Migrate from Roubler to Bullhorn ATS & CRM

Roubler Employee records map to Bullhorn Candidate. Core fields (firstName, lastName, email, phone, employmentType, startDate, position assignment) migrate directly. We flag any Employee without a valid email address because Bullhorn Candidate requires an email for the candidate record to be actionable. EmploymentType (full-time, part-time, casual) migrates to a custom Candidate field for segmentation. Employees who are internal admin staff rather than candidates to be placed are mapped to ClientContact instead; the customer specifies this split during scoping.

Roubler Employees who are internal staffing agency staff (recruiters, account managers, back-office users) rather than candidates to be placed migrate to Bullhorn ClientContact. We extract these records by matching against the customer's specified user list or by identifying records with no position assignment in Roubler. ClientContact requires a firstName, lastName, email, and a linked ClientCorporation record, which we create as a placeholder corporation for the staffing agency's own organization.

Roubler Position records (role definitions with FTE value, task list, and employment model) map to Bullhorn JobOrder. The Position title becomes JobOrder title, FTE value maps to a custom field on JobOrder, and position tasks become JobOrder description bullets. Roubler's demand-based rostering data linked to POS integrations migrates as a custom field on JobOrder capturing the expected hours-per-week allocation.

Roubler Roster and Shift records (time, location, assigned Employee) map to Bullhorn Placement when the assignment represents a placed candidate. The Shift start and end time becomes Placement startDate and endDate. Location migrates to Placement location field. Demand-based shift auto-generation data from POS integrations becomes a custom field on Placement. Open shifts and provisional assignments are flagged as draft Placement records for customer review before final import.

Roubler Leave entitlements, accrual history, and current balances map to custom fields on the Bullhorn Candidate record. Each leave type (annual, sick, long service) becomes a separate decimal field capturing the current balance. Accrual rates and effective dates migrate as metadata fields. Bullhorn does not have a native leave management object, so this data lives as flat custom fields on the Candidate. Leave rules tied to award interpretation cannot be preserved as active rules; we document the award name and entitlement structure in a separate compliance handoff sheet for the customer's HR admin.

Roubler Timesheet records link to rostered shifts and include clock-in/out events and hours worked. We aggregate timesheet data by pay period and migrate the totals as custom fields on the related Placement record (for placed workers) or as a historical timesheet summary attached to the Candidate record. Bullhorn Middle Office handles time capture for staffing firms post-migration; we document the migration of historical timesheet totals so the back-office team can reconcile against any payroll runs that continue in a separate payroll system.

Roubler Payroll Run summaries (gross/net amounts, pay period, run date) are exportable but have no Bullhorn equivalent because Bullhorn is an ATS/CRM and does not include payroll processing. We extract payroll run summaries as a structured CSV report and deliver it alongside the migration, flagging any runs that are still open or locked in Roubler at the time of extraction. If the customer uses Bullhorn Middle Office, we document the payroll run data mapping for integration into the back-office payroll module post-migration.

Roubler Onboarding records include tasks, document collection status, and employee setup steps. We migrate the current state of each onboarding workflow as custom fields on the Bullhorn Candidate (document collection status flags) and as Bullhorn Task records for pending onboarding steps that need completion post-migration. In-progress onboarding tasks do not transfer meaningfully as active workflows; we deliver a written onboarding task checklist for the customer's admin to complete in Bullhorn.

Roubler custom fields on Employee and Position objects migrate as custom fields on the corresponding Bullhorn object (Candidate or JobOrder). We export custom field names and values as flat key-value pairs and create matching custom fields in Bullhorn during the pre-migration schema setup phase. Field type mapping requires manual alignment: Roubler text fields map to Bullhorn text fields, date fields to date fields, picklist fields to picklist fields with the same option values.

Roubler integrations with Xero, MYOB, QuickBooks Online, Workable, and POS systems store webhook URLs, credentials, and mapping rules that are not exportable via the API. Integration configuration must be rebuilt in Bullhorn or in a third-party integration layer post-migration. We deliver a written inventory of each active Roubler integration with its endpoint URLs, data flow direction, and object mapping so the customer's admin can reconfigure in Bullhorn or through Bullhorn's App marketplace.

Employee documents (contracts, certifications, IDs) uploaded to Roubler are not retrievable through the public API. We cannot migrate binary file assets automatically. We alert the customer during discovery so they can export documents manually via Roubler's UI or through a screen-capture process before the migration window closes. We provide a document naming convention that maps each file to the corresponding Candidate record in Bullhorn for manual re-upload post-migration.

Roubler Employees who have system access map to Bullhorn User records by email match. Any Roubler Employee without a matching Bullhorn User goes to a reconciliation queue for the customer's Bullhorn admin to provision before record import resumes. Bullhorn ATS Growth edition does not include API access; we confirm the destination Bullhorn edition during scoping and flag if API-disabled tiers are in use.