Boost Your Bullhorn Web Skills: Save Time and Build Confidence | Virtual Brew

In this Virtual Brew, American Innovations Support Team answered the top three most-asked Bullhorn Web questions.

Whether you’re troubleshooting on your own or just want to work smarter, this session is packed with practical tips to help you get the most out of Bullhorn Web.

Explore Bullhorn Web.

Transcript

Jon Luckau
[0:04] Good morning. Looks like we have quite a few attendees — so glad to see you guys here with us.

[0:27] Okay, I know we’re about a minute early, but we’re going to go ahead and get started. I want to first thank you all for being part of the session today. Really excited to be sharing some additional tips and tricks with regard to Bullhorn Web. Just a welcome, especially to our wonderful American Innovations customers — happy to have you with us this morning.

[0:55] Today we’re looking to add a few more tools to your Bullhorn Web toolbox — tools that can help you save time and keep things moving fast. Our goal with this session is to help you feel more confident and self-sufficient using Bullhorn Web. I want to be clear, this isn’t about reducing support calls — we’re always here to help when you need us. However, we want to show you a few common tasks you can handle yourself, often without having to wait for support.

[1:28] This will give you more control, save you time, and also lets our support teams focus on the more complex issues where we can add the most value to our clients. So our goal is simple: we want to empower you, not replace you.

[1:42] With that, I’m going to turn it over to Jonathan, who will be sharing his expertise on some of the more common requests our customers have regarding Bullhorn Web. You may have already met or know Jonathan Duke. As we get started, I also want to put up a poll and ask what your level of confidence is with Bullhorn Web.

Introduction & Adding/Removing Users

Jonathan Duke
[2:12] All right, good morning everyone. As he said, I’m Jonathan Duke with AI tech support. I may have talked to some of y’all on the phone before, and if you’re anything like me, it’s always good to put a face to a name — pleasure to have you all here.

[2:24] We’re going to go over some tips and tricks in Bullhorn Web today. There are three major topics we’re going to cover. First is adding and removing users in Bullhorn Web — this will be for new users or updating existing ones. Second is doing interruption commands, or read-on-demand commands — we’ll cover that a little later. And third, a quicker one: doing extracts, covering either your Bullhorn Bridge to PCS or setting up reports that you can send weekly to your email.

[3:09] Let’s go ahead and get started here — I’m going to share my screen. So, our first topic is adding and removing a user. We’ll go up here to Admin, User Admin, and then simply create a new user. You’ll need to know the email of that user — this will either be their company email, or for contractors, sometimes Gmail or Ymail.

[3:53] For example, here we’ll add one in. As you’ll notice, it doesn’t have a name yet, so we’ll add that in. We’ll call our user here “John Brew,” make sure to hit save, and double-check that they’re enabled.

[4:25] Another common thing is you’ll get email, text, or phone alerts on any activity surrounding your units, so I want to point this out. If you need to add a new number here — for example, for text — we’ll click New Text, give it a name, and the description will be the subject of your text. For the alert itself, you can update that later on the actual unit, so we’ll just say “Text Alert.”

[5:10] The next field is the phone number of the person receiving it, and you’ll add “@txt.at.net” at the end — and remember, that’s always going to be prefilled here, so you don’t have to memorize it. Next, you can set up different times for your alerts — for example, excluding Saturday and Sunday, or different times of day.

Poll & Audience Q&A

Jon Luckau
[6:23] Thank you again to those who’ve taken the poll. We see a few of you have some concerns around the capabilities, or not having a lot of confidence. I want to encourage those of you who need additional help to please reach out to your key account manager — we’re always happy to provide additional information, education, or training.

[7:09] If you’re really stuck somewhere with Bullhorn Web, reach out to our customer support or technical support team — we’re always happy to help. We want to make sure Bullhorn Web is adding value to your business, and if you’re having any issues or concerns about how to properly use the product, we’re here for that reason.

[8:22] I’d be curious to know how long you all have been customers of American Innovations, and how long you’ve used Bullhorn Web. Feel free to drop that in the chat.

[8:59] Edward, thank you — that’s quite a while! Three years, thank you, Jesse. Damon, thank you — that’s what we’re here for. If you’re interested in learning more about our system and Bullhorn Web, please reach out to your key account manager, or just contact American Innovations in general and we’ll point you in the right direction. Same for you, Gerard, thank you. Thank you, Will — absolutely love to teach you more and share the benefits. Thanks, Edward. That’s right, Connie, that’s right.

Alerts, Security & Admin Roles

Michael Plaster
[11:37] Now, for setting up a text message for a given user — it can be a user who has access to Bullhorn Web, or you can also set up someone to be notified who isn’t on Bullhorn Web — just so they’ll know it’s happening, such as a supervisor or someone on-site at a location.

[11:59] Once you’ve got the alert name and description set up, you can enter the text number of the person to be notified. As he mentioned, you can also filter out which days a particular notification goes out, and the time frame — so if you’ve got someone who works days and someone on night shift, you can filter the times so the right person gets notified. Once that’s set up, you’ll save it into your system.

[13:28] Now what we want to do is show you some of the security setup for a given user. Come up here to Admin and Security — give it a second to load. For each individual user, you can set them up for billing admin, client admin, or unit admin.

[14:08] For billing, you simply select the user from the dropdown and hit the green dot to the right, which adds that user to the billing admin — this allows them to see anything dealing with billing, your cost center, or what subscription a unit is on. Client admin gives the user full access to everything on that website, including billing, sending commands, and updating a unit’s settings — again, select from the dropdown and hit the green dot.

