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5 key considerations when merging recruitment databases

Following a surge to record levels in 2022, staffing M&A activity regressed in 2023 as rising interest rates weighed down the broader M&A market. Despite that, 2023 staffing M&A levels still ranked as the second strongest year of activity since 2007. 

Mergers and acquisitions bring staffing companies new opportunities and challenges alike. One significant aspect of post-merger integration is consolidating applicant tracking systems (ATS)/customer relationship management systems (CRMs), such as Bullhorn.  

Our Bullhorn experts have pulled together a list of five critical considerations to ensure a smooth transition: 

1) Data assessment and clean-up: Before diving into the merging process, conduct a thorough assessment of the data in both ATS/CRM systems. Identify duplicate records, outdated information, and inconsistencies. Cleaning up the data ensures accuracy and prevents issues during the merge. Manual data updates can be extremely time-consuming – streamline the process by utilizing data cleansing tools or enlisting the help of professionals. 


2) Data migration: ATS/CRM systems are rarely the same – each has its own unique structure and terminology. To harmonize data during the merge, create a mapping strategy that aligns fields from both systems. If you’re migrating two Bullhorn systems together then we’ve already designed this strategy for you. This step is crucial to maintaining data integrity and ensuring seamless access to information post-merger. Consider factors like naming conventions, data types, and custom fields to create a comprehensive mapping plan. 

3) Testing: User acceptance testing is required, especially if introducing any new features i.e. a new private label, or segregation. Ideally, when merging databases, testing will take place in a non-production environment; but is not always essential. 

4) Integration and customisation planning: You most likely have integrations, customisations, analytics, and automations, running in and out of Bullhorn. Time should be spent understanding the impact the new data will have on these. Will the new data automatically drop into an automation – and should not? Will you have to review how you segment the database? 

5) User training and support: Transitioning to a new ATS/CRM system can be daunting for users, especially during a merger. Encourage buy-in through comprehensive training sessions and ongoing support to help users adapt to the merged environment seamlessly. Empower them with the knowledge and resources they need to navigate the system confidently and leverage its full potential. Consider offering personalized training sessions and accessible support channels to address individual needs effectively. You can also use the opportunity to upskill your existing Bullhorn users. 

Learn more about how we can help you

Merging databases requires careful planning, meticulous execution, and continuous monitoring. Proactive planning and collaboration are the cornerstones of a seamless ATS/CRM merge that unlocks the full potential of your organization's combined resources. By considering these five key aspects you can navigate the complexities of merging staffing systems with confidence.  

As Bullhorn specialists, Kyloe Partners are experts at merging ATS/CRM systems. Contact us today to learn how you can pave the way for a successful transition. 

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"The completion of the project gave us great confidence that Bullhorn could be reshaped to address other innovations and needs, and that Kyloe were extremely capable of delivering these."
HRM
"Kyloe were absolutely invaluable in this process, we couldn’t have done it without them!"
Cherry Professional
"The Kyloe team really took the time to understand how we used our current database and our business processes which really helped when setting up our new Bullhorn system with regards to customisations and integrations."
Macdonald and Company
"Kyloe are highly educated in the CRM (Bullhorn) we use and offered creative ideas on how to accomplish our goals, regardless of complexity at hand. Their confidence and teamwork to find the best solution was very reassuring to us."
The Delta Companies
"Kyloe delivered a structured process for the whole migration and configuration, and guided us perfectly through the whole project. We knew at any time at which point in the project we were and what we had to do next."
ageneo
"I still remember emailing our employment contracts and spending hours chasing signatures. With Docusign, Kyloe's AwesomeDocs and Bullhorn; contracts are generated with 4 mouse clicks (literally) and the next time we see them they are signed and saved back to Bullhorn."
Agri Labour
"Contracts or Terms of Business - created in seconds. Kyloe really has nailed AwesomeDocs. It's intuitive, powerful and can be used by all with minimal training."
Petroplan
"The Kyloe Training team were extremely helpful and personable with our staff and really went the extra mile to talk our ‘IT Dinosaurs’ through the Bullhorn Software."
Michael Taylor Search and Selection
"We worked with Kyloe to successfully migrate key data from Itris to Bullhorn, combining the two databases into a single one. Migrating data into an existing database is a really complex project but everything went really smoothly thanks to Kyloe’s professionalism and expertise."
NES Fircroft