A Glossary of Key Terms: Cloud Applications & Integrations for HR

In today’s fast-paced business environment, HR and recruiting professionals are constantly seeking ways to enhance efficiency, reduce manual tasks, and improve candidate experience. The bedrock of this transformation often lies in understanding and leveraging cloud applications and their seamless integration capabilities. This glossary aims to demystify the essential terminology related to cloud technologies and integrations, providing a clear, authoritative guide for leaders looking to optimize their HR operations. From real-time data flow to automated workflows, a solid grasp of these concepts is crucial for building a future-proof, scalable recruiting function.

Cloud Application

A cloud application, often referred to as a cloud app, is a software program where data processing logic is stored on remote servers accessed via the internet, rather than residing entirely on a local device. For HR and recruiting professionals, this means accessing essential tools like Applicant Tracking Systems (ATS), Human Resources Information Systems (HRIS), or Candidate Relationship Management (CRM) platforms through a web browser or mobile app, without the need for complex on-premise installations. This model offers unparalleled flexibility, allowing teams to work from anywhere, collaborate seamlessly, and scale their tools as their workforce grows. It eliminates the burden of maintaining physical servers, making technology adoption more agile and cost-effective.

SaaS (Software as a Service)

Software as a Service (SaaS) is a cloud computing model where a third-party provider hosts applications and makes them available to customers over the internet. Instead of purchasing and installing software, users subscribe to it, typically on a monthly or annual basis. In the HR world, almost every modern tool—from payroll systems like Gusto to recruiting platforms like Greenhouse, or HRIS like Workday—operates on a SaaS model. This approach drastically reduces upfront IT costs, ensures automatic updates and maintenance, and provides robust accessibility. For recruiting, SaaS solutions facilitate rapid deployment of new features, continuous improvement, and ensures that teams always have access to the latest tools for candidate sourcing, screening, and onboarding.

API (Application Programming Interface)

An Application Programming Interface (API) is a set of rules and protocols that allows different software applications to communicate and interact with each other. Think of it as a universal translator or a digital messenger that enables two distinct systems to exchange data and functionality without direct human intervention. For HR and recruiting, APIs are fundamental to building integrated tech stacks. For instance, an API might allow your ATS to automatically push new candidate data into your HRIS, or let a background check service retrieve applicant information directly from your recruiting platform. Understanding APIs is key to unlocking automation potential, as they are the conduits through which data flows to create seamless, automated workflows between disparate systems.

Webhook

A webhook is an automated message sent from an application when a specific event occurs, essentially providing real-time information pushes from one system to another. Unlike APIs, which typically require a “request-response” model (where one system asks for data), webhooks automatically “call out” to a predefined URL when an event happens. In recruiting automation, webhooks are incredibly powerful. For example, when a candidate applies via your website (the event), a webhook can instantly trigger an automation workflow in Make.com or Zapier. This might involve sending a confirmation email, adding the candidate to your CRM, or initiating a preliminary screening process, all without delay. Webhooks are critical for creating truly dynamic and responsive automated HR processes.

iPaaS (Integration Platform as a Service)

Integration Platform as a Service (iPaaS) refers to a suite of cloud services that connects applications, data, and processes within an organization and across external entities. Platforms like Make.com (formerly Integromat) and Zapier are prime examples of iPaaS solutions. They provide a user-friendly interface to build, deploy, and manage integrations without extensive coding knowledge. For HR leaders, iPaaS is a game-changer. It allows you to connect your ATS, HRIS, communication tools (like Slack or Teams), and other cloud apps to automate complex workflows. Whether it’s syncing candidate data, automating onboarding tasks, or generating custom reports, iPaaS empowers HR teams to create a truly connected and efficient digital ecosystem, eliminating manual data entry and reducing errors.

Workflow Automation

Workflow automation is the design and implementation of technology-driven processes that automatically execute tasks or sequences of tasks based on predefined rules. Its goal is to streamline operations, reduce human error, and free up valuable time by taking over repetitive, manual duties. In HR and recruiting, workflow automation can transform nearly every process. Examples include automatically sending interview invitations based on candidate status changes, onboarding new hires by provisioning system access and sending welcome kits, or even automating aspects of performance reviews. By mapping out existing processes and identifying points of friction, HR professionals can leverage tools like iPaaS to build intelligent workflows that enhance productivity and allow human talent to focus on strategic, high-value activities.

Data Synchronization

Data synchronization refers to the process of establishing and maintaining consistency between data held in different locations or applications. In the context of cloud applications and integrations, it ensures that when data is updated in one system, those changes are reflected accurately and promptly in all other connected systems. For HR, robust data synchronization is paramount. Imagine a candidate’s contact information being updated in your ATS; effective synchronization means that same updated information automatically appears in your CRM, onboarding platform, and eventually your HRIS, preventing discrepancies and ensuring a “single source of truth.” This eliminates manual data entry, reduces the risk of errors, and ensures that all teams are working with the most current and accurate information, critical for compliance and efficiency.

