Managing Multiple Placements per Candidate in Bullhorn
(For Multi-State / Multi-Assignment Clinical Contractors)
Purpose
This guide explains how to properly manage multiple placements for a single candidate in Bullhorn when a worker needs separate assignments (e.g., different states, pay packages, or billing structures).
This approach ensures compatibility with systems like Bilflo and aligns with Bullhorn’s standard functionality.
Key System Behavior
Bullhorn enforces the following rule:
- A candidate cannot be submitted to the same job more than once
- Duplicate submissions are blocked by design
However:
- A candidate can have multiple placement records
- Each placement represents a distinct assignment or work engagement
-Bullhorn’s hiring workflow confirms that placements are created after candidate submission and acceptance, and are separate records from submissions. [kb.bullhorn.com]
Supported Approach: Multiple Placements Per Candidate
Bullhorn supports assigning a candidate to multiple placements at the same time, including scenarios where:
- The same candidate works:
- In different states
- Under different pay/bill structures
- With different tax or time tracking rules
– Bullhorn documentation shows candidates can have multiple placement records simultaneously, each treated independently for billing and time tracking. [help.bullhorn.com]
Recommended Structure
Each placement should represent a unique assignment context.
Example:
| Candidate | Job | State | Placement |
|---|---|---|---|
| Jane Doe | RN Job #123 | CA | Placement 1 |
| Jane Doe | RN Job #123 | NV | Placement 2 |
– Same candidate
– Same job
– Different placements (based on state)
How to Create Multiple Placements
Since duplicate submissions are not allowed, follow one of these methods:
Method 1: Create Placement Directly
- Navigate to the Candidate or Job record
- Select Add Placement
- Enter:
- State
- Pay/bill details
- Assignment dates
- Save
Method 2: Copy an Existing Placement
- Open an existing placement
- Duplicate or copy the record
- Update:
- State
- Rates
- Dates
- Save as a new placement
* This ensures consistency across similar assignments.
Method 3: Use Automation (Advanced)
If enabled:
- Configure workflow or integration (e.g., Bilflo)
- Trigger: new assignment/state detected
- Automatically generate a placement with required fields populated
Required Data Fields (Recommended)
Each placement should include:
- State
- Pay Rate / Bill Rate
- Start & End Dates
- Assignment ID (if applicable for Bilflo)
- Tax / Legal Entity details
* This ensures each placement functions correctly in:
- Payroll
- Time tracking
- Reporting
Time & Billing Behavior
Bullhorn processes:
- Timecards
- Overtime rules
- Billing calculations
at the placement level, not the candidate level.
– Example: A candidate working under two placements will have separate time tracking and billing rules per placement. [help.bullhorn.com]
Best Practices
To maintain data integrity:
- Use a clear naming convention, such as:
Candidate Name – Job – State – Start Date - Ensure:
- Only one active placement per state at a time
- No duplicate or overlapping assignments within the same state
- Limit placement creation to trained users or defined workflows
What to Avoid
Do not:
- Attempt to resubmit a candidate to the same job to create new placements
- Combine multiple states into a single placement
- Use workaround methods that bypass Bullhorn’s submission rules
Alternative: Change Requests (When to Use)
For updates to an existing assignment (not new ones), use:
- Placement edits or change requests, which track updates and keep history
– Bullhorn supports structured updates to placements via change requests for things like pay or assignment changes. [kb.bullhorn.com]
Summary
- Bullhorn does not allow duplicate submissions to the same job
- Bullhorn does allow multiple placements per candidate
- Each placement should represent a distinct assignment (state, pay, etc.)
- Placements should be created independently, not via re-submission