A Glossary of Key Terms in Integration & Workflow Automation for HR & Recruiting Professionals

In today’s fast-paced HR and recruiting landscape, understanding the core concepts of integration and workflow automation is no longer optional—it’s essential for driving efficiency, accuracy, and strategic impact. This glossary, tailored for HR and talent acquisition leaders, defines critical terms that empower professionals to leverage technology more effectively, optimize their processes, and ultimately save valuable time. Dive in to demystify the jargon and discover how these concepts can transform your operations.

Automation

Automation refers to the use of technology and software to perform tasks, processes, or workflows with minimal human intervention. In HR and recruiting, this can range from simple, repetitive tasks like sending automated follow-up emails to candidates or scheduling interviews, to complex multi-step processes such as onboarding new hires. The goal of automation is to reduce manual effort, minimize human error, increase speed, and free up HR professionals to focus on strategic initiatives rather than administrative burdens. By automating routine operations, HR teams can process applications faster, manage employee data more efficiently, and ensure consistent execution of policies, directly contributing to a smoother candidate and employee experience.

Workflow Automation

Workflow automation involves the design and implementation of systems that automatically execute a sequence of tasks or steps within a defined business process. Unlike general automation which might apply to single tasks, workflow automation connects multiple tasks, often across different systems, to achieve a larger objective. For HR, this could mean automating the entire candidate journey from application submission through offer letter generation and pre-onboarding tasks, or streamlining performance review cycles. Effective workflow automation ensures that information flows seamlessly between departments and systems (e.g., ATS to HRIS), eliminating bottlenecks, improving compliance, and providing greater visibility into the status of critical HR processes.

Integration

Integration is the process of connecting two or more disparate software applications, systems, or databases so they can communicate, share data, and function together as a unified system. In the context of HR technology, integration is crucial for ensuring that your Applicant Tracking System (ATS), Human Resources Information System (HRIS), payroll software, CRM, and other tools don’t operate in silos. For example, integrating an ATS with an HRIS means candidate data can be automatically transferred upon hire, eliminating duplicate data entry and reducing the risk of errors. Robust integration platforms allow HR teams to create a “single source of truth” for employee data, enhancing data accuracy, improving reporting capabilities, and streamlining overall operations.

API (Application Programming Interface)

An API, or Application Programming Interface, is a set of rules and protocols that allows different software applications to communicate and interact with each other programmatically. Think of it as a menu at a restaurant: it lists what you can order (available functions) and describes how to order it (data formats, request methods). For HR and recruiting, APIs are the backbone of many integrations, enabling systems like an ATS to “talk” to a background check service, a scheduling tool, or even an internal reporting dashboard. By leveraging APIs, organizations can build custom integrations, extend the functionality of their existing software, and create tailored workflows that meet their specific operational needs without manual data transfer.

Webhook

A webhook is an automated message sent from one application to another when a specific event occurs, acting as a “reverse API.” Instead of an application repeatedly asking another system for updates (polling), the webhook enables the source application to “push” information to a destination application as soon as an event happens. For HR, webhooks are incredibly powerful for real-time automation. For instance, when a candidate moves to a “Hired” status in your ATS, a webhook can instantly trigger a new employee setup process in your HRIS, send a notification to IT for equipment provisioning, or initiate an automated welcome email. This event-driven communication makes workflows highly responsive and efficient, eliminating delays inherent in manual updates or scheduled data syncs.

CRM (Customer Relationship Management)

While traditionally associated with sales and marketing, Customer Relationship Management (CRM) systems are increasingly vital for HR and recruiting. A CRM is software designed to manage and analyze customer (or in this case, candidate/employee) interactions and data throughout their lifecycle. For recruiting, a CRM can serve as a talent relationship management system, helping HR teams nurture prospective candidates, track their engagement, and build a talent pipeline even before specific roles open up. For internal HR, a CRM approach can enhance employee experience by managing feedback, tracking career development interactions, and personalizing communications, treating employees as internal customers whose experience directly impacts retention and engagement.

ATS (Applicant Tracking System)

An Applicant Tracking System (ATS) is a software application designed to handle recruitment and hiring needs by tracking applicants from the moment they express interest to their eventual hire (or rejection). It automates and streamlines various parts of the hiring process, including job posting distribution, resume parsing, candidate screening, interview scheduling, and offer management. For HR professionals, an ATS is a central hub for managing the candidate pipeline, ensuring compliance, and gaining insights into recruitment metrics. Integrating an ATS with other HR tools, such as HRIS, background check services, and communication platforms, amplifies its power, creating a more cohesive and efficient talent acquisition ecosystem.

