Migrate from Vacancy Filler to Bullhorn ATS & CRM

Vacancy Filler Vacancies map directly to Bullhorn Job Orders. The Vacancy title, department, location, salary range, and status migrate to Bullhorn JobOrder title, Department, Address, Salary, and Status. Posting dates migrate to Bullhorn dateStart. Bullhorn JobOrder has a jobBoardList field that we populate with the extracted job board posting records from Vacancy Filler. Vacancy status of open, closed, filled, or on-hold maps to Bullhorn JobOrder status values, with the customer deciding whether archived vacancies migrate at all or only active postings.

Vacancy Filler Candidate profiles map to Bullhorn Candidate records. Name, email, phone, address, and work history fields migrate directly. CV and resume attachments migrate as Bullhorn Resume files linked to the Candidate via ContentDocumentLink. Where a Candidate in Vacancy Filler has been added to multiple Vacancies or a Talent Pool, the Bullhorn Candidate record is created once and referenced by multiple JobOrders through the CandidateJobOrder join.

Vacancy Filler Applications (the join record between a Candidate and a Vacancy) map to Bullhorn CandidateJobOrder records. Application status (applied, shortlisted, interview, offer, rejected, withdrawn) maps to the CandidateJobOrder status field. Screening scores and notes from Vacancy Filler migrate as custom fields on CandidateJobOrder. The Candidate and JobOrder references are resolved at migration time using the name and title dedupe keys.

Vacancy Filler user accounts (name, email, role, team assignment) map to Bullhorn User records. We match by email as the dedupe key. Permissions and role structures are not portable between systems; we export the full user-role matrix as a separate mapping table and recommend the customer manually rebuild Bullhorn role configurations after migration. Users without an email match in the destination Bullhorn org go to a reconciliation queue for admin provisioning.

Vacancy Filler tracks which job boards each Vacancy was posted to as linked posting records. We extract board name, posting URL, posting date, and status and load them as entries in the Bullhorn JobOrder jobBoardList field. This preserves the posting history for audit purposes even though Bullhorn distributes postings through its own Bullhorn Distribution network post-migration.

Vacancy Filler Talent Pools are distinct from active applications; they hold longlisted candidates for future roles. Bullhorn has no native Talent Pool object. We migrate talent pool membership as Bullhorn Candidate List records (named per the original Vacancy Filler pool) with the candidates linked via CandidateListItem records. The customer chooses whether to migrate all talent pools or only active ones, and whether to set an expiry on pool membership in Bullhorn.

Vacancy Filler supports bespoke screening questions per Vacancy. Each question schema is stored at vacancy level and answers at application level. We extract the question schema for each Vacancy, group vacancies by common question sets, and map answers to Bullhorn CandidateJobOrder custom fields or Candidate custom fields depending on whether the question is vacancy-specific or candidate-general. Vacancies with unique one-off question sets receive individual mapping treatment with explicit customer sign-off before migration.

Test results and scores attached to Vacancy Filler Applications migrate as custom fields on the Bullhorn CandidateJobOrder record. Raw scores and pass/fail labels transfer directly. Where Vacancy Filler uses a specific assessment provider, we preserve the assessment name as a field label and the score value; the destination Bullhorn org's admin configures any new assessment integration post-migration.

Vacancy Filler interview records (date, time, interviewer(s), format, outcome notes) map to Bullhorn Event records linked to the relevant CandidateJobOrder. Interview format (in-person, video) migrates to Event location or a custom Event field. Interviewer names resolve to Bullhorn User references where users exist in the destination; otherwise they store as text. Outcome notes migrate to Event description. Bullhorn's native calendar integration (Google Calendar, Outlook) is configured separately post-migration.

Vacancy Filler Onboarding Records include new-hire document completion status, induction checklist progress, and start-date details. Bullhorn does not have a native onboarding record object; we map onboarding fields to custom fields on the Placement record (or a custom Onboarding object if the customer licenses Bullhorn Onboarding). Onboarding records in Vacancy Filler are frequently incomplete for mid-year migrations or active hiring pipelines. We flag each incomplete record with a completion-percentage custom field rather than silently dropping them and defer to the customer on backfill scope.

Vacancy Filler's Agency Module stores preferred recruitment agencies with name, contact, specialism, and tier. We export these as Bullhorn Corporate records with a type field set to Agency and load them into the destination as a separate agency list. Bullhorn's corporate record supports address, primary contact, and custom fields for specialism and tier, enabling the agency's preferred agency list to be maintained in Bullhorn post-migration.

Vacancy-level notes and internal comments in Vacancy Filler migrate as Bullhorn Note records linked to the corresponding JobOrder via ContentDocumentLink. Note body migrates as rich text. The note author and creation date are preserved as metadata on the Note. This is a lower-priority pass executed after the primary record migration.