With the default configuration the minimum data required is mapped into InTime. This includes the placement participants (Consultant, Worker, Manager and Client) and any fields that are mandatory to InTime such as email addresses and placement data such as start date, job title and rate information. Some fields will be set to a configured default if the value is not mapped from Bullhorn. Any other data that is required in InTime has to be specifically mapped via a customisation – see the section on customisations.
The principal advantage of the integration is that data only needs to be entered/updated once and then flows through to the other system reducing the amount of data that has to be manually entered in InTime. So ideally as much of the required data as possible should be entered in Bullhorn and then mapped through to InTime. Data that is entered or changed directly in InTime is at risk of being overwritten by the next update from Bullhorn.
Once the basic configuration has been applied to both systems the data link can be tested and it should be possible to import data into InTime with the default mapping.
Required data
For a placement to successfully import into InTime the following fields must be populated with a valid value in Bullhorn:
- Placement Status must be one of the configured import status values.
- Placement Start Date must be populated with a valid date.
- For perm placements (Placement.employmentType contains “perm”), the placement Fee and Salary fields must be populated with a numeric value.
- For non-perm placements at least one rate must be populated with non-zero value.
- For non-perm placements Placement Salary Unit must be “Per Hour, Per Day or Per Month”.
- A Candidate must be selected for the Placement to identify the Worker.
- A Bullhorn User must be selected as the Owner of the Job/Vacancy to identify the Consultant.
- A Contact must be selected for the Job/Vacancy to identify the Manager.
- The Job/Vacancy Contact must have a Company (clientCorporation) selected to identify the Client.
- The User, Candidate and Contact must all have a first and last name and a valid email address.
The following InTime fields are only set the first time an item is imported into InTime - i.e. when it is created - but will not change on subsequent updates even if the Bullhorn value has changed. If they are found to be incorrect they will have to be manually changed in InTime. They will not be overridden by subsequent Bullhorn updates.
Worker Type (PAYE/LTD)
Timesheet Duration
Expense Template
The table below shows the list of fields that are mapped by default. The label of each field is configurable in Bullhorn so the label may not match your system. To find the API field look under the Field Mappings section in Bullhorn. Any fields that you require that are not mapped by default will require a customisation.
Bullhorn API Field (Field Mappings) | Common Bullhorn Label | InTime field |
|
|
|
Placement |
| Placement |
ID |
| Ref Code (prefixed with “BH-”) |
Job / Vacancy |
|
|
Candidate | Candidate | Worker |
dateBegin * | Start Date | Start Date |
dateAdded | Date Added | Placed Date |
dateEnd | Scheduled End | End Date |
billingFrequency | Billing Frequency | Timesheet Duration |
employmentType | Employment | determines placement type e.g. Perm /contract |
placementCommissions |
| Consultant Commissions |
Fee | Placement Fee (%) | Used to determine fee for perm placements (salary x fee) |
Salary | Salary High | Used to determine fee for perm placements (salary x fee) |
salaryUnit | Pay Unit | Time period & duration for all rates Hourly/Fixed |
hoursPerDay | Hours Per Day | Duration of all rates in minutes if salaryUnit = 'Per Day' |
clientBillRate* | Bill Rate | Rate 1 charge |
payRate* | Pay Rate | Rate 1 pay |
clientOvertimeRate | Overtime Bill Rate | Rate 2 charge |
overtimeRate | Overtime Pay Rate | Rate 2 pay |
customBillRateN |
| Rate N charge |
customPayRateN |
| Rate N pay |
|
|
|
Job (Vacancy) |
| Placement |
Title * | Title | Job Title |
userID * | Owner | Consultant |
clientUserID * | Contact | Manager |
hoursPerWeek | Contracted Hours Per Week | Contracted hours |
|
|
|
PlacementCommissions |
|
|
userID | Commissions Tab | Commission Consultant |
commissionPercentage |
| Commission percentage |
|
|
|
ClientCorporation (Company) |
| Client |
name* | Company Name | Client Name |
ID |
| Ref Code (prefixed with “BH-”) |
Phone | Main Phone | Main Contact phone |
address.address1 | Address | Main Address line 1 |
address.address2 |
| Main Address line 2 |
address.city | City | Main Address Town |
address.state | State | Main Address County |
address.zip | Zip | Main Address PostCode |
address.Country | Country | Main Address.Country |
billingPhone | Billing Phone | Invoice Contact phone |
billingContact | Billing Contact | Invoice Contact First name |
billingAddress.address1 | Billing Address | Invoice Address line 1 |
billingAddress.address.address2 |
| Invoice Address.line 2 |
billingAddress.address.city | Billing City | Invoice Address Town |
billingAddress.address.state | Billing State | Invoice Address County |
billingAddress.address.zip | Billing Zip | Invoice Address PostCode |
|
|
|
ClientContact (Contact) |
| Manager |
clientCorporationID * | Current Company | Client |
ID |
| Ref Code (prefixed with “BH-”) |
Email * | Primary Email | |
firstName | Contact Name | Firstname |
lastName | Contact Name | Lastname |
namePrefix | Name Prefix | Title |
phone | Primary Phone | Phone |
address.address1 | Work Address | Street 1 |
address.address2 |
| Street 2 |
address.city | Work City | Town |
address.state | Work State | County |
address.zip | Work Zip | PostCode |
address.Country | Country | Country |
division | Department | Department |
|
|
|
Candidate |
| Worker |
ID * |
| Ref Code (prefixed with “BH-”) |
email * | Primary Email | |
firstName | Candidate Name | Firstname |
lastName | Candidate Name | Lastname |
namePrefix | Candidate Name | Title |
phone | Primary Phone | Phone |
address.address1 | Address | Street 1 |
address.address2 |
| Street 2 |
address.city | City | Town |
address.state | State | County |
address.zip | Zip | PostCode |
address.countryID | Country | Country |
TaxID | Tax ID | If InPAY linked – NI number if valid format |
LocalTaxCode |
| If InPAY linked – NI number if valid format |
DateOfBirth | Date Of Birth | If InPAY linked – Date of birth |
Gender | Gender | If InPAY Linked – Gender |
EmployeeType | Employee Type | Worker Type (PAYE/LTD) if match found |
|
|
|
CorporateUser |
| Consultant |
ID |
| Ref Code (prefixed with “BH-”) |
email * | Primary Email | |
firstName | First Name | Firstname |
lastName | First Name | Lastname |
namePrefix | Title | Title |
phone | Phone | Phone |
address.address1 | Address | Street 1 |
address.address2 |
| Street 2 |
address.city | City | Town |
address.state | State | County |
address.zip | Postal Code | PostCode |
address.countryID | Country | Country |