Migrate from Keka to Bullhorn ATS & CRM

Keka Employee records map to Bullhorn Candidate for organizations with active recruiting operations. Contact fields (name, email, phone, address) map directly. Employment details (title, hire date, employment status) migrate to Candidate custom fields or Bullhorn Custom Objects if the Bullhorn edition supports them. Keka's org assignments (Legal Entity, Business Unit, Department, Location) are stored as custom text fields on the Candidate record. For internal HR use cases where Bullhorn is used for employee record-keeping without active recruiting, Keka Employees may map to Bullhorn User records with a configuration decision required during scoping. Bullhorn editions with Bullhorn CRM include Candidate and Contact as separate objects — Keka Employees typically map to Candidate when staffing is in scope.

Keka's four-tier org hierarchy (Legal Entity → Business Unit → Department → Location) has no direct Bullhorn equivalent. Bullhorn ClientCorporation represents a company or client but does not model a legal entity hierarchy. We collapse all four tiers into a flat structure: Legal Entity maps to ClientCorporation name or a custom field; Business Unit and Department map to custom text fields (e.g., customText1, customText2); Location maps to ClientCorporation address fields (city, state, country). The original four-tier structure is preserved as a concatenated custom field on each record for post-migration reconstruction.

Bullhorn has no native leave management or time-off accrual object. We create Bullhorn Custom Objects (where the Bullhorn edition supports them: up to 10 Custom Objects with 55 fields each on Front Office Growth/Enterprise; 2 on Bullhorn ATS; none on ATS Growth) to preserve Keka leave balances, accrual rules, leave types, and approval statuses. Each employee's leave balance becomes a Custom Object record linked to the Candidate. Leave type labels (e.g., Sick, Vacation, LOP) are stored as custom picklist values. If the Bullhorn edition does not support Custom Objects, leave data is delivered as a CSV export with a field mapping table for the customer to rebuild in their preferred tool.

Keka's gamified attendance system captures check-in/check-out timestamps, shift assignments, and overtime. Bullhorn has no attendance tracking object. We export raw attendance logs with timestamps, shift patterns, and overtime flags as Custom Object records (where supported) linked to the Candidate. If Custom Objects are not available in the target Bullhorn edition, attendance data is delivered as a structured CSV export with field mapping documentation for the customer's HR admin to import into a dedicated time-tracking tool post-migration.

Keka payroll records include salary components, statutory deductions (PF, TDS, ESI), reimbursements, and effective-dated pay run records. Bullhorn ATS does not model payroll or compensation history. We export all payroll runs ordered by effective date to preserve sequencing, map pay component labels to a Custom Object schema (where supported), and deliver compensation data as a structured record set. Indian statutory fields (PF account number, ESI number, TAN) map to custom fields on the PayrollHistory Custom Object. If Custom Objects are unavailable, payroll history is delivered as a CSV with a mapping table and an explicit note that Bullhorn does not process payroll natively.

Keka's Perform module manages review cycles, review instances, employee groups, and configurable performance band names (e.g., Exceeds, Meets, Needs Improvement). Bullhorn has no native appraisal or performance management object. We export each review cycle as a Custom Object record (where supported) with the review date, reviewer, reviewee, and original band label preserved in a text field. Band labels are mapped to the closest numeric equivalent (e.g., Exceeds = 5, Meets = 3, Needs Improvement = 1) using a configurable mapping table the customer reviews before migration. If Custom Objects are unavailable, performance data is delivered as a CSV with field mapping documentation.

Keka Hire requisitions and position-level job data map to Bullhorn JobOrder. Keka's job title, job description, number of positions, employment type (full-time, part-time, contract), and requisition status map directly to Bullhorn JobOrder fields (title, description, numOpenings, employmentType, status). Keka's position-based hiring tracking (multiple positions per job, introduced late 2024) maps to Bullhorn JobOrder with multiple JobSubmission records created per placement if applicable. We preserve Keka's requisition ID as a custom field on the JobOrder for audit trail.

Keka Hire candidate records map to Bullhorn Candidate with email as the primary dedupe key. Candidate fields (name, email, phone, resume/CV, source, status) migrate directly. Keka's candidate scorecards and interview feedback (rating, comments, interviewer, date) map to Bullhorn Candidate custom fields or to a Custom Object (InterviewFeedback) if the edition supports it. Candidate submission history from Keka Hire maps to Bullhorn JobSubmission records linked to the Candidate and JobOrder. We resolve Candidate deduplication by email before insert to avoid creating duplicate candidate profiles in Bullhorn.

Keka's structured interview scorecards with configurable rating criteria and free-text feedback do not have a native Bullhorn equivalent. Interview feedback is stored in a Custom Object (InterviewFeedback) with fields for the candidate (CandidateID), job order (JobOrderID), interviewer name, interview date, rating score, and comments. If Custom Objects are unavailable in the target Bullhorn edition, feedback is delivered as a CSV export linked by candidate email and job order ID.

Keka document storage (offer letters, contracts, ID proofs, policy acknowledgements) and custom document fields attached to employee profiles migrate to Bullhorn as ContentDocument records linked via ContentDocumentLink to the parent Candidate, JobOrder, or ClientCorporation record. We export the binary file, the original filename, the document type label from Keka's custom field, and the upload date. Bullhorn's file size limits and supported file types apply. Documents without a clear Bullhorn parent entity are attached to the Candidate record by default.

Keka PSA covers projects, billable and non-billable time entries, retainer invoicing, and credit notes. Bullhorn ATS has no native PSA or project billing module. We export Keka PSA project assignments, time entries, and billing records as a structured CSV with metadata identifying the billing model (time-based or retainer) and invoice status. The customer maps these records to Bullhorn Invoice (if Bullhorn Billing is licensed) or to their preferred third-party billing tool post-migration.

Keka workflow automations (Job Workflows and Global Workflows tied to hiring pipeline events) are platform-native configuration objects. Bullhorn workflows (Bullhorn Automation, formerly Herefish) use a different automation model. We do not migrate workflow definitions as code. We audit every active Keka workflow, document its trigger conditions, actions, and recipients in a written inventory, and deliver the handoff to the customer's Bullhorn admin for rebuild in Bullhorn Automation or via Bullhorn's workflow builder.