Migrate from Smart Recruit Online to Bullhorn ATS & CRM

Smart Recruit Online Candidate records map directly to Bullhorn Candidate. The candidate's name, email, location, phone, and sourced-from metadata transfer as standard Bullhorn Candidate fields. Smart Recruit Online CustomField arrays (fieldId/valueId/valueLabel) map to Bullhorn Custom Object fields; Bullhorn Support must provision the Custom Object schema before migration, and we push field data via Bullhorn REST API once the schema is active. Candidate ID is preserved as an external ID field for audit and cross-reference.

Smart Recruit Online Job records map to Bullhorn JobOrder. The Job title, location, employment type, experience level, department, and function transfer as standard JobOrder fields. Job status (Open, Closed, Draft) maps to JobOrder status values. We extract the Smart Recruit Online Job ID and store it as an external ID on JobOrder for reconciliation. Multiple Smart Recruit Online Postings linked to a single Job merge into the JobOrder with distribution tracked separately in Bullhorn.

Smart Recruit Online Postings represent job advertisements on individual job boards linked to a Job via jobAdId. Multiple Postings per Job map to Bullhorn JobOrder distribution metadata fields. The posting name, reference number, released date, and location (including remote flag) transfer. Job board-specific URLs and the Smart Recruit Online-controlled distribution status do not migrate; we document the distribution state at migration time and provide a reposting checklist for the customer to re-publish through Bullhorn's native distribution integrations.

Smart Recruit Online Application records link a Candidate to a Job with a current pipeline stage status. These map to Bullhorn JobSubmission records, with the Application status mapped to a Bullhorn JobOrder status or custom JobSubmission status value. Application submission date, last-modified date, and assigned Hirer transfer. We resolve the Smart Recruit Online Hirer reference to a Bullhorn User record by email match; if no matching User exists, the submission is held in a reconciliation queue for the customer's Bullhorn admin to provision before the migration phase.

Smart Recruit Online Hirer objects represent internal users who own Jobs and Applications. We extract all Hirer records and match by email address against Bullhorn User accounts. Bullhorn requires an active User record for OwnerId assignment on JobOrder, JobSubmission, and Candidate records. Hirers without a Bullhorn User match enter a reconciliation queue; we do not create Bullhorn User records as part of the migration because User provisioning requires admin-level access and SSO configuration that is out of scope for data migration.

Smart Recruit Online uses configurable pipeline stages within Jobs. Stage names, order, and associated automations vary by tenant configuration. We extract the current stage definitions during scoping and map them to Bullhorn JobOrder Record Types and Sales Processes. Each Smart Recruit Online pipeline becomes a Bullhorn Record Type with stage values that whitelist the applicable status options. Stage probability percentages transfer to Bullhorn stage probability fields, rounded to integer values.

Smart Recruit Online CustomField objects use a fieldId/valueId/valueLabel structure that is entirely tenant-defined. Bullhorn Custom Objects must be provisioned by Bullhorn Support using the Custom Object Setup Sheet, with field display name, edit type (drop-down, free text, picker), and required flag defined upfront. Bullhorn editions limit the number of Custom Objects (ATS Growth: 2; Front Office Growth/Enterprise: 10) and the number of fields per object (55). We capture the full Smart Recruit Online custom field schema during scoping, validate field edit types against Bullhorn limits, and flag any overflow before migration begins.

Smart Recruit Online Job records include structured department and function fields (id and label). We migrate these as standard Bullhorn JobOrder fields. Department maps to a custom picklist or text field on JobOrder; function maps to the standard JobOrder.title or a custom field depending on the customer's field mapping preference. We recommend establishing the picklist values in Bullhorn Field Maps before migration.

Candidate email threads accessible via the Smart Recruit Online candidate detail endpoint migrate to Bullhorn Note records linked to the Candidate via ContentDocumentLink. Thread integrity depends on the email having been sent through Smart Recruit Online natively; externally routed or forwarded emails may not have complete thread context. We migrate email subject, body, timestamp, and sender-recipient metadata as Note records, preserving the recruiter's visible communication history.

Resume files and attachments associated with Smart Recruit Online Candidates and Applications can be exported via the API. File URLs from Smart Recruit Online storage require re-hosting because the source storage is Smart Recruit Online-controlled. We preserve file metadata (filename, upload date, file type) and re-upload to Bullhorn as ContentDocument records linked via ContentDocumentLink to the Candidate or JobSubmission. The customer configures Bullhorn document storage limits based on their tier.

Smart Recruit Online offer records (available on higher tiers) include status and offer details. Bullhorn does not have a dedicated Offer object; placement records are created as Bullhorn Placement records once a candidate is hired. We migrate offer status (Accepted, Declined, Pending) as a custom field on the related JobSubmission or as a note. Offer templates and approval workflows require manual setup in Bullhorn and are out of scope for data migration.

Smart Recruit Online workflow rules, approval chains, and stage-triggered actions live in the platform configuration layer and are not data records. We do not migrate workflow definitions. We export the active workflow definitions as a structured audit document with trigger, conditions, actions, and recommended Bullhorn Automation equivalent, which the customer's Bullhorn admin rebuilds in Bullhorn Automation. Bullhorn Automation supports record-triggered, time-based, and event-based triggers that partially overlap with Smart Recruit Online workflow triggers.