12-Step Checklist: Migrating from Bullhorn to a New ATS 2026

An ATS migration is the process of moving your candidate records, job orders, client contacts, pipeline stages, and workflow automations from one applicant tracking system — in this case Bullhorn — to a replacement platform, while keeping active placements and open searches running without disruption.

Agencies leave Bullhorn for many reasons: pricing that has scaled beyond budget as headcount grew, a UI that the team finds slower than alternatives, integration gaps with newer job boards and communication tools, or a strategic decision to move toward a more recruiter-centric workflow. Whatever the reason, a migration that is not planned carefully creates two categories of risk: data loss and business disruption.

This 12-step checklist is designed to eliminate both.

Key Takeaways

• Data mapping is the most critical — and most underestimated — phase of any ATS migration. Expect to spend 30–40% of your migration timeline on data preparation alone.

• Never run a live migration on a platform your team has not tested for at least two weeks with real (but non-critical) data.

• US staffing industry revenue: $183 billion in 2024 according to Staffing Industry Analysts 2025 forecast, creating competitive pressure to have recruiting infrastructure that supports higher placement volume.

• Keep Bullhorn active in read-only mode for at least 30 days after go-live so the team can reference historical records during the transition period.

• Automate the post-migration candidate re-engagement sequence so leads that went cold during the transition are systematically followed up.

Who This Checklist Is For

This guide fits recruiting and staffing agencies with:

• 5–100 recruiters currently on Bullhorn

• Active pipelines with 50+ candidates in various stages

• A decision to migrate already made — this is an execution guide, not a buying guide

• IT support available (even part-time) to manage data exports and imports

Red flags: Skip this checklist if your migration is primarily driven by price alone and your team is deeply trained on Bullhorn's UI — retraining costs often exceed the savings in the first 12–18 months. Also skip if you are mid-peak-season (January–March for contract staffing, September–November for perm) — migrations that run during peak hiring periods create avoidable disruption.

Pre-Migration Reality Check

Before beginning the checklist, answer these questions honestly:

• Do you know exactly how many candidate records, job orders, and client contacts are in Bullhorn? Run a record count from the admin panel.

• Have you received a data export sample from Bullhorn's support team and verified it contains all fields you need?

• Has your target ATS confirmed it can ingest Bullhorn's export format (or provided a migration tool)?

• Do you have an executive sponsor — a managing director or owner — who has committed to the migration timeline and can prevent scope creep?

If the answer to any of these is no, resolve those gaps before starting Step 1.

The 12-Step Bullhorn Migration Checklist

Step 1: Audit your current Bullhorn data

Generate a complete data audit from Bullhorn's admin panel. Document:

• Total candidate records (active, inactive, archived)

• Total job orders (open, filled, cancelled, archived)

• Total client/contact records

• Custom fields you have created (these require special mapping attention)

• Active automations, workflows, and email sequences

• Integrations currently connected to Bullhorn (LinkedIn Recruiter, job boards, VMS portals, payroll)

This audit is your migration scope document. Any record category you do not audit now will surface as a problem on migration day.

Step 2: Request a full data export from Bullhorn

Contact Bullhorn support and request a full data export in CSV format. Specifically request:

• Candidate master record CSV (all fields, including custom fields)

• Job order CSV with associated candidate pipeline stage

• Contact/client CSV

• Activity log CSV (notes, calls, emails) — this is often overlooked and is critical for maintaining relationship context

• Attachment manifest (résumés, cover letters, documents linked to candidate records)

Allow 5–10 business days for Bullhorn to generate the export for large databases. Do not assume the export will be clean — plan time to review and clean it before import.

Step 3: Map Bullhorn fields to your new ATS schema

Every ATS uses slightly different data models. Bullhorn uses "Candidates," "Jobs," and "Placements" with specific field names. Your new ATS may use different labels, require different formats (date formats, phone number formatting, dropdown values), or not support every Bullhorn custom field.

Build a field mapping document — a spreadsheet with one row per field — that shows:

• Bullhorn field name → Target ATS field name

• Data type in Bullhorn (text, date, dropdown, multi-select)

• Data type in target ATS

• Transformation required (e.g., format conversion, value remapping)

• Fields with no equivalent in the target ATS (document these for manual review)

This mapping document is the foundation of a clean import. Do not skip it.

Step 4: Clean your Bullhorn data before export

A migration is an opportunity to clean your database — or a risk of migrating years of bad data into your new system. Before exporting:

• Merge duplicate candidate records (Bullhorn's merge tool or a data cleaning tool like OpenRefine)

• Archive candidates who have not been active in 24+ months (check your target ATS for storage pricing before deciding)

• Standardize phone number formats, state abbreviations, and skill tag values

• Remove test records, dummy jobs, and internal-only contacts that should not migrate

A clean export takes longer to prepare but dramatically reduces import errors and onboarding confusion.

