The Client
The client in the healthcare sector is a leading provider of medical staffing. They connect exceptional nursing and allied healthcare professionals to incredible facilities nationwide, helping people reach their true potential and healthcare employers provide the best patient care possible.
Industry: Healthcare
Company Size: Enterprise (200+ employees)
Location: United States
The Challenge
The challenge faced by the client revolves around the integration and optimization of their current CRM and ATS systems—Bullhorn ATS and Sense HQ. While these platforms offer native integration, the client encounters several bottlenecks affecting the timely delivery of communications to their network of 1000+ traveling nurses. The polling frequency limitations within Sense HQ are particularly problematic, hindering the efficiency of real-time data exchanges and consequently delaying critical communications, like job placements, onboarding, and scheduling emails.
This delay conflicts with their Opt-in/Opt-out strategy, a crucial framework for managing traveler communication preferences, thereby creating gaps in their engagement efforts. To alleviate these challenges, Theia created a custom two-way integration between Bullhorn and HubSpot Marketing Enterprise. This integration aims not only to bypass the polling constraints but also to streamline the communications process by unifying data sets and enabling automated, timely communications.
Theia’s Approach to the Solution
Phase 1: Entity Relationship Diagram
The Entity Relationship Diagram (ERD) serves as a pivotal blueprint for understanding the data architecture of the client's integrated systems—Bullhorn and HubSpot. In Bullhorn, data tables are classified as 'Entities,' while in HubSpot, they are termed 'Objects.' These entities and objects are color-coded to signify their sync status: red dots for no sync, yellow for limited sync, and green for full sync, as defined in subsequent tables.
Phase 2
After initiating the original data sync through HubSpot Operations Hub Enterprise, Theia Strategies encountered a stumbling block: the sync process exceeded Bullhorn's API limits. This bottleneck not only disrupted the seamless flow of data but also called for an immediate reassessment of our integration strategy. To navigate around these limitations and maintain a robust, scalable data synchronization, we pivoted to using Workato. By building custom recipes in Workato, we were able to manage the data transfer more efficiently, ensuring that the sync operations remained within the API constraints set by Bullhorn. This shift not only resolved the API limit issues but also provided a more flexible and adaptive framework for future data integrations and modifications, aligning well with our "Chaos to Calm" approach to technical solutions.
QC/QC
In the QA/QC (Quality Assurance/Quality Control) phase, we encountered a series of bugs that initially posed challenges to the integrity of the sync process. Leveraging our expertise in dealing with the "hard things" in HubSpot and other platforms, we conducted a thorough review to identify and rectify these issues. By implementing iterative testing cycles and closely collaborating with our cross-functional teams, we successfully isolated and fixed the bugs, ensuring data accuracy and operational efficiency. This meticulous QA/QC process paved the way for the final sync, a significant milestone in which we successfully transferred over 700,000 records. This massive data migration was executed seamlessly, reaffirming the robustness of our integration solution and epitomizing our commitment to transforming "Chaos to Calm" for our clients.
The Result
The successful synchronization between HubSpot Marketing Enterprise and Bullhorn ATS marked a pivotal moment for the client, transforming their operational efficiency and communication strategies. The sync unified two disparate systems into a seamless ecosystem, enabling real-time data sharing and automation capabilities previously hindered by API limitations and polling frequency issues. With over 700,000 records successfully transferred, the integrity of the data remained intact, fulfilling the client's requirements for a single source of truth.
This successful sync had immediate positive impacts on both internal operations and external communications. For the internal teams, the new integration simplified complex workflows, reducing manual entry and eliminating data silos. This led to increased productivity and allowed the team to focus more on strategic initiatives rather than administrative tasks.
From a communication standpoint, the newly established link better supported the client's Opt-in/Opt-out strategy. Targeted emails for job placements, onboarding, and scheduling were now sent with precision and timeliness to over 1000+ traveling nurses. The bidirectional sync between Bullhorn Candidates and HubSpot also meant that communication preferences were always up-to-date, significantly improving engagement levels.
Overall, the successful synchronization aligned perfectly with the client's goal to create a dynamic, responsive, and integrated communications platform, contributing substantially to their overarching mission of delivering exceptional healthcare staffing services.
The Impact
The impact of the successful synchronization between HubSpot Marketing Enterprise and Bullhorn ATS has been transformative for the client, yielding both operational efficiencies and enhanced stakeholder engagement. By breaking down the silos that once separated these two platforms, the client has created an integrated ecosystem that facilitates real-time data sharing and robust automation capabilities, resolving previous issues related to API limits and polling frequency.
Internally, the integration has streamlined workflows and eliminated the need for manual data entry, thereby freeing up valuable staff time and reducing human error. This efficiency allows the team to redirect focus towards strategic growth initiatives, elevating the company's overall productivity.
Externally, the sync has supercharged the client’s communication strategies, particularly in implementing their Opt-in/Opt-out framework. With more timely and accurate data flow, communications for job placements, onboarding, and scheduling are now dispatched with unparalleled precision to their network of over 1000+ traveling nurses. The bidirectional sync also ensures that contact preferences are consistently up-to-date, leading to higher engagement and satisfaction levels among the healthcare staff.
In sum, the HubSpot and Bullhorn ATS sync has not just resolved existing pain points but has set the stage for a more scalable, responsive, and efficient operation, deeply aligned with the client’s core mission of delivering top-notch healthcare staffing services.
Final Tools Used
HubSpot Marketing Enterprise, Bullhorn ATS, Workato