RPA (Robotic Process Automation)

Robotic Process Automation (RPA) utilizes software robots (bots) to mimic human actions when interacting with digital systems and software. RPA is particularly effective for automating highly repetitive, rule-based tasks that often involve interacting with legacy systems or applications that lack robust APIs for direct integration. In HR, RPA bots can log into multiple systems, extract data from documents, fill out forms, process payroll inputs, or reconcile discrepancies between different databases. While RPA doesn’t “understand” the data like AI, it excels at executing defined steps precisely and quickly, reducing manual errors in transactional HR processes and freeing up staff for more analytical or human-centric tasks.

AI (Artificial Intelligence)

Artificial Intelligence (AI) refers to the simulation of human intelligence processes by machines, especially computer systems. These processes include learning (the acquisition of information and rules for using the information), reasoning (using rules to reach approximate or definite conclusions), and self-correction. In HR, AI is revolutionizing various functions, from enhancing candidate sourcing and screening through AI-powered resume analysis and matching, to personalizing employee learning and development paths, and even predicting flight risk. AI tools can analyze vast amounts of data to uncover insights, automate decision-making processes, and provide intelligent assistance, making HR more data-driven and strategic.

Machine Learning (ML)

Machine Learning (ML) is a subset of Artificial Intelligence that focuses on enabling systems to learn from data, identify patterns, and make decisions with minimal human programming. Instead of being explicitly programmed for every scenario, ML algorithms “learn” by being exposed to large datasets. For HR, ML powers many advanced automation capabilities: predicting which candidates are most likely to succeed based on historical data, identifying bias in hiring processes, optimizing job descriptions for wider reach, or even personalizing onboarding content based on an employee’s role and preferences. ML’s ability to adapt and improve over time makes it invaluable for continuous optimization of HR strategies.

Data Mapping

Data mapping is the process of creating a link between two distinct data models, defining how data elements from a source system (e.g., a candidate’s name in an ATS) correspond to data elements in a destination system (e.g., an employee’s name in an HRIS). This critical step ensures that when data is transferred or integrated between systems, it is correctly understood and stored in the appropriate fields. Accurate data mapping prevents errors, maintains data integrity, and is fundamental for successful HR system integrations, data migrations, and reporting. Without proper data mapping, automated workflows can fail, leading to incorrect information, compliance issues, and operational inefficiencies.

Trigger

In the context of workflow automation, a “trigger” is a specific event or condition that initiates an automated workflow or sequence of actions in a system. It’s the “if” part of an “if this, then that” statement. For HR, common triggers could include a new application submitted in an ATS, an employee’s start date approaching, a candidate reaching a certain stage in the hiring pipeline, or even a specific date (e.g., the first of the month for payroll tasks). Identifying and configuring the right triggers is paramount for building responsive and efficient automations that activate precisely when needed, ensuring timely and relevant responses to evolving HR scenarios.

Action

An “action” is a task or operation performed by an automated system in response to a trigger. It’s the “then that” part of an “if this, then that” statement. Following a trigger, an action is the specific step an automation takes. Examples of actions in HR automation include sending an email (e.g., an interview invitation), updating a record in a database (e.g., changing a candidate status), creating a new entry (e.g., adding a new employee to the HRIS), generating a document (e.g., an offer letter), or notifying a team member via Slack. Automating these actions significantly reduces manual work, accelerates processes, and ensures consistency in operations after a specific event occurs.

Low-code/No-code Platforms

Low-code/No-code platforms are development environments that enable users to create applications and automate processes with little to no traditional coding. “No-code” platforms use visual drag-and-drop interfaces for non-developers, while “low-code” platforms provide similar visual tools but also allow experienced developers to add custom code for more complex requirements. For HR professionals, these platforms democratize automation, allowing them to build custom integrations, create reporting dashboards, or design tailored workflows without relying heavily on IT departments. This agility empowers HR to quickly adapt to changing needs, prototype solutions, and drive innovation from within the department, making technology accessible to a broader range of users.

SaaS (Software as a Service)

SaaS, or Software as a Service, is a software distribution model where a third-party provider hosts applications and makes them available to customers over the internet. Instead of purchasing and installing software, users access it via a web browser on a subscription basis. Most modern HR technologies, including ATS, HRIS, payroll, and performance management systems, are delivered as SaaS. This model offers several advantages for HR: lower upfront costs, automatic updates and maintenance by the vendor, scalability to accommodate growing needs, and accessibility from any location with an internet connection. SaaS solutions reduce the IT burden on organizations, allowing HR teams to focus on strategic initiatives rather than software management.

If you would like to read more, we recommend this article: How to Supercharge Your ATS with Automation (Without Replacing It)