# Inventory ownership conflicts before a firm merger

Canonical: https://refer.sourcex.si/guides/workflow-candidate-ownership-conflicts
Last updated: 2026-10-19

Before a recruiting firm merger combines two candidate databases, inventory the records that show how ownership conflicts were settled: submission timestamps in each ATS and in each client portal, the client terms that define who represents a candidate, the firm's own representation confirmations, and the adjudication notes that record each decision. Note years covered, which instance holds each, who owns it and when either system's access ends. The commercial operations head can usually answer; the introduction goes to the executive who can authorize a licensing discussion for the merged firm.

Ownership conflicts turn on minutes and days: who spoke to the candidate first, who had the candidate's agreement, who submitted to the client first. A merger puts exactly those details at risk, because combining two databases means deciding which of two duplicate records survives. This guide explains why, lists what an ATS implementation partner should inventory, and shows an Illustrative before-and-after merge.

## Why does a recruiting firm merger put conflict history at risk?

Because the same candidate often exists twice, once in each firm's system, and deduplication can keep one record's dates and drop the other's. The dates that decided a past conflict may be the ones that disappear.

Duplicates are not a sign of sloppy work. Bullhorn's documentation says its duplicate check ignores deleted records and records the user cannot view, so depending on privileges it may only check a user's own or department's records; it does check archived records, and candidate matching uses last name, the first two letters of the first name and primary email. Client-side vendor systems run their own checks: Beeline's documentation describes comparing a supplier-submitted candidate against existing worker records and letting an administrator resolve possible matches. Two legacy firms, each with its own visibility settings and client portals, will carry many records the merged firm sees as duplicates.

The UK Information Commissioner's guidance on mergers frames the wider discipline for personal data: identify the purposes the data was originally collected for and the lawful basis for sharing it, get technical advice where different systems are involved, and after the merger check accuracy and apply a consistent retention policy. Conflict history is one small part of that work, but it is the part most easily overwritten.

## What should be inventoried before a recruiting firm merger affects candidate ownership conflicts history?

The record classes in both legacy systems, their coverage, their owners, the rules each unit applied, and the date either system's access ends.

| Item | What to note | Why it matters for conflict history |
|---|---|---|
| Both ATS instances | Vendor, years held, visibility settings | Settings explain why conflicts arose |
| Submittal and activity history | Whether created dates survive the merge of duplicate records | Deduplication can keep one record's dates and drop the other's |
| Client portal access | Which clients' portals, which legacy unit's login | Access often ends when a unit's supplier account is closed |
| Client agreements | Versions per legacy unit, ownership clauses | Two rules for one client is itself an exception worth recording |
| Adjudication notes | Where kept, from which year, by whom | The decision record is the rarest piece |
| Internal credit policy | Written version and dates | Explains splits that look arbitrary later |
| Access deadline | Contract end or shutdown date for the retiring system | The only urgency worth mentioning |

## An Illustrative merge, before and after

Illustrative, for a fictional merged staffing firm. Unit A and unit B both worked with the same candidate before the merger, and a past conflict was settled in unit A's favor because it submitted to the client portal first.

| Field | Unit A record | Unit B record | Merged record |
|---|---|---|---|
| Candidate | Same person | Same person | One record |
| First submission to client | Day 1, 09:14 | Day 3, 16:40 | Day 3, 16:40 |
| Representation confirmation | Day -2 | None | None |
| Adjudication note | Unit A owns the claim | Reference to unit A note | Note text kept, dates lost |

The merged record, shown in the graphic, kept unit B's dates. The adjudication note survives, but it now refers to a submission that the record no longer shows. Anyone reading the history later sees a decision that contradicts its own evidence. The fix is not to keep everything; it is to know, before the deduplication rules are set, which fields carry the conflict history and in which instance they sit.

## When should a partner raise it?

During integration planning, before records are deduplicated, and kept separate from any paid scoping work with the referral relationship disclosed. Do not recommend keeping data the firm lacks the authority or reason to keep, and do not collect samples. The [post-merger data migration guide](/guides/post-merger-integration-data-migration) covers the wider integration, and the [Bullhorn data export page](/systems/bullhorn-data-export) covers placement and job-order history.

## Does the merged firm qualify?

The introduced company needs 50+ full-time employees at peak with contractors excluded; for a recruiting firm, placed workers on assignment at clients do not count, only its own full-time staff, and after a merger SourceX confirms in review which entity is the applicant. It also needs a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.

The commercial operations head knows coverage; counsel decides what client agreements and candidate privacy law allow; the merged firm's CEO or owners typically authorize a licensing discussion. What stays unknown until SourceX reviews it: buyer interest, the rights review outcome, de-identification needs and any offer.

Partners sign the Channel Partner Agreement before submitting introductions. The first valid introduction within the 90-day window is credited when the company submits a verified application, and one partner is credited per company. [Why data rights matter](/proof/why-data-rights-matter) explains the review order, and the [staffing and recruiting page](/industries/staffing-and-recruiting) and [industries hub](/industries) list other record types.

## Go deeper on candidate ownership conflicts

- [Candidate ownership conflicts referral brief template](/resources/candidate-ownership-conflicts-referral-brief-template) gives a fill-in introduction note.
- [Candidate ownership conflicts exception examples](/guides/candidate-ownership-conflicts-exception-examples) works through disputed claims and how each was adjudicated.
- [Candidate ownership conflicts records across systems](/guides/candidate-ownership-conflicts-records-across-systems) is a field map of how ATS and client portal records join.
- [Who can license candidate ownership conflicts records](/questions/who-can-license-candidate-ownership-conflicts-records) answers which decision-maker to introduce after a merger.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If a merger inventory shows conflict decisions whose dates still sit in both legacy systems, [register as a partner](/register), check the firm against [who qualifies](/who-qualifies), and read the [program terms](/terms) before you introduce the executive who can authorize the discussion.

## Sources

- https://refer.sourcex.si/terms
- https://kb.bullhorn.com/ats/Content/BHATS/Topics/understandingBHRecordDuplicateChecking.htm
- https://docs.bpe.beeline.com/beeline-professional/sourcing/candidate-duplicate-check.html
- https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/data-sharing/data-sharing-a-code-of-practice/due-diligence/