Overview
Access Volcanic enables a seamless connection between your website and Bullhorn CRM. With Bullhorn integration, you can map registration forms and job fields, automate job publishing, and synchronise candidate applications efficiently. Built-in troubleshooting tools help maintain smooth, reliable data flows.
📌Note: Setting up Bullhorn integration requires a chargeable service with the Access Volcanic onboarding team.
Key Benefits
Seamless Job Posting: Automatically publish and manage job listings from Bullhorn.
Real-Time Data Sync: Ensure up-to-date candidate and job information across platforms.
Custom Field Mapping: Flexibly map your registration and job fields to match CRM structures.
Improved Candidate Tracking: Easily follow application statuses and ownership assignments.
Efficient Support Processes: Fast issue resolution through structured troubleshooting and support tickets.
Requesting Bullhorn Integration
To integrate Bullhorn with your Access Volcanic site, a chargeable service request must be submitted to our Professional Services team. They will assist in creating the necessary app within your site and ensure the integration is configured to match your specific requirements.
To request Bullhorn setup:
Review the Bullhorn setup service in the Access Volcanic Service Catalogue.
Submit your request using Access FlexPoints.
Reach out to your Account Manager or Customer Success Manager to begin the setup process.
Mapping Registration Forms to Bullhorn
After creating your registration form, map the fields to Bullhorn:
Log in to Volcanic as an Admin
Click the Settings button at the top.
Click Apps (under Site).
Click User Mappings next to Bullhorn.
Map each Volcanic registration question to the appropriate Bullhorn field.
A red asterisk (*) indicates unmapped or unavailable fields.
Mappings appear in two columns:
Volcanic Registration Questions
Remote Candidate Field (Bullhorn)
🤓Tip: If you update your registration form, revisit this section to update the mappings accordingly.
Mapping Job Fields to Bullhorn
To ensure jobs publish correctly:
Log in to Volcanic as an Admin
Click the Settings button at the top.
Click Apps (under Site).
Click Job Mappings next to Bullhorn.
Some fields like Job Title, Job Description, and Application Email map automatically.
Use additional Bullhorn fields like Division (Customtext) to map to Disciplines in Access Volcanic.
Ensure exact character matches (including case and special characters).
Create corresponding disciplines in Access Volcanic if new divisions are added to Bullhorn.
🤓Tip: Always use Core Questions where possible to streamline data mapping into Bullhorn.
Core Questions and Best Practices
To ensure key job and user fields map over correctly, admins should use Core Questions when setting up registration and application forms.
How to Add:
Edit your registration or application form.
Click the Core Question icon in the question list.
Select a question you want to add (greyed-out options are already added). See the full list below:
CVs
Cover Letters
Avatar
Title
First Name
Last Name
Email
Email Preference
Locale
Location ID
Time Zone
Optionally edit or customise the question.
Click the blue Submit button to save.
Watch the video below for your visual guidance:
📌Note: Core Questions are available with Platform forms only (registration and application forms) and are designed for optimal integration with CRMs like Bullhorn.
Publishing Jobs from Bullhorn
To publish jobs:
Ensure the Job Status is set to Open
Then publish the job to your website.
Visit Bullhorn’s publishing guide for detailed publishing steps.
📌Note: Jobs will not publish if required mapping fields (e.g. Discipline) are empty or mismatched.
Quick Apply and User Field Mapping
Access Volcanic offers a Quick Apply feature that allows candidates to create an account directly through a job application form, bypassing the registration form.
While convenient, this can lead to missing mandatory registration fields and result in incomplete user records in your CRM.
To prevent this:
Match important user fields across forms: Ensure key fields, especially mandatory ones, appear on both the registration and job application forms. To do this:
Log in as an admin
Edit your Registration and Job application forms
Add any key or mandatory user fields you want candidates to provide.
Edit the question fields in the preview.
Ensure the field's permalinks match on both forms
🗒️Note: Use Core Questions: Core Questions automatically maintain matching permalinks across both forms if not edited.
Alternative: Force users to login before applying:
Enable Force user login to apply to require candidates to complete registration before applying for jobs. To do this:
Log in as an Admin
Click the Settings tab at the top
Click Site (under Site)
Scroll down to the Jobs heading.
