Bullhorn Automation helps you reduce the time spent on repetitive tasks throughout the recruitment lifecycle, from job posting and screening to onboarding and compliance. Automating internal workflows can boost productivity, minimize manual errors, and give your team more time to focus on building strong relationships.
Below are some powerful, practical use case ideas to help you optimize your day-to-day processes.
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Automatically send your GDPR policy to newly added candidates and follow up as consent nears expiry to request updated permissions.
Blueprint: Request Candidate Consent - GDPR
Replace back-and-forth emails with a structured automation. Use surveys to collect required compliance documents and send reminders until everything is submitted.
Notify candidates and consultants when important documents (e.g. certifications or background checks) are due to expire. This ensures you're always ready for redeployment and compliant onboarding.
Send compliance surveys to placed temps and host clients to ensure you're aligned with safety regulations and fair work practices.
Gather feedback after interviews to understand the candidate’s experience and update their record accordingly.
When a job closes, automatically notify applicants who weren’t successful and optionally share other relevant vacancies to keep them engaged.
Blueprint: Notify Candidate of Closed Job
See the Unsuccessful Applicant Notification recipe for step-by-step instructions.
New employees often feel overwhelmed by the amount of information they receive in their first week. Set up an automation that sends a “Who to Contact” sheet one month after their start date. This simple check-in helps reinforce key support contacts and reduces misdirected emails internally.
Send contractors weekly SMS reminders to submit their timesheets or take action on other payroll-related tasks.
Schedule automated emails or texts to check in with candidates and staff before and after their start dates. This is great for reinforcing engagement and catching issues early.
Blueprint: Onboard and Engage New Hires
See the New Placement Welcome Sequence recipe for step-by-step instructions.
Send important info packs (e.g. contracts, legislation links, or timesheet instructions based on placement details and preferred supplier rules.
Remind consultants to fill in missing data on records. For example, send an alert if a job is created without a category selected or if a candidate is missing key contact details.
Automatically tag candidates with the category or specialization from any job they’re submitted to. This keeps your database clean and organized and supports more targeted searching later.
Send reminders when a job has had no activity for a set period (e.g., 30 days). If no action is taken, automatically close the job to keep your data clean.
See the Auto-Close Stalled Jobs recipe for step-by-step instructions.
Update a contact's status to “Engaged” if they’ve interacted with your site or communications within the past 90 days.
Automatically change a candidate’s status based on placement outcomes (e.g., Terminated, Rejected, Dropped).
Keep everyone aligned by notifying consultants, managers, or backoffice teams when placement statuses change. For example, when a contract is signed, or when a placement becomes non-compliant.
Automatically update a candidate’s record with their new role title, salary, company, and location once they’ve been placed.
Blueprint: Update Missing Candidate Position Title From Placement
Use a series of Y/N questions when a job is created to assign an objective grade (A–D). This removes subjectivity from vacancy grading and improves reporting accuracy.
Add new candidates to a hotlist upon registration so consultants can easily discover fresh talent.
Remove inactive candidates from hotlists after 14 days of no activity or based on placement status. This ensures your hotlists stay current and high-quality.
When a consultant finishes with your business, automate a few actions:
Change their status to “Prescreened”
Tag them as “Alumni”
Set a follow-up task 8 weeks later for their record owner to check in and update statuses
For high-volume job posts, automate candidate responses throughout each stage of the process to improve experience and reduce admin.
Blueprint: Confirm Receipt of Application
See the New Applicant Follow-Up recipe for step-by-step instructions.
After a successful placement, send a personalized request for a LinkedIn recommendation. Use separate branches to direct the candidate or client to each consultant’s unique recommendation URL.
If a vacancy is created with a placeholder description (e.g., “not submitted”), automatically notify the area manager to ensure the job gets published online. This keeps the job posting process moving and helps reduce delays caused by incomplete job records.
If a job has fewer than three client submissions after five days, check the box in Bullhorn ATS to automatically post it to your website.
Send automated polls and surveys to internal employees to collect feedback on training needs, event participation, and general sentiment. This is a great way to keep a pulse on your team and identify opportunities for improvement across operations.