Step 5: Run a test import with a sample dataset

Before importing your full database, run a test import with 100–200 representative records. Use records that include:

• Standard candidate records

• Records with custom fields populated

• Records with attachments (résumés, documents)

• Records with activity log entries (notes, calls)

Review the import results carefully. Identify any fields that did not map correctly, any attachments that failed to transfer, and any records that the system flagged as errors. Fix the mapping and data issues in your cleaning step before running the full import.

Step 6: Configure the new ATS before data arrives

While data preparation is underway, your system administrator should configure the new ATS:

• Build out pipeline stages that match your current Bullhorn workflow (or intentionally redesign them if the migration is also a process improvement opportunity)

• Create user accounts for all recruiters, managers, and administrative staff

• Configure email integration (Gmail/Outlook connection)

• Set up job board integrations (Indeed, LinkedIn, ZipRecruiter)

• Build permission levels and access controls

• Configure custom fields for any Bullhorn custom data that the new system supports

Completing this configuration before the data arrives means the system is ready to use on migration day, not still being built.

Step 7: Migrate active pipeline first — separately

Do not migrate your entire database in one batch. Prioritize your active pipeline: candidates in open jobs, jobs with active client searches, and any candidate scheduled for an interview or placement in the next 30 days.

Migrate these records first and validate them manually before migrating historical data. Each recruiter should verify their own active records immediately after the active pipeline migration. This ensures that no live placement is disrupted.

Step 8: Migrate historical records in batches

After the active pipeline is confirmed clean, import historical records in batches of 5,000–10,000 at a time. Each batch should be:

• Imported overnight to avoid system slowdown during business hours

• Reviewed the following morning for import errors

• Spot-checked by 2–3 recruiters against their known historical records

Batching also makes it easier to roll back a specific import if a field mapping error is discovered, rather than having to roll back the entire database.

Step 9: Rebuild automations and workflow templates

Bullhorn's automated workflows, email templates, and candidate communication sequences do not migrate automatically — they need to be rebuilt in the new ATS.

Use the migration as an opportunity to audit your current automations:

• Which sequences are actively driving placements?

• Which were built for use cases that no longer exist?

• Are there workflow gaps in Bullhorn that you want to address in the new system?

InMail acceptance rate: 10–25% for generic outreach vs. 40–60% for personalized sequences according to LinkedIn Talent Insights 2024 — which means your reactivation and follow-up sequences should be redesigned for the new platform's capabilities, not just replicated. According to SHRM 2024 Talent Acquisition Benchmarks, recruiter onboarding to a new ATS platform takes an average of 4–6 weeks before productivity returns to baseline, reinforcing the need for structured training before go-live.

Step 10: Train recruiters before go-live, not after

Schedule training sessions two weeks before the planned go-live date. Training should cover:

• How to add, search, and update candidate records

• How to advance candidates through pipeline stages

• How to log activity (calls, emails, notes) correctly

• How to submit job orders and link candidates

• How to use any automation or workflow features

Do not wait until go-live day to start training. Recruiters who learn on live data with active placements in progress make more errors than those who have practiced in a staging environment first.

Step 11: Go live with a parallel-run period

For the first 30 days after go-live, keep Bullhorn active in read-only mode. This means:

• All new activity is logged in the new ATS

• Recruiters can reference historical notes and records in Bullhorn if needed

• No new data is entered in Bullhorn (it is a reference archive only)

The parallel-run period prevents data panic. Recruiters who cannot find a record in the new system can check Bullhorn without disrupting the migration timeline.

Step 12: Automate post-migration candidate re-engagement

Candidates who were in early pipeline stages during the migration likely experienced a communication gap. Automate a re-engagement sequence that goes out in week two post-migration:

• A message acknowledging the gap and re-introducing your team

• A request to update their job preferences and availability

• A brief of current open roles relevant to their profile

This sequence can run through US Tech Automations' recruitment automation workflows, your new ATS's built-in email, or a tool like the ones described in our LinkedIn Recruiter project syncs to ATS guide. The goal is to recover pipeline momentum that was lost during the transition.

ATS Comparison: Bullhorn vs Crelate vs JobAdder vs US Tech Automations

Where Bullhorn genuinely wins: For staffing firms above 50 recruiters with complex VMS integrations and enterprise-level reporting needs, Bullhorn's depth is hard to match. The platform's ATS, CRM, and onboarding modules are purpose-built for high-volume staffing operations.

Where Crelate and JobAdder genuinely win: For firms under 25 recruiters looking for a modern UI, faster onboarding, and predictable pricing, both Crelate and JobAdder offer compelling alternatives to Bullhorn. The trade-off is less enterprise-level depth.

