Migrate from Jobtoolz to Bullhorn ATS & CRM

Jobtoolz Candidate records export to CSV via the built-in list view export function. We map standard fields (name, email, phone, location, current_title, current_company) to Bullhorn Candidate entity fields. Custom candidate fields in Jobtoolz map to Bullhorn custom fields on the Candidate entity, with type mapping applied (text to text, date to date, picklist to picklist). Bullhorn requires the migration user to have Candidate-level access; any field that exceeds Bullhorn's character limits is truncated and flagged in the reconciliation report.

Candidates that originated from job board applications or cold sourcing in Jobtoolz may be better represented as Bullhorn Leads rather than Candidates if the organization uses Bullhorn's Lead-to-Candidate conversion workflow. We preserve the original source (job_board, referral, linkedin, direct) in Bullhorn's LeadSource field and recommend the split during scoping based on the customer's intake process. If all candidates are sourced applicants, Lead mapping is skipped and all records land as Bullhorn Candidates.

Jobtoolz Application records link a Candidate to a Vacancy and store stage history and submission date. We map Application status to the Bullhorn JobSubmission status (New, Forwarded, Interview, Offer, Placement, Rejected), with the original Jobtoolz stage name preserved in a custom field jtz_original_stage__c. JobSubmission requires a parent JobOrder (from the Vacancy mapping) and a parent Candidate, so Vacancy records must import before Applications to satisfy the foreign key.

Jobtoolz Vacancy objects map to Bullhorn JobOrder. Standard fields (title, department, location, employment_type, description, salary_min, salary_max) map to Bullhorn JobOrder equivalents. The Vacancy status (active, paused, closed, draft) maps to JobOrder status with Bullhorn's published status values (Active, On Hold, Cancelled, Closed). Custom vacancy fields in Jobtoolz map to Bullhorn custom fields on JobOrder, configured during the Bullhorn schema setup phase.

Jobtoolz allows fully custom stage names and counts per vacancy or globally, with no enforced schema. We capture the complete stage sequence during scoping, document it in a stage mapping table, and reconstruct it in Bullhorn as either a custom Candidate status picklist (for global stages) or as stage values on the JobSubmission workflow (for vacancy-specific stages). Bullhorn's standard JobSubmission workflow has fixed status values; custom stages that exceed Bullhorn's allowed count are collapsed into the nearest equivalent and flagged in the mapping documentation for customer approval.

Jobtoolz supports custom fields on candidate records. We export the full custom field schema (field name, type, values) during discovery and recreate equivalent custom fields on Bullhorn Candidate using Admin > Field Mappings. Bullhorn imposes a finite limit on standard custom fields per entity; if the customer's custom field count approaches this limit, we recommend migrating to Bullhorn Custom Objects (2 on ATS Growth, 10 on Front Office/Enterprise) before field-heavy migrations proceed.

Resume files, cover letters, and attachments exported from Jobtoolz via the authenticated session are re-attached to the corresponding Bullhorn Candidate record via ContentDocument and ContentDocumentLink. We preserve the original file name and MIME type. Bullhorn's inline resume display renders common formats (PDF, DOC, DOCX) directly in the candidate slideout. Attachments are linked at the Candidate level; if a document is associated with both a Candidate and a Vacancy in Jobtoolz, it is attached to the Candidate record with the JobSubmission relationship noted in the file description field.

Jobtoolz team member accounts map to Bullhorn User records. We match by email address. Any Jobtoolz user without a corresponding Bullhorn User goes into a reconciliation queue for the customer's Bullhorn admin to provision. Role and permission structures differ significantly — Jobtoolz's role model maps to Bullhorn's permission set and profile model, and we assign default recruiter permissions with a documented list of any accounts requiring elevated Bullhorn access (admin, billing, reporting) for manual review.

Jobtoolz's careers site content and employer branding assets are accessed via the Jobtoolz Content API (the only fully authenticated API endpoint available). We export careers page text, job ad templates, and company branding as structured content. Bullhorn's career portal and JobOrder description fields are the destination for this content. Full careers site migration (URL redirects, branded templates) is out of scope for the ATS migration; we deliver the content package and a separate careers site migration handoff document.

Jobtoolz department assignments on Vacancies map to Bullhorn JobOrder BusinessSector field or a custom picklist field depending on the department count. Departments that do not map to Bullhorn standard values become custom picklist entries created during the schema setup phase.

Jobtoolz tracks how each Application entered the system (job board, careers site, referral, direct). We map the source to Bullhorn's standard LeadSource picklist values where a direct equivalent exists. Non-standard source values in Jobtoolz migrate to a custom text or picklist field on JobSubmission for reporting continuity.

Jobtoolz stores vacancy location as free text or structured fields depending on configuration. We parse the location into Bullhorn's JobOrder address components (address city, address state, address country) for each JobOrder. Locations that cannot be cleanly parsed become free-text JobOrder City entries with a flag for manual review. Bullhorn's geo-mapping and map-based search features rely on structured address fields, so accurate parsing directly affects these feature functions.