Combining the RSM cloud solution InTime with Bullhorn, via webservices, provides a seamless integrated and scalable solution that will streamline processes, automate key tasks and provide greater visibility and control across your entire operations.
This page gives an overview of the integration. Please see the associated child pages for further information:
Overview
The integration allows an agency to automatically synchronise front end data from the Bullhorn system into InTime for use in timesheets, expenses and invoicing.
In order to use this integration you must have an active license agreement with both Bullhorn and InTime and should check with Bullhorn to determine if web services integration is available in your contract. Configuration of both systems is required in order to activate the integration so both suppliers need to be informed in advance that the integration is required so it can be planned in. The interface operates using Bullhorn’s SOAP Web Service API.
The data required by InTime is similar in structure to that held in Bullhorn and the equivalent components are as follows:
Bullhorn | InTime |
Placement | Placement |
Candidate | Worker |
Company | Client |
Contact | Manager |
User | Consultant |
Job / Vacancy | Additional Placement Data |
How it works
Data is only transferred from Bullhorn to InTime, never from InTime to Bullhorn. When something is changed in Bullhorn it creates an “event”. The InTime system checks Bullhorn every minute to see if any new events exist. If there are new events, InTime reads in the updated information from Bullhorn.
Not all of the placements in Bullhorn will be imported into InTime – only the ones that are going to go live and need timesheets and invoices. It is the placement “Status” field that determines if the placement is imported and only the users, candidates, contacts and companies that are associated with a valid placement are imported.
There are certain fields for each placement which must be populated and correctly formatted for a successful import because they contain data that is mandatory for InTime. These fields are identified on the default mapping page. Additional fields and data can also be imported if required. These are called customisations and have to be specifically configured on your system.
The InTime “Ref Code” for an item imported from Bullhorn will be in the format “BH-n“ where n is the Bullhorn ID Number. This is how InTime associates the item with the correct Bullhorn item and is therefore mandatory. You can also use this to cross-reference items in the two systems. This also means Automatic Ref Code Generators can not be used for Placements, Clients, Managers, consultants or workers in InTime. This should not be a problem unless you have been using InTime prior to integrating with Bullhorn, please raise this with InTime Support Team if this applies.
Bullhorn InTime Summary Screen
Within Bullhorn
Although no data is passed from InTime back to Bullhorn it is possible to view an InTime Summary of the Placement, Client or Worker including recent timesheets, expenses and invoices from within Bullhorn using Custom tabs. Please see InTime Summary views for more information.
Bullhorn Updates Screen
Within InTime: Import/Export > Bullhorn Updates
Admins will be able to view all Bullhorn update events that InTime has received along with the a status message. This is accessed via Import/Export > Bullhorn Updates. If there has been a problem importing a record across from Bullhorn, InTime will report the issue and you should go an make the necessary update in Bullhorm - there is a link to manually 'retry' the import again.
Typically you should expect any Bullhorn updates to be reflected in InTime within a couple of minutes. If you have any bulk import or update utility within Bullhorn it can result in a large number of updates in a short space of time, this means it can take longer for updates to be reflected in InTime.