Single Source of Truth (SSOT)

A Single Source of Truth (SSOT) is a concept in data architecture where all data points are stored in one central location, ensuring that every user across an organization sees the same, most accurate version of information. For HR and recruiting, achieving an SSOT is vital for operational excellence. It means that candidate profiles, employee records, or payroll data, for example, exist in one definitive system, with other applications integrating to reference or update that central record. This prevents data silos, contradictions, and confusion, which are common pain points in fragmented tech stacks. Implementing an SSOT, often via strategic integrations, empowers HR to make data-driven decisions with confidence, improves reporting accuracy, and significantly enhances compliance and audit readiness.

CRM (Candidate Relationship Management)

Candidate Relationship Management (CRM) systems are specialized software solutions designed to help organizations manage and nurture relationships with potential candidates, often before they even apply for a specific role. While traditional CRMs focus on customer relationships, recruiting CRMs focus on the candidate journey, from initial interest to hiring. These systems track interactions, manage talent pools, facilitate personalized communication, and help build a strong employer brand. Integrating a recruiting CRM with an ATS and other communication platforms is essential. It allows recruiters to automate outreach, segment talent pools, and ensure a positive, consistent experience for prospective employees, ultimately shortening time-to-hire and improving the quality of applicants.

ATS (Applicant Tracking System)

An Applicant Tracking System (ATS) is a software application designed to help recruiters and employers manage the recruiting and hiring process more efficiently. From posting job openings and collecting applications to screening candidates, scheduling interviews, and tracking progress, an ATS centralizes and streamlines these critical tasks. For HR professionals, an ATS is often the cornerstone of their recruiting tech stack. Its effectiveness is amplified when integrated with other cloud applications: receiving applications from job boards via API, pushing qualified candidates to a CRM for long-term nurturing, or triggering background checks automatically. A well-integrated ATS reduces administrative burden, improves candidate management, and ensures a compliant and organized hiring process.

HRIS (Human Resources Information System)

A Human Resources Information System (HRIS) is a comprehensive software solution that integrates various human resources functions into a single system. It typically encompasses core HR data, payroll, benefits administration, time and attendance, talent management, and employee self-service portals. For HR and recruiting leaders, the HRIS acts as the central repository for all employee-related data, from hire to retire. Integrating an HRIS with an ATS, onboarding platforms, and other business applications is crucial for operational continuity. For example, once a candidate is hired through the ATS, their data can be automatically transferred to the HRIS to initiate payroll setup, benefits enrollment, and employee record creation, ensuring a smooth transition and reducing manual data entry for the HR team.

Cloud Migration

Cloud migration refers to the process of moving an organization’s digital assets, services, databases, IT resources, and applications either partially or entirely to the cloud. This can involve moving from on-premise servers to a public cloud provider, or between different cloud environments. For HR, cloud migration often involves transitioning legacy HR systems, data archives, or even entire HRIS platforms to more agile, scalable cloud-based solutions. While it can be a significant undertaking, cloud migration offers benefits like reduced infrastructure costs, enhanced data security, improved accessibility, and greater flexibility for future integrations and automations. A strategic approach ensures minimal disruption and maximizes the long-term advantages for HR operations.

Data Security (in Cloud)

Data security in the cloud refers to the measures and protocols used to protect data stored and processed in cloud computing environments from unauthorized access, breaches, and corruption. Given that HR data often includes sensitive personal information, social security numbers, and financial details, ensuring robust cloud data security is paramount for HR and recruiting professionals. This involves understanding shared responsibility models with cloud providers, implementing strong access controls, encryption, regular audits, and compliance with regulations like GDPR and CCPA. When integrating cloud applications, selecting providers with strong security certifications and clearly defined data protection policies is critical to safeguarding sensitive candidate and employee information and maintaining organizational trust and compliance.

Scalability

Scalability, in the context of cloud applications and integrations, refers to a system’s ability to handle an increasing amount of work or its potential to be enlarged to accommodate that growth. For HR and recruiting, scalability is a critical consideration. As your company grows, so do your hiring needs, candidate volumes, and employee base. Cloud-based ATS, HRIS, and integration platforms are inherently scalable, meaning they can adjust resources (like storage, processing power, or user licenses) up or down based on demand, without requiring significant manual intervention or costly hardware upgrades. This ensures that your HR tech stack can seamlessly support periods of rapid hiring or company expansion, preventing bottlenecks and maintaining operational efficiency without a costly rip-and-replace strategy.

Low-Code/No-Code Automation

Low-code/no-code automation platforms are development environments that allow users to create applications and automate workflows with minimal or no traditional programming. Low-code platforms utilize visual interfaces and pre-built modules with some coding flexibility, while no-code platforms rely entirely on drag-and-drop interfaces. For HR and recruiting professionals, these tools (like Make.com, Zapier, or even advanced features within modern HRIS) are incredibly empowering. They democratize automation, enabling HR teams to build custom integrations and workflows to streamline tasks like interview scheduling, candidate communication, or data entry, without relying heavily on IT departments. This agility allows HR to quickly adapt to changing needs, experiment with new processes, and significantly boost productivity with minimal technical expertise.

If you would like to read more, we recommend this article: Zapier HR Automation: Reclaim Hundreds of Hours & Transform Small Business Recruiting