Tick the Force user login to apply option.
Scroll down to click the Submit button.
🗒️Note: Enabling Force user login to apply may impact the candidate user journey.
Job Alert Accounts and Data Quality
Access Volcanic also offers Job Alert Accounts, allowing candidates to register for job alerts through a form (commonly located at the bottom of the job search page). This creates a basic account, often with just an email address.
If not properly managed, this can cause incomplete user records being sent to Bullhorn.
To prevent this:
Require users to log in for job alerts:
Enable Require users to be logged in to sign up for job alerts to force candidates to register first before signing up to job alerts. To do this:
Log in as an Admin
Click the Settings tab at the top
Click Site (under Site)
Scroll down to the Job Alerts & Notifications heading.
Tick the Require users to be logged in to sign up for job alerts option.
Scroll down to click the Submit button.
Alternative: Control which candidate data is sent to Bullhorn:
In the Bullhorn App Settings, adjust the Send data to Bullhorn for... options, to restrict when Volcanic sends candidate data over. To do this:
Log in as an Admin
Click the Settings tab at the top
Click Apps (under Site)
Click Bullhorn (Under Apps).
Scroll down to Candidate Settings and look for the Send data to Bullhorn for... option.
Select either of the below options:
all candidates except when we only hold an email address (ie ignore candidates who have only subscribed to Job Alerts)
only candidates that have filled out their profile and have uploaded a CV
Scroll down to click the Update Bullhorn button.
Match key fields across forms: Like with Quick Apply accounts, ensure registration and application forms are aligned with matching permalinks for important fields.
🗒️Note: This ensures data consistency even if candidates create accounts via job alerts first.
📌Note: When editing Bullhorn candidate settings, this will impact all future candidates (not existing ones). Ensure that you won't be excluding any future candidates you'd want access to in your CRM.
FAQs
Q1: My CV fields aren't parsing correctly in Bullhorn.
Answer: Parsing is handled directly by Bullhorn. Please contact Bullhorn Support for assistance.
Q2: Why is the candidate owner incorrect in Bullhorn?
Answer: Submit a support request through the Access Support Portal to update whether the candidate owner is set to Volcanic API User or Job Owner.
Q3: Why are jobs not expiring after being closed in Bullhorn?
Answer: Ensure the job expiry has not been manually overridden in Access Volcanic. Set the job's publish date to a past timestamp if needed.
Q4: Why are candidate registrations or candidate data missing in Bullhorn?
Answer: If candidates used Quick Apply, mandatory user fields from the registration form may not have been completed, resulting in incomplete data being sent. To prevent this:
Ensure key fields are duplicated across registration and job application forms, with matching permalinks.
Consider enabling "Force user login to apply" so candidates must register before applying.
Q5: Why are candidates with only an email address appearing in Bullhorn?
Answer: If candidates register via Job Alert Accounts only, they may only provide an email address. To prevent incomplete profiles:
Enable "Require users to be logged in to sign up for job alerts".
Review Bullhorn App settings to limit syncing only to candidates who have completed profiles or uploaded CVs.
Q6: Why is the job location displayed incorrectly between CMS and CRM?
Answer: Raise a support case including the CRM type, job reference, expected location, and incorrect location shown.
Q7: Why are closed jobs still live on the website?
Answer: Closed jobs can stay live if expiry dates were manually updated. Set the job publish date to a past timestamp to resolve this.
Q8: Why is candidate information not being sent to Bullhorn?
Answer: Ensure all required fields are correctly mapped. If they are, contact Support and provide the following:
Action: E.g. Registration or Application.
CRM: E.g. Bullhorn
Examples from the last 7 days. This should ideally include:
Date/Time: The date/time of the action.
Candidate email
Screenshots/recordings: If applicable/relevant
Volcanic User ID: To find the ID:
Log into Volcanic as an Admin
Click Roles
Click View next to Candidates.
Search for the candidate (e.g. using email address)
Click Edit next to the candidate's profile.
Copy the page link or URL (this contains the User ID).
Provide this URL to Support.
Watch the video below for your visual guidance:
