in the application (e.g., Work History tab on the candidate record), added through an integration with our APIs, or added through an integration with a third-party vendor via Bullhorn Marketplace. For information on using the Bullhorn APIs, view the Changing Standard Bullhorn Behavior article.

The pieces of data, or entities, in Bullhorn are all related to one another. For example, the internal user entity is associated with the candidate entities they’ve created. In turn, those candidate entities can be related to one or more job entities.

There are three types of relationships between entities:

One-to-one: one instance of an entity (A) is associated with one other instance of another entity (B). In the high-level diagrams provided, there is no example of a one-to-one relationship. These symbols represent a one-to-one relationship or
One-to-many: one instance of an entity (A) is associated with zero, one, or many instances of another entity (B), but for one instance of entity B there is only one instance of entity A. For example, a corporation (A) can have many bullhorn users (B). However, each Bullhorn user can only be associated with one corporation. These symbols represent a one-to-many relationship or
Many-to-many: one instance of an entity (A) is associated with one, zero, or many instances of another entity (B), and one instance of entity B is associated with one, zero, or many instances of entity A. For example, a Bullhorn user (A) can have many secondary departments (B) and those departments can be associated with many different Bullhorn users. These symbols represent a many-to-many relationship or

Candidate Records

Candidate records capture information about the people your users are considering placing in jobs, such as name, email, resume, salary, job preferences, and skills.

In addition to the five common tabs (Overview, Edit, Files, Activity, and Notes), a Candidate record may contain the following tabs:

Tax Info – Used to collect tax information such as federal filing status and federal exemptions.
Work History – Used to collect information about a candidate's previous work experience including start date, title, and salary.
Education – Used to collect information about the candidate's education including certification, GPA, and degree.
Certification – Used specifically for the medical field, this tab is used to collect information about which certifications a candidate has.

Here is the entity relationship diagram for a candidate record:

Appointment: Appointments associated with a candidate.
Education: Education records associated with a candidate.
Email: Email messages associated with a candidate.
File: Files associated with a candidate.
Internal User: The owner of a candidate record.Candidaterecords are, by default, owned by the user who created them, however multiple users can own a candidate record.
Job: The jobs associated with a candidate.
Note: The notes associated with a candidate.
Placement: The placements associated with a candidate.
Reference: The references associated with a candidate.
Submission: The submissions associated with a candidate.
Task: The tasks associated with a candidate.
Work History: The work history associated with a candidate.

Contact Records

Contact records capture information about who your users communicate with, such as hiring managers and include information such as name, phone number, title, and most importantly the company.

Here is the entity relationship diagram for a Contact record:

Appointment: Appointments associated with a contact.
Company: TheCompanythe contact works for.Contactrecords must be linked to a company record and vice versa. In addition, a contact record can only be associated with a single company record.
Email: Email messages associated with a contact.
File: Files associated with a contact.
Internal User: The owner of the contact record.Contactrecords are, by default, owned by the user who created them.
Job: The jobs associated with the contact.
Note: The notes associated with a contact.
Placement: The placements for jobs associated with a contact.
Task: The tasks associated with a contact.

Company Records

Company records capture information about the companies at which candidates will be placed and contain information such as benefits, company history, and culture.

In addition to the five standard tabs (Overview, Edit, Files, Activity, and Notes), the Company record contains a Contacts tab. This tab presents a list of all contacts associated with the company.

Here is the entity relationship diagram for a Company record.

Contact: The contacts associated with the company.
Parent: TheCompanywith controlling stake in another company.

Job Records

Job records capture information about the positions for which users are recruiting such as job title, salary, location, skills, and employment type.

If your company staffs for multiple employment types, (e.g., contract and permanent placement), you may want to create a different job record for each type. This ensures that users capture the necessary information (e.g., contract end date) for that specific employment type. You can have a total of five different job record types.

Here is the entity relationship diagram for a Job record:

Appointment: Appointments associated with a job.
Candidate: Candidates submitted to and placed in a job.
Company: TheCompanyassociated with the contact for the job.
Contact: The contact for the job. Jobs must be associated with a contact.
Email: Email messages associated with a job.
File: Files associated with a job.
Internal User: The owner of the contact.Contactrecords are, by default, owned by the user who created them.
Note: The notes associated with a job.
Placement: The Placements made for the job.
Submission: Candidates submitted to the job.
Task: Tasks associated with the job.

Placement Records

When a candidate accepts a job, the user creates a Placement from a Submission (the user would have created a Submission when submitting the Candidate for a Job). Information in the Placement record includes candidate name, salary, and start date.

Note that many of the fields in the placement record are "correlated," meaning that they pull their default values from the Job record. That way, the user doesn't have to reenter information that is likely the same as that in the job. Naturally, the user can change these values.

When Bullhorn displays a Placement record, in addition to the five standard tabs (Overview, Edit, Files, Activity, and Notes), it displays two additional tabs: Change Requests and History.

Users can use the Change Requests tab to request and then have approved changes to the bill rate, pay rate, start date, and any other information for a placement once the placement is added. The History tab displays all specific changes made to the placement record either through the Edit tab or via change requests.

Here is the entity relationship diagram for the Placement record:

Candidate:Candidateplaced in a job.
Change Request: Forms a user submits to a manager/administrator requesting changes to information on the placement.
Contact: The contact for the job. Jobs must be associated with a contact.
Company: TheCompanyassociated with the contact for the job. .
Files: Files associated with a job.
Internal: The owner of the placement. By default, the Internal User is the creator of thePlacement.
Job: The job for which the placement was made.
Note: The notes associated with a placement.
Submission: The candidate submitted to the job whose status was changed to accepted.

Internal User Records

Internal users are users within your company who have Bullhorn accounts.

Here is the entity relationship diagram for the Internal User entity:

Action Entitlements: Entitlements granted to the usertype associated with the user.
Corporation: The Corporation associated with the user.
Department: The primary and if necessary secondary department assigned to the user.
Email Address: The email addresses associated with the user.
Menu: The menus granted to the user type associated with the user.
Private Label: The private label assigned to the user to determine the overall “look and feel” of Bullhorn to them.
User type: The user type associated with the user to determine what they can access in the application.

Appointment: Appointments the user owns.
Candidates: Candidates the user owns.
Contacts: Contacts the user owns.
Company: Companies associated with contacts the user owns. Users cannot own a company.
Distribution List: Distribution Lists the user owns.
Jobs: Jobs the user owns.
Placement: Placements the user created.
Sendouts: Sendouts the user created.
Submissions: Submissions the user created.
Tasks: Tasks the user owns.