ATS v2: Using Job Roles in Bullhorn Recruitment Cloud

What Are Job Roles and Why Use Them?

Job Roles help you track which 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). are involved in a specific job and what their responsibilities are. Whether you're working with a hiring manager, a client contact 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, Job Roles make it easy to see who's connected to each job and ensure the right people receive job-related communications.

By assigning Job Roles, you can quickly identify key stakeholders on a job record and automatically include their role information when sending emails, making your outreach more professional and context-aware.

Common Scenarios for Using Job Roles

You might need to work with Job Roles when you're:

Adding a hiring manager or client A Company is the organization where the contact works. This can also be called the Client. contact to a new job so your team knows who to coordinate with
Tracking multiple decision-makers or interview panel members on a single job
Sending emails from a job record and want the recipient's role to appear in the email dropdown
Quickly seeing who's responsible for what on jobs with multiple stakeholders
Working on jobs where contacts are automatically linked through the Contact or Hiring Manager The person that approves/rejects Consultant's Timesheets/Expenses (usually a Client Contact, or Hiring Manager) fields
Managing executive search jobs where jury members or trusted advisors are part of the hiring process

How to Assign Job Roles to Contacts

When you need to connect a contact to a job with a specific role, you can assign them directly from the job record or from your contact list views.

Assign a Job Role from a Job Record

Open the job record you're working on.
Scroll to the Job Roles related list.
Click the New button.
Select the Contact you want to assign.
Choose the appropriate Role from the dropdown (e.g., Client Contact, Jury Member).
Click Save.

The contact now appears in the Job Roles list on the job record with their assigned role.

Assign Job Roles to Multiple Contacts at Once

If you need to assign the same role to several contacts quickly, you can do this from a contact list view.

Navigate to a Contacts list view.
Select the checkboxes next to the contacts you want to assign.
Click the Assign 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. button.
Choose the Job and Role you want to assign.
Click Save.

All selected contacts are now assigned to that job with the chosen role.

Understanding Automatically Created (Derived) Job Roles

Some Job Roles are created automatically based on information already in your job record. We call these derived Job Roles.

If a contact appears in the Contact or Hiring Manager fields on a job, Bullhorn can automatically create a Job Role record for them. These derived Job Roles are marked with a checkbox so you can easily tell them apart from manually added roles.

This automation ensures that key contacts are always visible in your Job Roles list, even if no one manually assigned them.

How Job Roles Appear in Emails

When your system is configured to show Job Roles in lookups, you'll see a contact's role displayed next to their name when composing emails from a job record.

This happens in:

The role only appears if that contact has a Job Role record on the specific job you're emailing from. This gives you immediate context about who you're contacting without needing to check the job record separately.

Troubleshooting Job Roles

If a contact doesn't appear in the Job Roles list

Make sure you've saved the Job Role record after selecting the contact and role. If the contact was recently added to the system, refresh the job record page.

If the Job Role isn't showing in the email dropdown

Confirm with your administrator that the Show Job Roles In Lookups setting is enabled. Job Roles only appear in email dropdowns when you're sending from the specific job where that contact has a role assigned.

If you can't see the Job Roles related list on a job

Ask your administrator to add the Job Roles related list to your job page layout.

If you can't find the "Assign Job Role" button on contact lists

Your administrator needs to add this button to the contact list view, or check that you have the correct permissions.

If a derived Job Role appears but you didn't create it

This is expected behavior when the Create derived Job Roles setting is enabled. Contacts in the Contact or Hiring Manager fields on a job automatically get Job Role records. These are marked as Derived so you can identify them.

If you need to remove a Job Role from a job

Navigate to the Job Roles related list on the job, find the role you want to remove, and delete it like any other record.

Note: Derived Job Roles may be recreated automatically if the contact is still in the Contact or Hiring Manager field.

Frequently Asked Questions

Can I assign multiple roles to the same contact on one job?

Yes. You can create multiple Job Role records for the same contact with different roles if they have multiple responsibilities.

What's the difference between a derived Job Role and a regular Job Role?

Derived Job Roles are created automatically based on the Contact or Hiring Manager fields. Regular Job Roles are manually added by users. Both function the same way; the Derived checkbox just shows you the source.

Do Job Roles affect who can see or edit the job record?

No. Job Roles are for tracking and communication purposes only. They don't change permissions or record access.

Can I customize the list of available roles?

Your administrator can add or modify the roles available in the Role picklist to match your organization's needs.

Will contacts see their Job Role when I email them?

No. The Job Role information appears only in your internal dropdown when selecting email recipients. It's not visible to the recipient in the email itself.