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Database Migrations

Merging Two Bullhorn Databases After an Acquisition: Tips for Success

CIQ Data Success Team
February 7, 2025

Merging two Bullhorn databases is a complex and high-stakes project, often necessitated when one staffing firm acquires another. A successful merge ensures business continuity, preserves valuable candidate and client data, and prevents operational disruptions. Below are the key tips and best practices for merging two Bullhorn databases effectively.

1. Define the Goals and Success Metrics

Before merging, establish clear objectives:

  • Data Quality Improvement: Ensure that records are complete, accurate, and free from duplicates.
  • Operational Continuity: Maintain recruiter productivity and minimize downtime.
  • Process Standardization: Align data structures, workflows, and reporting across both databases.
  • Compliance & Security: Ensure that the merged database adheres to legal and industry regulations.

Key Success Metrics:

  • Percentage of duplicate records resolved
  • Increase in recruiter efficiency (e.g., time saved per search)
  • Reduction in data errors (invalid contact details, job history gaps, etc.)
  • Faster candidate search and match results
2. Conduct a Comprehensive Data Audit

‍Each Bullhorn database may have its own structure, inconsistencies, and data hygiene challenges. Before merging, conduct a thorough audit of both databases.

‍Audit Focus Areas:

  • Data Completeness: Identify missing fields (e.g., phone numbers, email addresses, job history).
  • Duplicate Records: Find and resolve candidates or contacts that exist in both systems.
  • Field Mapping Issues: Ensure that fields in one system align with the corresponding fields in the other.
  • Outdated Information: Detect and clean up records with obsolete or inactive contact details.
3. Standardize Data Structures & Field Mapping

‍Merging databases means ensuring that fields, categories, and values are aligned between both systems.

‍Common Field Mapping Challenges:

  • Different labels for the same data (e.g., "Work Email" vs. "Primary Email")
  • Varying job title formats (e.g., “Software Engineer” vs. “Sr. Software Engr.”)
  • Multiple address formats (e.g., “NYC” vs. “New York City, NY”)
  • Varying candidate sources and ownership rights in Bullhorn

Best Practice:

  • Develop a field mapping document that translates records from one system to another.
  • Use test data mapping before applying changes to the entire database.
4. Deduplicate & Clean the Data

‍Duplicate records are inevitable when merging two databases. However, resolving them correctly ensures better data integrity.

‍Key Steps:

  1. Identify duplicates based on name, email, phone number, and job history.
  2. Merge intelligently – avoid losing valuable recruiter notes, candidate engagement history, and past placements.
  3. Prioritize newer, verified data over outdated information.
  4. Automate where possible – leverage mass update tools to clean and standardize data efficiently.
5. Plan for API & Integration Adjustments

‍Once data is merged, ensure that Bullhorn integrations (e.g., job boards, automation tools, analytics dashboards) are configured correctly.

‍Checklist:

‍✅ Update API keys and authentication settings
✅ Adjust automation workflows to reflect the new data structure
✅ Sync third-party tools (e.g., texting/email services, analytics platforms)

‍6. Test the Merged Database Before Going Live

‍Before rolling out the merged Bullhorn database, conduct a pilot test with a subset of records.

‍Testing Areas:

  • Candidate search and retrieval speed
  • Accuracy of field mappings and deduplication logic
  • Functionality of automation and email/text campaigns
  • Recruiter feedback on usability
7. Communicate & Train Your Team

‍A database merge can disrupt recruiter workflows if they aren’t properly trained on the new system.

‍Action Items:

  • Provide clear documentation on data changes, new processes, and best practices.
  • Offer live training to address recruiter concerns and ensure adoption.
  • Create a support channel for reporting post-merge issues.
8. Monitor, Optimize & Continuously Improve

‍Even after a successful merge, data maintenance is an ongoing process.

‍Ongoing Steps:

  • Regular data audits to detect errors or inconsistencies
  • Automated updates for contact information and job history
  • Monitoring email/text campaign performance to spot engagement issues
  • Ensuring compliance with GDPR & CCPA if applicable
Final Thoughts

‍Merging two Bullhorn databases requires careful planning, structured execution, and continuous optimization. By prioritizing data quality, recruiter usability, and automation efficiency, staffing firms can ensure a seamless transition that enhances recruitment performance.