Credentialing Overview: ATS-Only

If your organization uses Bullhorn ATS without Bullhorn Automation or Talent Platform, the credentialing process is managed entirely within the ATS. This workflow outlines how credential requirements are created, assigned, collected, and verified manually.

This guide provides a high-level understanding of how credentialing works when ATS is the only system in use.

Overview

In an ATS-only environment, credentialing is fully managed by recruiters, credentialing specialists, and administrators. All assignment, collection, and tracking of credentials happens in Bullhorn ATS, and candidates provide their information outside the system (email, phone, file upload, etc.).

Credentialing includes:

• Creating Credential Requirements

• Assigning requirements to Companies, Jobs, Submissions, or Placements

• Adding Candidate Credentials

• Matching Credentials to Requirements

• Monitoring completion, status, and expirations

• Maintaining compliance manually

ATS-Only Credentialing Workflow

1. Create Credential Requirements (Admin)

Admins first define what credentials your organization needs.

• Navigation: Menu > Admin > Credentials

You can create:

• individual Credential Requirements

• Credential Requirement Groups (for faster assignment)

See: Creating Credential Requirements and Groups

2. Assign Requirements

You may assign requirements at any of the following points:

At the Company Level (Recommended)

Assigning requirements to Companies allows them to “flow” downstream into new Jobs and then into Placements.

Flow: Company > Job > Placement

See: Flowing Credential Requirements

At the Job Level

Add credential requirements directly to a Job when editing a Job record.

At the Internal Submission Level

You can add Job Submission Credential Requirements manually.

At the Placement Level

Add Placement Credential Requirements from the Placement record.

At the Candidate Level (Optional)

Track credentials required simply for a candidate to exist in your database.

See: Assigning Credential Requirements to Records

3. Collect Credentials from the Candidate

Because this is an ATS-only workflow, candidates do not upload or submit credentials through a candidate portal.

Instead, recruiters gather information manually through:

• email

• text

• phone

• in-person

• file submission outside ATS

Add Collected Credentials into ATS

On the Candidate record: Candidate Record > Credentials Tab > Add > Candidate Credential

Upload files via: Candidate Record > Credentials Tab > Credential File Attachments

See: Managing Candidate Credential Files

4. Match Credentials to Requirements

After collecting documents or information, match them to the correct requirements.

You can do this from:

• the Credential Requirements list (fastest)

• the Candidate record > Credentials tab

• the Placement record > Credentials tab

See: Matching Credentials With Credential Requirements

5. Monitor Statuses and Expirations

In ATS-only environments, status updates and expiration monitoring are manual.

You can monitor:

• Credential Requirements List: Shows all requirements across Candidates, Submissions, and Placements.

• Candidate Record > Credentials Tab: Red text indicates an expiration within 7 days.

• Placement Record > Credentials Tab: Shows incomplete or expiring requirements.

• Placement List Columns: Shows # Incomplete and # Expiring Requirements.

• Compliance Manager: A centralized dashboard that shows Placement progress, requirement statuses, and expiring items

See:

• Viewing Incomplete Credential Requirements

• Viewing Expiring and Expired Credentials

• Managing Expired Credentials

6. Maintain Compliance (Ongoing)

Since there is no automation:

You must manually monitor expiration dates

You must manually reach out to candidates for updates

You must manually archive, delete, or add replacement credentials

You must manually update Credential Status values

Key Takeaways for ATS- Credentialing & Compliance Manager

• Everything is done manually—no automatic sending, syncing, or notifications

• Candidates do not submit credentials through Talent Platform

• No automated reminders for expiring items

• Dynamic Match still works, but only when Credential Requirements are added to Placements

• Administrators must build and maintain Credential Requirements directly in ATS

• Credential Requirements flow Company → Job → Placement, if configured

• The Credential Requirements list is the most efficient management tool

• Compliance Manager is the most efficient place to monitor credential progress for Placements.