A Simple Deduplication Strategy for Bullhorn

Duplicate candidate records slow down recruiters, create confusion, and waste valuable resources. However, deduplication doesn’t have to be a complex, never-ending task. A simple, periodic approach can keep your database manageable without overwhelming your team.

Here’s how to execute a straightforward, recurring deduplication process using clear decision points and minimal manual effort.

1. Define When and How Often to Deduplicate

Instead of treating deduplication as a daily or constant effort, schedule it as a regular maintenance task—just like cleaning up old job postings or updating recruiter workflows.

Recommended Cadence:

• Quarterly: Most effective for keeping the database fresh without overloading your team.
• Bi-Annually or Annually: If resources are limited, a yearly cleanup can still yield significant improvements.
• Trigger-Based: Run deduplication before major projects, migrations, or automation rollouts.

2. Identify What to Check for Duplicates

‍The most reliable fields for detecting duplicates depend on what’s consistently available in your system. Use a tiered approach to avoid merging the wrong records.

‍Basic Duplicate Checks:

‍✅ Email Address – If two records share the same email, they’re likely duplicates.
✅ Phone Number – Works best when numbers are standardized (e.g., removing spaces, dashes).
✅ LinkedIn Profile or Social URLs – Unique identifiers that rarely change.

‍Secondary Checks for Extra Confidence:

‍✅ Full Name + Location – Useful when combined with another identifier.
✅ Full Name + Job Title + Company – Helps verify candidates with multiple profiles.

‍3. Set Simple Rules for Handling Duplicates

‍Once duplicates are identified, you need clear rules for merging or archiving records to avoid accidental data loss.

‍Merge vs. Keep Separate

‍✔ Merge If:

• One record is more complete than the other (has a resume, more contact info, or recent updates).
• The records have identical contact details but slight differences in other fields.
• A recruiter has already flagged it as a duplicate.

❌ Keep Separate If:

• The records belong to different people with similar names (common in industries like healthcare or IT).
• One record is a former placement and should be preserved separately.
• There’s a recent update on both, and merging might overwrite valid data.

💡 Tip: When in doubt, keep both records and tag one as “Needs Review” instead of merging immediately.

‍4. Automate What You Can, Review What You Can’t

‍While full automation isn't always feasible, some parts of the deduplication process can be simplified with built-in ATS features.

🔹 Use Bullhorn’s Duplicate Detection Features – If available, set up rules to flag duplicates before they are added.
🔹 Batch Export for Manual Review – Pull a report of likely duplicates and assign a recruiter to spot-check before merging.
🔹 Use a Simple Naming Convention – If merging manually, add a note (e.g., "Merged from John Doe (Old) - 02/2025") to track changes.

‍5. Prioritize Actionable Updates

‍Deduplication should lead to better recruiter efficiency, not just a cleaner database. Use the process to:

📌 Ensure Each Candidate Has:
✅ At least one valid email or phone number
✅ A recent resume (if available)
✅ A clear job history or title to improve searchability

🔹 Flag Unusable Records: If a candidate has no valid contact information, consider archiving them rather than keeping unusable records.

‍6. Make Deduplication a Habit, Not a Burden

‍To avoid a massive cleanup project later, make deduplication part of your regular database maintenance:

🔹 Assign a Small Time Block: Dedicate a few hours per quarter to review flagged duplicates.
🔹 Incorporate into Recruiter Workflows: Train recruiters to check for existing records before creating a new one.
🔹 Use a Simple Tagging System: Mark old, inactive, or questionable records as "Needs Review" instead of deleting them immediately.

‍Recap

‍A periodic, structured deduplication process can be far more practical for your team than an over-engineered solution. By focusing on the right data points, setting simple merge rules, and running reviews quarterly or bi-annually, you can keep your candidate database usable without making it an overwhelming task.

‍Start simple: Choose one deduplication trigger (email, phone, LinkedIn), define basic merge rules, and run the process quarterly. Even a small improvement in data quality will lead to more placements, better recruiter efficiency, and higher engagement rates.

‍Next step: Set a calendar reminder for your next deduplication review and start small!