Migrate from Mosaic HCM to Bullhorn ATS & CRM

Mosaic HCM Employee records map to Bullhorn Candidate records using name, email, phone, address, employment dates, and job title as the dedupe key. We map Mosaic's hire_date to Candidate.dateCreated, termination_date to a custom candidate status field, and job_title to the primary skills and title fields. Resume files attached to Mosaic employee records migrate as Bullhorn CandidateAttachments. Active employees (status = Active) become Active Candidates in Bullhorn; terminated employees become Inactive Candidates for historical reference.

Mosaic HCM's multi-EIN structure (each legal entity is a separate EIN on the same database instance) requires splitting before Bullhorn load. We ask Mosaic's export to include the EIN field on every employee record and validate entity assignment per record. Each EIN maps to a Bullhorn ClientCorporation record with the company name, tax ID, and address. Employees assigned to a given EIN are linked to that ClientCorporation via the Candidate-to-ClientCorporation relationship. This split is critical for staffing firms managing multiple legal entities for different states or client groups.

Effective-dated compensation records from Mosaic HCM (salary, hourly rate, bonus, equity) map to a Bullhorn custom object (available up to 10 on Front Office Growth/Enterprise editions) linked to the Candidate. Each compensation record stores effective date, pay type, amount, currency, and change reason. We preserve the full compensation history as a series of custom object records ordered by effective date. If Bullhorn ATS Growth edition is the destination (no custom objects), compensation history maps to custom fields on the Candidate record with only the most recent effective record migrated.

Mosaic HCM benefits plan assignments (medical, dental, vision, coverage tiers, dependent information) map to a Bullhorn custom object linked to the Candidate. We store plan name, coverage level (Employee, Employee+Spouse, Family), enrollment status, and effective dates. Historical enrollments at period boundaries are included for compliance audit reference. Benefits carrier information and policy numbers migrate as text fields. If the destination is Bullhorn ATS Growth, benefits data is omitted from migration and flagged for the customer's HR team to maintain in a separate benefits administration tool.

Mosaic HCM payroll data—pay runs, YTD earnings, tax withholdings, garnishments, direct deposit allocations—is sensitive and restricted-access data. Bullhorn does not have a native payroll module (staffing firms use Bullhorn Payroll or third-party integrations like Employdrive). We do not migrate payroll data to Bullhorn. We flag payroll history extraction as a separate workstream and recommend a dedicated payroll migration tool or the customer's Bullhorn payroll partner for any payroll data that needs to move to a connected system.

Mosaic HCM time entries and PTO/leave accrual balances are migrated as Bullhorn Candidate custom fields holding the most recent accrual balances (PTO balance, sick balance, and any negative balance flags as of the migration date). Bullhorn does not have a native time-tracking module for internal employees. For staffing firms with internal W-2 staff, we recommend connecting Bullhorn to a lightweight HRMS (Gusto, BambooHR, Paylocity) post-migration for time and leave tracking. Temp worker time tracking remains in Bullhorn's Placement-based time and expense submission if using Bullhorn Time & Expense.

Employee documents stored in Mosaic HCM (offer letters, signed forms, performance reviews, I-9s) are extracted as files and attached to the corresponding Bullhorn Candidate record via CandidateAttachment. We associate each file with the correct Candidate using the employee email as the matching key. Document type (Offer Letter, I-9, Performance Review) is stored as a Bullhorn CandidateAttachment type field. Bullhorn's file size limits and supported formats (PDF, DOCX, images) are respected during upload. Documents without a matching Candidate are held in a reconciliation queue.

If Mosaic HCM's ATS module is in use, candidate records, application data, and job postings migrate to Bullhorn Candidate and Job records. We map application status, source (Indeed, LinkedIn, direct), and associated job postings. Inactive candidates (no activity in 12+ months) are flagged and migrated as Inactive Candidates to preserve the historical recruiting pipeline without inflating active candidate counts in Bullhorn. Job orders from Mosaic ATS migrate as Bullhorn Job records with status (Open, Filled, Closed) preserved.

Mosaic HCM position records (headcount budget, FTE allocation, position title) map to Bullhorn Job records for active recruiting openings. For internal headcount planning positions not tied to an active job order, we create Bullhorn custom object records in a Position object linked to the ClientCorporation. Position budget and FTE fields migrate as custom fields on the Job or custom Position object. If no Bullhorn ATS Growth edition is the destination (no custom objects), headcount planning data is omitted and flagged for the customer's workforce planning tool.

Mosaic HCM's configurable workflows (HR approval chains, onboarding steps, task routing) are platform-specific and do not export as data. We document every active Mosaic workflow during discovery with its trigger, conditions, and actions, and deliver a written workflow inventory to the customer's Bullhorn admin. Bullhorn's native Workflow feature and Bullhorn Automation (Herefish) are rebuilt by the admin post-migration based on the inventory. This documentation step is scoped into the migration engagement.

Mosaic HCM users (HR admins, payroll managers, timekeepers) with active Bullhorn seats map to Bullhorn User records by email match. We extract every distinct Mosaic user referenced on employee records and validate against the Bullhorn destination's User table. Any Mosaic user without a Bullhorn User is placed in a reconciliation queue for the customer's Bullhorn admin to provision. Inactive Mosaic users are migrated as inactive Bullhorn Users for historical assignment tracking.

Mosaic HCM custom employee properties (fields built during implementation, not part of the standard UKG Ready schema) are enumerated during the discovery session and mapped to Bullhorn Candidate custom fields or custom object fields. Bullhorn's edit-type limits apply: up to 20 fields each of checkbox, dropdown, mini picker, radio, text, or picker types per custom object. Any Mosaic custom field exceeding Bullhorn's edit-type constraints is flagged during scoping and discussed with the customer before migration. Custom field mapping is validated in Bullhorn Sandbox before production migration.