ATS v2: Configuring Job Roles in Bullhorn Recruitment Cloud

Setting Up Job Roles for Your Organization

Job Roles allow your recruiting team to assign specific contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). to jobs based on their responsibilities, like hiring managers, client contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact)., or interview panel members. As an administrator, you'll configure which roles are available, enable visibility settings, and set up automation to streamline your team's workflow.

This guide walks you through the complete configuration process, from enabling permissions to customizing the available roles and setting up automatic Job Role A Job Role is a defined set of responsibilities, permissions, and expected tasks assigned to a user or group within a system or organization. Job Roles determine what actions a user can take, what information they can access, and how they interact with workflows or features. creation.

Common Job Roles Configuration Scenarios

You might need to configure Job Roles when:

• Setting up Bullhorn Recruitment Cloud for the first time and defining which contact roles your team tracks
• Adding new job role types like "Executive Sponsor" or "Technical Interviewer Usually the client/hiring manager taking part in a Job interview. A recruiter can also be an Interviewer" to match your hiring process
• Enabling Job Role visibility in email dropdowns so recruiters see contact roles when sending emails
• Automating Job Role creation for hiring managers and primary contacts to reduce manual data entry
• Troubleshooting why users can't see or assign Job Roles on their job records
• Customizing page layouts to include Job Roles for specific teams or job types

Step 1: Enable Job Roles Permissions for Users

Before users can work with Job Roles, you need to grant them the appropriate permissions.

1. Go to Setup > Users > Permission Sets.
2. Search for and open the Job Role User In Salesforce terminology, this is anybody that has login access to an instance. In Bullhorn Recruitment Cloud instances, usually the staff of recruiting companies permission set.
3. Click Manage Assignments.
4. Click Add Assignments.
5. Select the users who need access to Job Roles (typically recruiters, hiring managers, and coordinators).
6. Click Assign > Done.

Users with this permission set can now create, view, and manage Job Roles on job records.

Step 2: Customize Available Job Role Types

You can define which roles appear in the Role dropdown to match your organization's hiring structure.

1. Go to Setup > Object Manager > Job Role.
2. Select Fields & Relationships.
3. Click on the Role field (API API, or Application Programming Interface, is used by customers to create custom career portals or to take advantage of Data Mirror/DataMart. Bullhorn prefers to use REST API. name: TR1__Role__c).
4. Scroll to the Values section and click New.
5. Enter the role name (e.g., "Technical Interviewer," "Executive Sponsor").
6. Click Save.

Out-of-the-box role values include:

• Client A Company is the organization where the contact works. This can also be called the Client. Contacts – Primary client stakeholders for a job
• Jury Members – Trusted advisors involved in candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. assessment or interviews

Add as many custom roles as your team needs to accurately reflect your hiring process.

Step 3: Add Job Roles to Job Page Layouts

Users need to see the Job Roles related list on job records to assign and view roles.

1. Go to Setup > Object Manager > Job (API name may be TR1__Job__c).
2. Select Page Layouts.
3. Open the page layout(s) used by your team.
4. Find Job Roles in the available related lists.
5. Drag it onto the page layout in your preferred position.
6. Click Save.

Repeat this for all relevant job page layouts if you have multiple layouts for different teams or job types.

Step 4: Enable the "Assign Job Role" Button on Contact List Views

This button allows users to assign Job Roles to multiple contacts at once from list views.

1. Go to Setup > Object Manager > Contact.
2. Select Buttons, Links, and Actions.
3. Find Assign Job Role in the list.
4. Click Edit next to the button.
5. Under Display Options, ensure it's set to display on list views.
6. Go to Search Layouts > Contacts List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View).
7. Add the Assign Job Role button to the search layout button list.
8. Click Save.

Users can now bulk-assign Job Roles from contact list views.

Step 5: Show Job Roles in Email Recipient Dropdowns (Optional)

If you want contact roles to appear next to names when users select email recipients, enable this setting.

