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Candidate Sourcing Process (Bullhorn

CRM)
Section 1 - Goal:

To increase training efficiency, and ensure consistency and compliance in the

sourcing process.
Section 2 - Method:

The steps below are to be followed to source candidates into Bullhorn CRM
for specific roles.
1.
2.
3.
4.
5.
6.
7.
8.

Identify the vacancy and evaluate the need.

Develop the position description.
Develop the recruitment plan.
Search for candidates.
Maintain quality of job candidates by developing a shortlist.
Reach out to the candidates.
Select hire.
Finalize recruitment.
APPENDIX 1 USING BULLHORN

Section 3 - Steps:

These are the sequence of actions to be done on a daily basis. The steps
provide opportunities to departments in aligning staff skill sets to initiatives
and goals, and also for departmental and individual growth. Proper planning
and evaluation of the need will lead to hiring the right person for the role and
team.
1. Newly created position will be received via email from the Interim
Manager.
Conduct a quick analysis of the given task. Check for gaps.
Review the role.
2. A well-written description of the position posted.
General information varies for each position being sourced, which
includes:
- Basic position / Working title
- Pay information

- Department name
Position Specifications
- Full- Time or Part- Time
- The number of openings
Essential functions- describes the duties and responsibilities of a
position. Job seekers will have a clear understanding of the role and
duties to be performed.
Minimum requirements
- Duties and responsibilities of the job.
- Soft skills
Preferred qualifications
- Primary qualifications of skills and experience in addition to basic
qualifications.

Example:
Our client in the Gaming industry has partnered with TW-Technology
Resources to find a Senior Software Engineer to lead, own and manage the
Software Development Kit (SDK) for the development community located in
Toronto. This position is a contractual basis.
Key responsibilities/accountabilities consist of (but are not limited
to):
- Lead, Own and define the SDK and Plugin strategy
- Lead, Own and drive the SDK roadmap and feature integration.
- Lead, Own and drive the overall world class Quality of software solutions
with extremely high-speed development of software solutions
- Performing other duties as required.
Skills:
- Bachelors, Master's or Ph.D. Degree in Computer Science, Computer
Engineering, Software Engineering, or related field.
- 5+ years of experience as a senior software engineer.
- Proven Experience with Game Engine
- Must know atleast one: CSS, HTML5, RubyonRails, Javascript.
Nice to have:
- Strong interest in Augmented Reality and Virtual Reality.

- Experience with virtual reality technologies, such as head mounted

displays, navigation, redirected walking, and motion tracking.

3. Develop the Recruitment Plan--a carefully structured approach that

maps out the strategy for attracting and hiring the best qualified
candidates and to ensure applicant pool.
Resume banks are a good source for identifying qualified
candidates. It is where jobseekers post their resumes which are then
searched by prospective employers.
- Examples: Indeed.com and Workopolis.com
Internal candidates from the Database itself. (Bullhorn)
4. Search for Candidates
Extract all candidates from the site by the use of a Boolean method.
Example: Game Developer AND css OR html5 OR javascript OR
rails
5. Maintain quality of job candidates by developing a shortlist. Review
applicants and enter shortlisted candidates in Bullhorn and upload
their resumes.
6. Reach out by emailing candidates if theyre interested in applying and
check for their availability for an interview.
- Always put notes on every action made in Bullhorn.
7. Once the candidate is interested and has replied, forward to Interim
Manager for a phone call interview.
- Inform the candidate that they will be forwarded to a recruiter for
an initial screening.
8. Possible hires will now be selected and finalized after the interview.
Section 4 - Daily Reporting:

1. Document all emailed candidates with their contact information to an

excel sheet.
2. Enter the data they have provided.
3. Upload to the shared Google Drive.

APPENDIX 1 USING BULLHORN

SETTING UP BULLHORN
1. Use Internet Explorer: www.bullhorn.com > Login. Enter your user ID &
Password as provided. IE is the recommended browser due to
compatibility issues.

2. The first time you log into Bullhorn, you will need to configure Internet
Explorer for Bullhorn:
In Bullhorn > Help > search for Configure IE
HOME page

HELP
!

1.

This is where we can

change our IM status:
Online
Away
Offline

Configuring Internet Explorer for Bullhorn

Click into
the
article

2. Click the link Click here to launch the tool > Run

3. A small window will popup > Click Configure IE for Bullhorn

4. When complete, click Exit. Log out from Bullhorn, close all Internet
Explorer tabs. You may now launch IE again and log into Bullhorn.

SETTING BULLHORN PREFERENCES

1. Click Desktop > Preferences

2. Reset your password your new password needs to contain a minimum

of 8 characters including one number.

3. Set your email signature

4. Save when you are finished setting your preferences.

REVIEWING JOB ORDERS

Check your Bullhorn Inbox; you will often be sent a clickable link to the
job by email.

You may also look up a job by typing the jobs ID number into Fast
Find in the top left corner of Bullhorn.

Click into the job to see the description and other details about this
project. Note that the Published Description is the only version of the
job description that we are able to share with our candidates, because

it will not contain information that we need to keep confidential, such

as the customers name.

SEARCH FOR CANDIDATES IN BULLHORN

1. From the Main Menu: Candidates> Candidate Search

Enter a Boolean search statement if desired.

Examples of Boolean search may be found in Bullhorn> Help > search
for Understanding Boolean Logic, or click the following link:
https://na12.salesforce.com/articles/Documentation/UnderstandingBoolean-Logic?popup=true
Select an appropriate Recruiter (select BTR to see all IT candidates)
Select an Appropriate Date Added (select All Activity if the date they
were originally created in the system isnt important)
You may usually leave Radius, City, Province and Country blank, unless
you need to search for candidates who live in a specific region.
Click Add Additional Criteria if you need to search for:
o BTR Hotlist Category
o Date of Last Note is a good indication of how recently the file was
updated
Click Search.

