Survey and Chat Engagement Settings in Bullhorn Automation

Engagement settings control how Surveys and Chats behave after a response is submitted. They determine where results are stored, who gets notified, and where submission-based engagements display for candidates. Use these settings to connect response data back to your ATS, route notifications to the right people, and control the candidate-facing experience for submission-based engagements.

Common Reasons You Might Configure These Settings

• You want survey or chat responses added automatically to a note on the candidate's or contact's ATS record.

• You need to restrict visibility of survey responses for confidentiality reasons.

• You want to notify the record owner or specific team members by email each time a survey or chat is completed.

• You'd like all survey response data delivered weekly as a CSV file for reporting or trend tracking.

• You are setting up a submission-based engagement and need to choose where candidates complete it, either on the specific job posting or a fixed landing page.

How Settings Map to ATS Behavior

Use the table below as a quick reference for what each setting does and where to configure it.

Action	Result in Bullhorn ATS	Where to Configure
Response submitted	Note added to the candidate or contact record	Settings > Add Survey/Chat Responses to a Single Note
Response submitted	Response hidden from ATS Activity Feed	Settings > Hide Survey Responses from ATS Activity Feed
Response submitted	Email notification sent to record owner or team	Settings > Send Notifications After Each Survey/Chat Complete
Weekly	CSV file of all responses sent by email	Settings > Send Survey/Chat Responses as CSV Once a Week
Engagement opened	Candidate directed to job posting or static URL	Engagement Settings Drawer > Submission Display

Access Engagement Settings

Settings are configured per engagement type.

• Chat Settings: Go to Engagements Using Automation to interact with Candidates and Clients. Typically done through Survey and chatbot. > Chat > Chat Settings.

• Survey Settings: Go to Engagements > Survey > Survey Settings.

Add Survey or Chat Responses to a Single Note

This setting gathers all responses into a single note on the Candidate or Contact’s ATS record. It keeps engagement data organized and easy to review.

To enable:

1. Check Add Survey/Chat Responses to a Single Note.

2. Choose a Note Type from the drop-down.

   • This note type appears on the Candidate’s record.

   • If the type you need isn’t listed, contact your ATS admin to add it.

   Notes can only be added to the record of the person who completed the survey or chat.

   This setting applies to new responses only. Responses submitted before the setting was enabled are not affected.

Hide Survey Responses from ATS Activity Feed

Use this setting to make survey responses confidential and restrict their visibility within Bullhorn ATS.

To enable check Hide Survey Responses from ATS Activity Feed / Make Survey Responses Confidential.

When enabled, responses are hidden in the Automation tab of Bullhorn ATS but remain visible when viewing the engagement directly in Bullhorn Automation.

Send Notifications After Each Survey or Chat Complete

This setting sends an email notification containing the full response each time a survey or chat is completed.

The notifications will come from notifications@herefish.com.

To enable:

1. Check Send Notifications After Each Survey/Chat Complete. Three additional options will appear.

2. Configure your notification recipients and message:

   • Send notification to record owner: Sends a notification to the user assigned as the primary owner of the candidate or sales contact record in Bullhorn ATS. Bullhorn Automation uses the OwnerID field to identify the record owner. If that field contains multiple owners, Bullhorn Automation will use the first owner listed and ignore the others.

     If a record is owned by John, Susie, and Doug, only John will receive the notification.

   • Send notification to additional email(s): Sends responses to one or more additional email addresses. Separate multiple addresses with a comma or semicolon.

   • Change notification message: Allows you to customize the notification message sent to all recipients. Use this if you want to include submission or placement merge tags alongside the survey responses. If this option is not selected, Bullhorn Automation sends a default notification with basic information.

The %SURVEY_ANSWERS% merge tag is only available inside the custom notification message area within Survey Settings. It will not work if used in other email templates or merge tag fields.

• The picture below is an example of the kind of information you can include with a submission-based survey customized notification message:

  

Send Survey/Chat Responses as CSV Once a Week

This setting delivers survey and chat response data in a CSV file once a week, making it easy to track trends or share data outside of Bullhorn.

To enable:

1. Check Send Survey/Chat Responses as CSV Once a Week.

2. Enter one or more recipient email addresses, separated by commas.

Details:

• The CSV is sent every Monday at 11:00 AM ET.

• Delivery time is fixed and cannot be changed.

• The CSV includes all questions, responses, and synced fields (for example, %SUBMISSION_CUSTOMTEXT4%).

Configure Where Submission-Based Engagements Display

Submission-based engagements are Surveys or Chats tied to a candidate's job submission record in Bullhorn ATS. They are triggered when a candidate is submitted to a job, not when a user submits a form. This setting controls where those candidates go to complete the engagement: the job posting tied to their submission or a fixed webpage.

Submission-based engagements do not pre-select a display option by default. You must explicitly choose either Automatically detect job URL or Use a static URL when configuring a submission-based engagement. If no option is selected, the engagement will not display correctly. Review any existing submission-based engagements to confirm a display option has been set.

To configure:

1. Open your submission-based engagement.

2. Go to the Settings Drawer.

3. Choose one of the following options:

   • Automatically detect job URL:Displays the engagement on the published job tied to the Candidate’s submission.

     • Uses the job URL defined in Settings > Website Integration > Semantic Job Match – Job URL Structure.

   • Use a static URL:Displays the engagement on a fixed webpage that all candidates are directed to, regardless of which job they applied to. The static URL can be any external URL you have set up with Bullhorn Automation website tracking. It does not need to be hosted by Bullhorn.

   This setting applies only to submission-based engagements for Chats and Surveys.

Troubleshooting

If Notifications Aren’t Sending:

• Check that your notification email addresses are formatted correctly.

• Confirm that notifications@herefish.com is marked as a safe sender by your IT team.

• Make sure the survey or chat is active and tied to a valid entity type.

If You Don’t Receive the Weekly CSV:

• Verify that the setting is enabled and at least one recipient email is listed.

• Wait until Monday after 11:00 AM ET. Delivery time is fixed and cannot be changed.

• Check your spam or quarantine folders.

If a submission-based engagement is not displaying for candidates:

• Open the engagement's Settings Drawer and confirm that either Automatically detect job URL or Use a static URL is explicitly selected. If neither options is selected, you must choose one manually.

• If using Automatically detect job URL, confirm the job URL structure is configured in Settings > Website Integration > Semantic Job Match – Job URL Structure.

If survey responses are not appearing on ATS records as notes:

• Confirm Add Survey/Chat Responses to a Single Note is enabled in Survey Settings.

• Confirm a Note Type is selected. If the Note Type you need is not in the drop-down, contact your ATS admin to add it.

• If Hide Survey Responses from ATS Activity Feed is enabled, responses will not appear in the Automation tab of Bullhorn ATS. They are still accessible directly in Bullhorn Automation.

FAQs

 

Can I customize the CSV delivery time?

No, the send time is fixed for Mondays at 11:00 AM ET.

Can I use %SURVEY_ANSWERS% in email templates outside Survey Settings?

No, that tag only works in the custom notification message area inside Survey Settings.

Do these settings apply to all engagement types?

No, these settings apply to Surveys and Chats. Screeners have separate configuration options.

Can I hide only some survey questions?

No, the confidentiality setting applies to the entire survey. Individual questions cannot be selectively hidden.