[15:14] I’m showing this same person being added to each role, but if you add a user to client admin, they’re also added to billing and unit admin automatically, without having to select them separately.

[15:31] For unit admin — this is important for users you want to have the ability to set up units, such as shunt size, disabling channels, and setting up notifications. Select the user, select the green dot, and that gives them permission to do everything on the website except billing, unless they’re separately added as a billing user.

[16:17] What I’m going to do now is go back to the main page on Bullhorn Web — I’ve got a test unit here. If a user were only set up for billing, they wouldn’t see this pencil icon; same if they weren’t set up for client or unit admin. You can set up a user without any of those rights, and they’ll be able to see the unit, but won’t be able to make changes to it.

[17:03] Now we’re going to go to the dropdown in the upper right and go to Unit Admin. I’ll show a different way to add a user to a particular group — come over to the three dots, left-click, and go to Add Group or Remove Group, and also Security.

[18:19] I’ll select Security, and add this user to see the View, Operate, and Admin options for this group. Select the user, then Add User. If you select View Only, that user can see all the units in the group but can’t do admin work like changing security settings.

[18:54] Keep in mind, if a user is a client admin, that right is higher than View rights for security — so even if you select View only for a group, they’ll still be able to go in and change units, because their client admin setting overrides it. So you don’t want to give someone client admin rights and then think View-only group access will restrict them — it won’t.

Contact Groups & Alert Setup

[19:31] All right, I’ve added this user to this group, so now when they log into Bullhorn Web, they’ll be able to see it, along with any other groups they’ve been added to — and when they log in, they’ll only see the units they’ve been selected for.

[19:55] Now I’ll go back up to Alerts. For adding a user to a particular alert, I can create a new alert or add them to the contacts for an existing one. First, let’s show adding the user to a contact group — select Contacts, then Add Contact from the dropdown. I’ve got a lot of users to choose from — I’ll add this particular one, and add that contact to the group. You can add as many contacts to a unit as needed, and once added, they’ll get notified.

[21:27] Now I’ll go back to Alerts and select New Alert. When adding a new alert, we try to keep it generic so you can use it as a template — I’ll say “Low Amps,” and this is a data alert, based on data coming into the website.

[22:07] Other alert types include an activity alert — activity for that unit, how often it transmits or lack of transmission — or one based on the unit’s status, such as an alarm, or a particular packet type coming in. For this one, low amps, we’ll stick with a data alert. I’ll keep it generic, and select the subject as “Low Amps” — even though the alert name is low amps, the notification will tell you the unit’s name and what the alert is for.

[23:00] I’ll hit Save, then add a condition for this unit — select Add Condition, select the channel with amps, channel one for low amps, and the operator, meaning what I want to check when data comes in. I’ll select “less than.” There are a lot of choices — not equal to, less than or equal to, greater than — but for this one I’ll select less than 2 amps, and keep the details generic for low amps.

[23:58] So what this tells us is that if this unit transmits into Bullhorn Web and the value is less than 2 amps — even 1.9999 — it’ll set the unit into alarm and transmit the alert to the user in the contacts. I’ll hit Save, then go to Alert Contacts.

[24:29] Earlier I showed adding an individual contact — there are also groups you can select from, and this is what I suggest to everyone: create a contact group and put the users you want notified into it, even if it’s just one person. That way, if that person leaves the company, you don’t have to go back and remove them from every individual contact — just remove them from the contact group and add new people at the same time.

[25:26] Another function here is Add to All Alerts — once selected, every alert or alarm set up for this unit will have that contact group added to it. I’ve added the North contact group — if I go back to Alerts and select the original alert we added one contact to, and go to Contacts, I can see North was added there too. It saves you time.

[26:11] The last thing I want to show is how to add a contact group. We’ll go up to Admin and Contact Groups. I’m currently on the North contact group — I can select Add to create a new one, or edit this one. I can add a contact user — I’ll select “John Brew,” contact type text, and now that’s added. If I’ve added the North group to a particular unit, I can go back at any time and move a user in or out to help speed things up on the website.

Closing & Upcoming Events

[27:26] If there are any questions, please add them to the chat — we’ll be glad to help. That’s pretty much what I have for you today.

Jon Luckau
[27:46] Thank you, Michael, for sharing your expertise today — that really does mean a lot. Thank you all for being part of this session today. I put up another poll if you’d like to answer what Virtual Brews you’d like to see next, around some of the product topics we have available.

[28:12] I’m going to end with a few announcements, just to make sure everyone’s aware of what’s to come. We have a PCS Survey Manager trial we’re offering — if you’re interested, feel free to scan the QR code, or reach out directly to your CAM or American Innovations support, and we’ll get you in the right place.

[28:37] We also have a few other events coming up: the AMP Houston Clay Shoot on August 28th, the AMP Central Conference near the end of September, and October 19th through 20th, the AMP Eastern Conference — one of our big partners, and we’d love to see you there.

[28:59] And then the biggest event of the year for us is our AI World user group — that’s happening November 1st through the 5th. There’s a change of venue this year: it’s previously been at the AT&T Center, and we’re now at the Omni Hotel in downtown Austin. Please sign up and join us — take a look at the QR code if that helps.

[29:19] For now, that’s what we have — again, thank you to Michael Plaster for presenting with us today, and thank you to everybody who joined us today. I hope this was helpful, and we look forward to seeing you around, whether through support, your KAM, or at our next AI World and Virtual Brew. Thanks again for joining us — have a great rest of your day and week.