1. Go to Setup > Custom Settings > Executive Search.
2. Click Manage (or Edit if a default organizational value exists).
3. Check the box for Show Job Roles In Lookups.
4. Click Save.

Once enabled, Job Role names appear in these email-related lookups:

• ATSv2 In Bullhorn Recruitment Cloud, the newest version of the ATS tool (Application Tracking System) Email
• ATSv2 Submit with Email
• ATSv2 SendOut A Client Submission (Sendouts, CV Sent) occurs when a recruiter sends a candidate to the hiring manager for approval to have an interview. (Interviewer field)

Step 6: Enable Automatic (Derived) Job Role Creation (Optional)

You can automate Job Role creation for contacts who appear in the Contact or Hiring Manager The person that approves/rejects Consultant's Timesheets/Expenses (usually a Client Contact, or Hiring Manager) fields on job records.

Enable the Setting

1. Go to Setup > Custom Settings > Executive Search.
2. Click Manage (or Edit if a value exists).
3. Check the box for Create 'derived' Job Roles.
4. Click Save.

Add Required Role Values

For derived Job Roles to work, you need two specific role values in your picklist:

1. Go to Setup > Object Manager > Job Role > Fields & Relationships > Role field.
2. Add these exact values if they don't exist:
   • Contact
   • Hiring Manager
3. Click Save.

Make the "Derived" Checkbox Visible and Read-Only

This checkbox identifies automatically created Job Roles, so users can distinguish them from manually added ones.

1. Go to Setup > Object Manager > Job Role > Page Layouts.
2. Open the Job Role page layout.
3. Drag the Derived checkbox field onto the layout.
4. Click the wrench icon next to the Derived field.
5. Select Read-Only.
6. Click OK > Save.

Now, when a contact is added to the Contact or Hiring Manager field on a job, a Job Role record is automatically created with the Derived checkbox marked.

Troubleshooting Job Roles Configuration

If users can't see the Job Roles related list on jobs

Confirm that you've added the Job Roles related list to the appropriate job page layouts. Check that the user's profile is assigned to the correct page layout.

If the "Assign Job Role" button doesn't appear on contact list views

Verify that the button is added to the Contacts search layout. Also check that users have the Job Role User permission set assigned.

If Job Roles aren't showing in email dropdowns

Confirm that Show Job Roles In Lookups is enabled in the Executive Search custom settings. Remember that roles only appear when emailing from the specific job where the contact has a role assigned.

If derived Job Roles aren't being created automatically

Check that Create 'derived' Job Roles is enabled in custom settings. Verify that the Role picklist includes the exact values "Contact" and "Hiring Manager" (case-sensitive).

If users can't select certain roles from the dropdown

Make sure the role values are active in the Role picklist. Inactive picklist values won't appear in the dropdown for new records.

If derived Job Roles are appearing but shouldn't be

Disable the Create 'derived' Job Roles setting in custom settings. You may need to manually delete existing derived Job Role records if you want to remove them.

If custom role values aren't appearing after adding them

Users may need to refresh their browser or log out and back in. Also confirm that the new values are marked as "Active" in the picklist configuration.

Frequently Asked Questions

Can I restrict which roles certain users can assign?

Yes. You can use record types and picklist value sets to control which roles are available to different user profiles.

What happens to derived Job Roles if I remove the Contact or Hiring Manager from the job?

The derived Job Role record remains unless you manually delete it. It won't automatically be removed when the source field changes.

Can I make certain Job Role fields required?

Yes. Use field-level security and validation rules to enforce required fields on Job Role records, just like any other Salesforce object.

Do I need to enable both "Show Job Roles In Lookups" and "Create derived Job Roles"?

No. These are independent settings. You can enable either, both, or neither based on your organization's needs.

Can I use Job Roles in reports and dashboards?

Yes. Job Role is a standard custom object in Bullhorn Recruitment Cloud, so you can create custom reports and include it in dashboards.