Migrate from SumTotal to Bullhorn ATS & CRM

SumTotal learner records map to Bullhorn Candidate. We extract firstName, lastName, email, custom profile fields, and employment status from /apis/api/v1/users. Learner suspension or inactive status in SumTotal maps to Candidate's isDeleted flag or a custom inactive reason field. Bullhorn requires distinct email addresses per Candidate; duplicate emails trigger a dedupe warning we surface for admin resolution before import.

SumTotal company records (from the HRMS module) map to Bullhorn ClientCorporation. Company name, address, industry, and custom fields transfer directly. We use companyName as the dedupe key during import. ClientCorporation must exist before any Candidate records that reference it are imported.

SumTotal training transcripts map to custom fields on the Bullhorn Candidate record. Completion date, course name, score, and credit flag become individual custom fields (type: text, date, number, or checkbox depending on the data). Bullhorn caps custom fields per entity; we scope the field count during discovery and recommend a structured custom object for organizations with high training volume rather than burning through the Candidate field limit.

SumTotal compliance certifications carry expiry dates, renewal rules, and audit metadata that have no native Bullhorn equivalent. We export the certification name, issue date, expiry date, and status to custom fields on Candidate. Renewal rules and audit trail metadata that cannot fit within the custom field limit are attached as Bullhorn Note records linked to the Candidate, timestamped with the original certification metadata.

SumTotal courses cannot map to any standard Bullhorn entity because Bullhorn has no native LMS module. We create a custom object named Course__c (or similar admin-approved API name) with fields for courseTitle, courseDescription, courseVersion, metadataFields, and prerequisites. Course-to-curriculum associations are stored as a junction custom object or as a multi-select field on Course__c.

SumTotal curricula bundle multiple courses into learning paths with ordering and deadline configurations. We create a Curriculum__c custom object and a junction object CurriculumCourse__c to store curriculum-to-course associations and the sequence order. Deadline rule configurations are documented as a text field or as Bullhorn Note for admin reference during rebuild.

Instructor-Led Training sessions in SumTotal include session metadata (date, time, venue, instructor) and registration records with attendance status. We create ILTSession__c for session data and Registration__c as a child custom object linked to Candidate for attendance records. Room-level facility data that SumTotal may store separately is often not fully exported; we flag any missing venue records during discovery.

SumTotal Goals are gated behind enterprise-tier licensing and do not have a native Bullhorn equivalent. We export goal records as raw data to a Goal__c custom object or attach as Bullhorn Note on the Candidate for admin review. Bullhorn's ATS focus means performance management must be handled by a separate HRMS or by a Bullhorn-compatible third-party integration post-migration.

SumTotal Performance Reviews (360-degree feedback, ratings, reviewer assignments) have no Bullhorn equivalent and cannot be imported. We extract raw review data as a JSON export for the customer's HR admin to evaluate for re-entry into a performance management tool. Review templates, scoring rubrics, and template-specific fields cannot be migrated in structured form.

SumTotal's learner assignment rules, deadline escalation workflows, and notification triggers are stored as automation configuration objects, not as data records. The REST API exports learner data and course records but does not export automation rules. We document which workflows exist and deliver a written inventory with triggers, conditions, and actions for the customer's Bullhorn admin to rebuild using Bullhorn Automation.

SumTotal allows custom fields on learner profiles. We capture custom field definitions (name, type, validation rules) during discovery and recreate them as Bullhorn Candidate custom fields using Admin > Field Mappings. Field types are mapped: text to text, number to number, date to date, checkbox to checkbox, and multi-select to Bullhorn multi-select picklist. Bullhorn's per-entity custom field limit is confirmed before migration to avoid truncation.

SumTotal's Content Library holds course metadata, taxonomy categories, and folder structure that governs content browsing. We export course records with their metadata fields but cannot replicate the folder/category hierarchy via API. The course records land in Course__c; the customer rebuilds the taxonomy in Bullhorn's category or tag structure manually or via a Bullhorn partner.