What you'll need

• Active placements with an End Date set in Bullhorn (placements without an end date will not enter this automation)
• Your active placement status value; the exact label may vary by account (common values include Active, Current, or On Assignment)
• A candidate survey built in Bullhorn Automation using an NPS Net Promoter Score. A metric used to measure customer satisfaction, loyalty, and enthusiasm. or Rating question type
• A client-facing email template for the Sales Contact automation (a brief, professional heads-up about the upcoming contract end)
• A Sales Contact record associated with each relevant placement, so the companion automation has someone to email

Build it

1. 1

   Create a candidate-based placement date automation

   In the Automations tab, click + Add Automation and select Blank Automation. Choose Placement as the entity type and select Center on date field. Choose Candidate as the contact type. Give the automation a name and save.

2. 2

   Set the anchor date and trigger timing

   Set the anchor date to End Date and configure the trigger to fire 56 days (8 weeks) before the end date. If a placement end date is later updated, the automation recalculates automatically.

3. 3

   Build an Always Updated list

   Set the list to Always Updated. Add condition: Placement Status equals your active status value, and End Date is not empty. Always Updated means placements exit the list automatically if their status changes (for example, if the contract is extended and the status temporarily changes, or if the placement ends early).

4. 4

   Add a Send Survey step

   Select your candidate survey. Keep the question clear and simple: ask the candidate whether they are interested in being considered for their next role through your agency. Use an NPS or Rating question type so the response can drive a branch later in the workflow. Include merge tags for the candidate's first name and the contract end date to make the message feel personal.

5. 5

   Add a Branch step based on survey response

   After the survey step, add a Branch. Configure three paths: one for candidates who indicate interest in redeployment (high score), one for candidates who indicate they are not interested (low score), and one for candidates who do not respond. The automation waits for a response before routing each candidate into the correct branch.

6. 6

   Configure the redeployment branch

   For candidates who express interest, add a Send Notification step directed to the Placement Owner. Include the candidate's name, current client, and contract end date so the recruiter has everything they need to act immediately. The goal is to get the redeployment conversation started before the candidate starts looking elsewhere.

7. 7

   Configure the not-interested branch

   For candidates who indicate they are not looking for their next role, add an Update Field step to record the outcome (for example, update a candidate status or a custom field). This keeps the record accurate in Bullhorn without requiring manual data entry from the recruiter.

8. 8

   Handle non-respondents with a separate follow-up automation

   Non-respondents cannot be routed through a branch in the same automation. Instead, build a second placement list using Has Not Taken Engagement criteria referencing the original survey. Create a separate date automation anchored to the same End Date, set to fire six weeks before (two weeks after the first survey), and add a Send Email step with a follow-up message. This two-automation approach ensures non-respondents receive a nudge without disrupting the main branching workflow.

9. 9

   Build the companion Sales Contact automation

   Create a second automation using the same placement list, but set the contact type to Sales Contact. Set the same anchor date (56 days before End Date). Add a Send Email step with a professional heads-up message to the client contact: acknowledge the upcoming contract end, thank them for the engagement, and invite them to discuss next steps. This recipe keeps the client-side automation as a single email, but you can optionally add branching here too — for example, to send different follow-ups based on whether the client responds.

10. 10

    Save and activate both automations

    Test with a single placement before activating at scale. Confirm that the end date is set correctly on your test record, that the candidate receives the survey, and that the Sales Contact receives the client email. Activate the candidate automation first, then the companion automation.

How to measure it

These metrics help you track whether check-ins are converting into redeployments and retained client relationships:

• Survey response rate: the percentage of candidates who complete the survey. A low response rate may mean the send timing or subject line needs adjustment.
• Redeployment rate: the percentage of candidates who move from one placement to another without a gap. Compare this before and after the automation is active to measure its impact on contractor retention.
• Recruiter response time: how quickly recruiters act on the redeployment notifications. A shorter lag between notification and follow-up contact indicates the workflow is creating urgency at the right moment.
• Client email open rate: whether client contacts are engaging with the heads-up from the companion automation. Low open rates on the client side may indicate the email needs a stronger subject line or a different send time.