You’ve got Bullhorn, with all its bells and whistles. You’ve got candidates and vacancies on your system, and hopefully you’ve even got many automations operating in the background. If you’re using Bullhorn automations but don’t track their progress, you could be missing out on huge time-saving recruitment strategies. Tracking your automations ensures they’re doing their job – saving you time and boosting your team’s productivity.
Bullhorn Automation is there to make your life easier, and while you should be regularly adding to your list of automations, you should also make sure to check on them, should processes change. Let’s take a look at how to track your automations, both manually and through your everyday processes.
Use Map View To Organise Your Bullhorn Automations
The average recruitment agency automates more than 20,000 emails, texts, updates, notes and tasks each year, and this is only increasing. With so many processes being automated, it can be hard to keep up with what’s going on.
Map View is a way to help you plan and release automations that you’re working on in an easy to view flow chart. Unlike the default list view when you look at your automations, Map View works by categorising your automations into work groups that you can add and move around. It’s like its own project management tool: think Asana, Trello or otherwise.
A handy way to use Map View is to categorise your automations based on what stage they’re at, such as in draft, for approval, needs review, or live. You could group these further into the type of automation, such as contractor care, job matching, and data cleaning.
If you need content to be able to push an automation live, you can add these automations to their own group so you know where they’re at in their journey. This might be sitting with your marketing team, for example, so you know to chase them after a certain point.
Tracking Outside of Bullhorn Automation
To stay on top of your automations, maintain a results tracker with essential details like the automation name, purpose, and owner, to keep accountability clear. We suggest you create a master spreadsheet or use software like Asana or Trello to track everything. Regularly updating the implementation date, last review date, and status (active, paused, or retired) ensures that your workflows stay relevant and effective. Measuring time saved per week or month and calculating the ROI (return on investment) will help justify automation efforts and identify areas for improvement.
Beyond performance metrics, it's also important to track last modification date, issues identified, and upcoming review dates, to ensure continuous optimisation. Adoption is another key factor—monitoring last training date, user feedback, and adoption rate helps gauge whether your team is fully leveraging the automation. By consistently reviewing these factors, you can fine-tune your Bullhorn automations to maximise efficiency, save time, and drive better recruitment outcomes.
Judge Performance Based On Your Sales
If your desk is very much a “hand to mouth” approach, then you’re probably not making efficient use of your time. Successful recruitment isn’t about luck; automations give you the way to contact the right candidates at the right time with the right message. What this means is, you can track how your Bullhorn automations are working based on the amount of time you’re saving or diverting back into business development.
Think about your sales cycle. Where are the bottlenecks? Are they in:
Poor quality data
Screening
CV-to-interview process
Offers, rejections, pipeline
Securing placements
Receiving job intakes
Sourcing, advertising, shortlisting
Business development
Account management
The good news is, automations can be applied to each of these areas. Bullhorn Automation can unlock so many opportunities, but recruiters often don’t know what they’re missing out on.
You can measure how effective each automation is by comparing the time it saves you in each stage of the recruitment cycle. For example, if you’ve automated candidate sourcing and CV-to-interview processes, track how much faster these steps lead to placements or how many more candidates you’re able to engage in a shorter period.
Alternatively, you can do all this by integrating Bullhorn reporting and analytics. This will help you track KPIs like response rates, interview conversion rates, or time saved in each stage of the recruitment cycle. You’ll get a clearer picture of how your automations contribute to overall productivity and bottom-line results.
You can track recruiter performance through Bullhorn Analytics, so everyone can be on the same page.
Question The Amount of Candidates Against Searches
If you’re running searches for jobs and you have to sift through hundreds of results, this could be an indication that you’ve got dirty data. You can’t honestly say that all of them are the perfect match for the same job.
You have dirty data if candidates are:
Missing telephone numbers
Missing email addresses
Duplicates
Showing old job titles
Showing old contact information
And that’s just the tip of the iceberg!
This is where automations can do the heavy lifting for you. Instead of manually sifting through the same 50 contacts that you know are incorrect/outdated/unhelpful, sort them out. As an example, you can set automations to regularly prompt candidates to update their contact details, ensuring you only ever work with accurate, up-to-date information. Data cleansing in Bullhorn gives you smarter searches and better targeted candidate outreach, directly leading to more efficient recruitment processes.
Your CRM should be your single point of truth, so regularly making sure it’s up to date is just common sense. Question the amount of candidates being returned for job searches so you can keep track of how your Bullhorn automations are cleaning up your data.
However, it’s equally as important to audit these automations. As your recruitment processes grow and change, regular audits become essential. Even a well-built automation might become inefficient over time due to changes in your workflow, candidate preferences, or business objectives.
Overall, incorporating a structured approach to tracking your Bullhorn automations not only saves you time, but also ensures your recruitment efforts are as efficient and data-driven as possible. Regular audits and consistent performance tracking will keep your automations aligned with your business goals, making your processes smarter and your results even stronger.
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