Migrate from TalentFlow to Bullhorn ATS & CRM

TalentFlow Talents map to Bullhorn Candidate records. We extract the full Talent record including name, contact information, representation status, bio text, and headshot reference. The headshot URL migrates as an external link stored in a custom Candidate field since Bullhorn does not natively store headshots on the Candidate object. Any representation agent or manager linked to the Talent becomes a User lookup or custom field in Bullhorn. We flag talents without a valid email address for the customer's review before import because Bullhorn requires an email for candidate deduplication.

TalentFlow Clients (hiring companies or production entities) split into Bullhorn ClientCorporation (the organization) and ClientContact (the hiring manager or internal recruiter contact). The Client name becomes ClientCorporation name; primary and secondary contacts from TalentFlow become ClientContact records with a link to the corporation. Industry, website, and address fields map directly. If TalentFlow stores multiple contact persons under one Client, we create one ClientCorporation and multiple ClientContact records, all linked.

TalentFlow Jobs map to Bullhorn JobOrder records. Job title, description, location, pay range, employment type, and status migrate as standard Bullhorn JobOrder fields. The job status workflow (open, filled, cancelled, on hold) maps to Bullhorn's JobOrder status field. We preserve the Client link by resolving the ClientCorporation record created in the prior phase. If the TalentFlow job has custom fields, we map these to Bullhorn custom fields or custom objects depending on Bullhorn edition.

TalentFlow Submissions (linking a Talent to a Job with stage, submitted date, and feedback) map to Bullhorn JobSubmission records. The Candidate reference comes from the Talent migration; the JobOrder reference comes from the Job migration. Submission stage (applied, screening, interview, offer, rejected, placed) maps to JobSubmission status with a custom mapping table built during discovery. Feedback notes migrate as Note records linked to the JobSubmission. We preserve submission order to maintain the candidate pipeline history in Bullhorn's candidate筒application view.

TalentFlow Contracts capture agreement terms between agency and client or talent. Bullhorn uses Placement for placed candidates but does not have a native Contract entity. We map Contract records to Bullhorn Placement with commission rate, effective dates, and terms stored in custom fields on the Placement. If the TalentFlow Contract is not tied to a placed candidate (e.g., a retainer agreement), we store it as a custom object record linked to the relevant ClientCorporation. The customer reviews the custom field schema during discovery to confirm the contract data they need accessible in Bullhorn.

TalentFlow Deals track placement revenue and commission structures. We map Deals to Bullhorn Opportunity with deal value mapped to Amount, expected close date to CloseDate, and stage to Opportunity stage. The deal's linked Talent and Client resolve to the migrated Candidate and ClientCorporation. Commission rate and payout details from TalentFlow become custom Opportunity fields since Bullhorn stores commission through back-office integrations rather than natively. We confirm the customer's commission workflow during scoping to determine whether Opportunity or a custom object is the appropriate destination.

TalentFlow custom fields are per-account and discovered during live scoping. We map Talent custom fields to Bullhorn Candidate custom fields and Job custom fields to Bullhorn JobOrder custom fields. Bullhorn edition determines how many custom fields are available per object (55 per entity). If the TalentFlow custom field set exceeds Bullhorn's per-entity limit, we escalate the overflow to Bullhorn Custom Objects, which are scoped to specific Bullhorn editions (ATS Growth 0, ATS 2, Growth/Enterprise 10 with 55 fields each). The customer reviews the discovered custom field list before migration mapping is finalized.

TalentFlow attachments linked to Talents (resumes, headshots) and Jobs (job descriptions as PDFs) migrate to Bullhorn's document model. We export files from TalentFlow and re-associate them using Bullhorn's document linking (Candidate筒Documents, JobOrder筒Documents, Placement筒Documents). File type is detected and mapped to the appropriate Bullhorn document type. Headshots for TalentFlow Talents store as external URL references in Candidate custom fields since Bullhorn does not natively display headshots on candidate cards.

TalentFlow user accounts (agents, admins) migrate to Bullhorn User records with roles and permissions. We resolve TalentFlow users by email match against the Bullhorn destination User table. Role naming conventions differ between platforms (TalentFlow roles are entertainment-agency-oriented; Bullhorn roles follow staffing-vertical permissions), so we map each TalentFlow role to the closest Bullhorn equivalent and flag any roles without a clear Bullhorn analog for the customer's admin to configure. Inactive TalentFlow users migrate as inactive Bullhorn Users to preserve historical assignment data.

Free-text notes and feedback entries on Talent, Job, and Submission records migrate as Bullhorn Note records linked via ContentDocumentLink to the parent record. We preserve the note author and timestamp. Bullhorn's Note model differs from some ATS platforms in that notes are stored as ContentDocument entities, so the linking relationship is via ContentDocumentLink rather than a direct parent-child field. We set the IsPrivate flag to false for all migrated notes unless the original TalentFlow note was explicitly marked private, which we confirm during discovery.

TalentFlow's configurable submission pipeline stages (applied, screening, interview, offer, placed, rejected) map to Bullhorn JobOrder status values and JobSubmission status values. We build a custom status configuration in Bullhorn that mirrors the TalentFlow stage order, names, and any automation triggers. Bullhorn's JobOrder status is a standard picklist, while JobSubmission status is more granular. We configure both during the Bullhorn setup phase before any data loads to ensure stage mapping is consistent across the migration.

TalentFlow tags applied to Talents, Jobs, or Submissions migrate as Bullhorn label custom fields (single-select or multi-select picklist depending on whether a TalentFlow record can hold multiple tags). We map tag names directly where possible and flag any tags that do not fit Bullhorn's picklist value constraints. The customer chooses whether to create a new label taxonomy in Bullhorn or map to an existing label set during discovery. Unmapped tags are preserved in a custom text field for later manual categorization.