A Glossary of Key Terms in Make.com and Zapier for HR & Recruiting Professionals

In the world of HR and recruiting, efficiency is paramount. Understanding the language of automation platforms like Make.com and Zapier is no longer a luxury but a necessity for building scalable, error-free processes. This glossary provides clear, actionable definitions of key terms, helping HR leaders, COOs, and recruitment directors navigate the powerful capabilities of these tools to save valuable time and eliminate bottlenecks.

Zap

A “Zap” is Zapier’s term for an automated workflow or integration. It’s a connection between two or more apps that automates a task you’d otherwise do manually. For HR and recruiting professionals, a Zap could automatically create a new candidate record in your ATS when a new application is received via a web form, or send a personalized email to a hiring manager once a candidate passes a specific stage. Zaps are crucial for streamlining repetitive administrative tasks, ensuring data consistency, and freeing up your team to focus on high-value interactions.

Scenario

A “Scenario” is Make.com’s equivalent of a Zap. It’s an automated workflow that connects multiple apps and services, executing a series of operations based on predefined conditions. Unlike Zaps which are typically linear, Make.com scenarios offer more complex branching, filtering, and conditional logic, making them highly versatile for intricate HR processes. For instance, a scenario might automatically parse resume data, enrich it with publicly available professional information, and then route the candidate to different hiring managers based on specific keywords or roles found in their resume, all while updating your CRM and ATS.

Operation

An “Operation” refers to a single task or action performed within a Zap (Zapier) or a Scenario (Make.com). For example, sending an email, creating a new row in a spreadsheet, or updating a database record are all operations. In the context of HR automation, an operation could be “add new candidate to ATS,” “send calendar invite to interviewer,” or “update candidate status.” Both platforms count operations, and understanding how many each workflow consumes is vital for managing usage limits and optimizing your automation budget.

Task

While often used interchangeably with “operation,” a “Task” in Zapier specifically refers to each time a Zap successfully performs an action. If a Zap runs and creates 10 new candidate records, that counts as 10 tasks. In Make.com, the term “Operation” covers both triggers and actions, where each successfully executed module counts as one operation. Monitoring tasks (or operations) helps HR teams track the volume of automated work being done and plan for scalability as hiring demands increase.

Connection

A “Connection” is the authenticated link between your automation platform (Make.com or Zapier) and a third-party application (e.g., your ATS, HRIS, email provider, or calendar). Establishing a secure connection typically involves granting permissions through OAuth or providing API keys. For HR, managing these connections securely is critical, as they provide the bridge for sensitive candidate and employee data to flow between various HR tech systems, ensuring compliance and data integrity.

Module

Specific to Make.com, a “Module” is a building block within a scenario that performs a specific function or interacts with a particular app. Modules can be triggers (starting the scenario), actions (performing a task), or tools (like an iterator or router). For example, a “Google Sheets: Add a Row” module or an “Email: Send an Email” module are common components. Understanding modules helps HR teams design precise and powerful automation sequences, allowing for granular control over data flow and process execution.

Trigger

A “Trigger” is the event that starts a Zap or a Scenario. It’s the “when this happens…” part of an automation rule. Common triggers in HR include “New Applicant in ATS,” “Form Submission,” “New Email Received,” or “Candidate Status Changed.” Choosing the right trigger is fundamental to effective automation, ensuring your workflows activate precisely when needed, preventing manual oversight and speeding up critical HR processes like candidate onboarding or feedback collection.

Action

An “Action” is the event that a Zap or Scenario performs after it’s triggered. It’s the “then do this…” part of the automation. Examples include “Create New Candidate Record,” “Send Email Notification,” “Add Row to Spreadsheet,” or “Update Candidate Stage.” Actions are the practical output of your automation, directly contributing to increased efficiency and reduced manual workload for HR and recruiting teams. Carefully defined actions ensure that every step of a process is executed consistently and accurately.

Iterator

An “Iterator” (primarily in Make.com, though Zapier offers similar functionality in different forms) is a module that processes an array of items (a list of data) one by one. For instance, if you receive an email containing a list of 10 new hires, an iterator can break that list down and process each new hire individually. This is invaluable in HR for batch processing, such as sending unique onboarding packets to multiple new employees or generating individual contracts from a single data source.

Router

A “Router” (Make.com) allows a single workflow to split into multiple distinct paths based on specific conditions. After a trigger event, a router can send data down different routes depending on criteria like “if candidate applied for Role A, send to Hiring Manager X,” or “if candidate source is LinkedIn, update specific field.” Routers are essential for building dynamic and intelligent HR workflows that adapt to varying inputs, ensuring the right information reaches the right person or system at the right time.

Aggregator

An “Aggregator” (Make.com) collects multiple pieces of data from previous modules and combines them into a single bundle or array. For example, if you have a workflow that gathers feedback from several interviewers for a candidate, an aggregator could compile all that feedback into a single summary document or email before sending it to the hiring manager. Aggregators are crucial for consolidating dispersed information, simplifying reporting, and creating comprehensive outputs in HR processes.

Webhook

A “Webhook” is a mechanism that allows applications to send real-time information to your automation platform when an event occurs. Instead of your platform constantly checking for updates (polling), the sending application “pushes” data to a unique URL (the webhook) whenever a specified event happens. For HR, webhooks enable instant responses, such as immediately notifying a recruiter when a candidate accepts an offer or triggering an onboarding workflow the moment an HRIS record is updated.

Data Store

A “Data Store” (Make.com) is a persistent storage unit within your automation platform where you can save and retrieve data across different scenarios or executions. This acts like a mini-database directly within Make.com. For HR teams, a data store can be used to track applicant IDs, store custom flags, or keep a running tally of open positions, allowing for more complex stateful automations that remember and use information over time without relying on external databases.

Filter

A “Filter” is a condition placed within a Zap or Scenario that determines whether data proceeds to the next step. If the data doesn’t meet the specified criteria, the workflow stops or skips that particular path. For example, a filter could ensure an email notification is only sent if a candidate’s skill set matches “Python” or “SQL.” Filters are indispensable for preventing unnecessary actions, ensuring data quality, and routing information precisely to the relevant part of your HR process.

Schedule

A “Schedule” allows an automation workflow to run at specific intervals or times, rather than being triggered by an event. This is useful for recurring tasks that don’t have an immediate trigger. HR applications include scheduling a daily report of new applicants, sending weekly reminders for incomplete tasks, or initiating a monthly data cleanup process in your ATS. Scheduled automations ensure that routine, time-sensitive tasks are never missed.

If you would like to read more, we recommend this article: Zero-Loss HR Automation Migration: Zapier to Make.com Masterclass