How Inbound Sourcing Connections and Integrations Create Bad Data (And How to Fix It)

Inbound sourcing integrations can be a powerful tool for staffing firms, automatically pulling candidate data from job boards, LinkedIn, and other external sources into Bullhorn. However, without proper oversight, these connections can introduce significant data quality issues that ultimately slow down recruiters, reduce efficiency, and undermine the effectiveness of your outreach and automation efforts.

Common Scenarios Where Inbound Sourcing Creates Bad Data

1. Duplicate Candidate Records

Scenario: The same candidate applies for multiple jobs using different emails or resumes, and each submission creates a new record instead of updating an existing one.

Fix: Implement deduplication rules that match candidates based on multiple attributes (e.g., name, phone, email) and use automated merging tools to consolidate redundant profiles.

2. Missing Name Values

Scenario: Resumes and applications sometimes fail to capture a candidate’s full name, leading to incomplete records that are difficult to search and filter.

Fix: Use data validation rules to ensure that name fields are always populated before a record is saved.

3. Wrong Location Data

Scenario: Candidates list outdated or incomplete addresses, and integrations may misplace city, state, or zip code information in the wrong fields.

Fix: Implement address standardization tools that cross-check location details against postal databases and verify city-state alignment.

4. Non-Functional or Outdated Contact Information

Scenario: Phone numbers and email addresses may be outdated, incorrect, or formatted improperly, leading to failed outreach efforts.

Fix: Use an enrichment service to validate emails and phone numbers in real time before importing data. Standardize how missing information is filled using data parsing and external validation tools.

5. Junk Data from Web Scraping Tools

Scenario: Some integrations pull excessive or irrelevant data, such as footers, metadata, or outdated employment history from poorly structured sources.

Fix: Implement filtering rules to clean and normalize incoming data, removing irrelevant information before it enters your ATS.

6. Inflated Database with Non-Engaged Candidates

Scenario: Automated inbound sourcing can flood your database with candidates who are not actively seeking jobs or who have already been placed.

Fix: Use engagement tracking and scoring to prioritize candidates who interact with outreach efforts. Set expiration dates on candidate records that have been inactive for extended periods.

7. Job Titles or Experience Misalignment

Scenario: An ATS integration misparses a candidate’s work history, leading to incorrect job titles, missing skills, or mismatched employment dates.

Fix: Optimize parsing algorithms and conduct routine data validation checks. Where possible, use multiple data sources to cross-check key candidate details.

8. Email & Phone Number Overwrites Leading to Miscommunication

Scenario: Enrichment tools sometimes overwrite valid emails and phone numbers with secondary or outdated contact details.

Fix: Use a hierarchy rule to prioritize original candidate-provided contact information over externally sourced updates. Maintain a log of historical contact changes.

Best Practices to Maintain Clean Data in Bullhorn

• Automate Data Audits: Schedule routine audits to identify duplicates, outdated records, and incorrect mappings.
• Use Data Normalization Tools: Ensure that all incoming data conforms to a standardized structure before entering your database.
• Implement a Candidate Engagement Strategy: Track interactions to determine whether a candidate record is worth keeping or should be archived.
• Enforce Input Controls: Set validation rules for incoming data fields to prevent incorrect formatting and missing values.
• Monitor API and Integration Logs: Keep an eye on sourcing integrations to quickly spot anomalies in the data they are pulling.

By proactively addressing these issues, staffing firms can ensure their inbound sourcing efforts remain an asset rather than a liability, keeping databases accurate, efficient, and easy to manage.