When NOT to use US Tech Automations: If your primary need is a new ATS with a better UI, US Tech Automations does not solve that — it works alongside your chosen ATS to automate cross-system workflows. It is the right fit when you want your ATS to trigger actions in your email, LinkedIn, payroll, or communication tools automatically, rather than relying on recruiters to manually initiate each step.

Migration Timeline: Realistic Expectations

Average time-to-fill for white-collar roles: 44 days according to SHRM 2024 Talent Acquisition Benchmarks — which means a migration that disrupts even two weeks of recruiter productivity has a measurable impact on placement revenue. Planning the migration for a slower business period reduces that risk.

ATS data migration error rate: up to 30% of records affected when field mapping is skipped or incomplete, according to Gartner 2024 Enterprise Data Migration Report — the primary reason structured field mapping (Step 3) is non-negotiable before any import begins.

Recruiter ramp time on new ATS platforms: 4–8 weeks to full productivity according to Staffing Industry Analysts 2024 Workforce Technology Report — which means firms that begin training two weeks before go-live (Step 10) arrive at full productivity 2–4 weeks earlier than those who train on go-live day.

Post-Migration Health Check: Key Metrics to Monitor

Track these metrics in the first 30 days after go-live to catch problems early.

Common Migration Mistakes to Avoid

Migrating without a field mapping document. The single most common cause of data loss in ATS migrations is failing to map custom fields before import. If a field does not exist in the target system, the data goes nowhere.

Cancelling Bullhorn before the parallel run is complete. Bullhorn's per-user billing is significant, and the temptation to cancel immediately after go-live is real. Resist it. Thirty days of overlap is cheap insurance against the discovery of missing records six weeks post-migration.

Underestimating recruiter resistance. Even if the new ATS is objectively better, recruiters who have used Bullhorn for years will feel disoriented. Budget time and patience for the adaptation period. A migration that the team resents fails operationally even if it succeeds technically.

Not migrating activity logs. Relationship context — the notes a recruiter took after a candidate call, the reason a placement fell through, the history of client interactions — lives in Bullhorn's activity log. Failing to migrate this data means recruiters lose institutional memory. According to LinkedIn Talent Solutions 2024 Recruiter Productivity Report, relationship context captured in ATS activity logs is cited by 67% of recruiters as their most valuable long-term asset when managing repeat clients.

Glossary of ATS Migration Terms

Data migration: The process of transferring records from one system to another, including data transformation to match the target system's schema.

Field mapping: A document specifying how each field in the source system corresponds to a field in the target system, including any required data format transformations.

Parallel run: A period during which both the old and new systems are active simultaneously — the old in read-only mode, the new receiving all new data.

Staging environment: A test instance of the new ATS configured identically to the production environment, used for training and test imports before go-live.

VMS (Vendor Management System): A third-party platform used by large employers to manage their contingent workforce and supplier relationships — a common integration point for Bullhorn.

Pipeline stage mapping: The process of aligning your current ATS's pipeline stage names and definitions to the equivalent stages in the target ATS.

FAQs

How long does a full Bullhorn migration take?

A well-planned migration for a 10–30 recruiter firm typically takes 6–10 weeks from initial data audit to go-live. Larger firms with more complex data and integrations can take 12–16 weeks. Rushing the timeline is the primary cause of data loss.

Can I migrate Bullhorn resumes and attachments?

Yes, but it requires extra steps. Bullhorn stores résumés and attachments as files linked to candidate records. Your export should include a file manifest. The target ATS must support bulk document import, and attachment file names must be mapped to the correct candidate records. Test this thoroughly in your sample import.

What happens to Bullhorn automation workflows?

Bullhorn Automation workflows do not export — they must be rebuilt manually in the target ATS. Use the rebuild as an opportunity to audit which workflows are actually driving placements and simplify those that are not.

Should I migrate archived candidates?

It depends on your data storage costs and how often archived candidates are actually searched. A reasonable rule: migrate candidates with at least one placement in the last three years. Archive older records in Bullhorn's exported CSV files rather than importing them.

How do I keep clients informed during the migration?

Most clients do not need to know about your ATS migration. What they care about is continuity of service. Ensure your recruiters' email addresses and contact information remain unchanged, that open job orders continue to be actively worked, and that there is no gap in candidate submissions.

Next Steps

A Bullhorn migration is a significant operational undertaking, but it is manageable with the right preparation. The 12 steps above give you a structured path from data audit to go-live without losing candidate records or disrupting active placements.

For related recruiting automation guides, see our resources on best ATS options for small staffing agencies, Lever vs Greenhouse for staffing agencies, and best recruiting CRM options for agencies under 100 employees.

If you want to automate the post-migration re-engagement sequence and candidate follow-up workflows in your new ATS, explore how US Tech Automations fits your recruiting stack or visit ustechautomations.com.

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