2. Managing your search results

Click Edit if you need to refine your query.

Save your query if desired: Save Search As > Saved Search > Specify
a name > Save.
o You will find all of your saved searches under Candidates> Saved
Queries from the main menu.
Reviewing the search results: Click the binoculars icon beside each
candidates name to quickly see their resume and the most recent note
on their file.
Add suitable candidates to a list (Bullhorn call this a tearsheet):
checkmark the box to the left of their name > Select an Action > Add
to Tearsheet > Enter a name if creating a new list, or select an existing
tearsheet
o You may add candidates to a tearsheet one by one, or after
selecting multiple candidates.
o Find your tearsheets under Candidates > Tearsheets from the
main menu.

SOURCING CANDIDATES OUTSIDE OF BULLHORN

Recruiters use various methods to search for candidates. Following is a list of search
options available outside of Bullhorn:
1. Job boards (Monster, Workopolis, etc.)
2. Source candidates
3. Parsing Resumes
4. Mass Emails
5. LinkedIn
6. Headhunting
7. Web Responses
8. Referrals/Networking
9. Sub Vendors
10. Bullhorn reach

1. Check to see if they are in Bullhorn. Then, update their file or create
new if needed.
If new, download their resumes from Indeed or Workopolis. Attach
them on the resume wizard to automatically populate their info on the
page and it will also notify if it has duplicates for you to check.
Click on Candidates tab and a drop down will appear. Choose Resume
Wizard then a page will pop up letting you enter information or
download the resume.

Enter information here. Do not forget to add the BTR Hotlist, email
address, phone number and their location.

Duplicate records for candidates must be merged

a. Go to candidate record in Bullhorn and Select Action on the top right
hand corner
b. Click Merge Records
c. Type in the name of the Candidate and click Submit

2. Send an email to the candidate, tied to the job (see details below)

Recommended: Use the email template in Bullhorn to track

your emails.
Do not forget to put on Notes set Action to Email then add the Job
Order Number on the Job Reference field. This is found just below the
page.
Example:

Where you can enter the job number or you may click on the blue
arrow to choose.
If the candidate responds, pass the response on to Recruiter for followup.

CONTACT CANDIDATES

Once identified, call and pre-screen the candidate.

If candidate is available to talk, continue with pre-screening otherwise
leave a message and or email. Update edit screen on BH based on
your actions
When Client calls back, continue with pre-screening and update edit
screen on BH.

LEAVING VOICEMAIL

See appendix on voicemail scripts and other resources (link to 2 docs)

Go to Bullhorn and click Add Note
Add relevant information in the Note section
Select Left message or Less mess and send email
Add job reference number for documentation purposes (it can be found
in the job section in Bullhorn)

EMAIL CANDIDATE
1. Create an email message template specific to this job
Click your inbox > New > Message Templates > New Message
Template
Include a suitable greeting and the PUBLISHED version of the job
description
Name the template with the job ID number & job title

Enter the name(s) of the candidates in the TO field *the first time you
do this, you may find that the candidates cannot be found and a new
window will pop up. Change the filter on the top of that window from
My People to All People.
If you are mailing more than one candidate at a time, protect their
privacy by setting Message Type to Mass Mail. The candidates will not
be able to see that there are other recipients for this message this way.
Scroll to below the contents of the message > set Record an Action to
Email

Enter the Job ID number in the Job Reference field > enter on your
keyboard *the first time you do this, you may find that a window pops
up and doesnt show you any jobs. Change the filter on the top of that
window from My Jobs to My Groups Jobs.
Send

FOR CANDIDATES WHO RESPOND

1. Notify Recruiter by having him/her ccd on the response you will make.
These templates are to be used:
Hi XXXX,
Thank you for the prompt reply.
I have copied one of our recruiters to this email and she will reach out to you with further details.

Best Regards,
Or:
Hi XXXX,
Thank you for the prompt reply.
I will pass along your details to a Recruiter who will reach out with more details.
Best Regards,

2. Second option depending on the instructions given to you.

From the message > Select an Action > Add Note. Action Type should
be set to Conversation.
Enter the job ID number in the Job Reference field
Email Notify: enter Recruiters name
Save.

HOW TO: Look up a Candidate

Use the Fast Find in the top left corner of Bullhorn to look up
candidates by name or by email address.
Note that when looking up by name, you should exclude and middle
names or middle initials look up by first name last name only. You
may also look up by partial first name and last name e.g. candidate
David Martin might be in Bullhorn as Dave Martin; you may wish to
look for Dav Martin.
If you find results with the same name as your candidate, click into
their files and check their resume to determine if this is the same
person.

HOW TO: Update a Candidate Resume

Click into the candidates record > click the Files Tab > Attach file >
upload the current resume.
Once uploaded, click the resume > Parse as Existing > Save. The
record will now be updated with the current address etc. from the
newest resume for this candidate.

HOW TO: See The Candidates You Have Uploaded

Click Candidates > Candidate List from the main menu

HOW TO: Review another Recruiters Message Templates

From your inbox, click New > Message Templates > My Groups
Message Templates
You will now see any you have created as well as all belonging to BTRs
recruiters. Scroll to any suitable template > click it. It will now be
inserted into a message. You may review from here, send the message
to a candidate, or delete the message if you dont need to send it out.