A Glossary of Essential Concepts in HR Automation & Workflow Technology

In the rapidly evolving landscape of human resources, understanding the core concepts behind automation and workflow technology is no longer optional—it’s foundational. As HR and recruiting professionals navigate an increasingly digital world, leveraging technology to streamline processes, enhance candidate experience, and drive strategic outcomes becomes paramount. This glossary provides clear, authoritative definitions of key terms, offering insights into their practical application within talent acquisition and management, designed to equip you with the knowledge to thrive in modern HR.

Workflow Automation

Workflow automation refers to the use of technology to automatically execute a series of tasks, rules, and processes without human intervention. In HR, this can range from automating interview scheduling and onboarding document generation to approvals for time-off requests. The primary goal is to eliminate manual, repetitive work, reduce human error, and accelerate process completion. For recruiting, this means faster time-to-hire by automatically moving candidates through stages, sending personalized communications, and triggering background checks or offer letters upon specific conditions being met. By standardizing and automating workflows, HR teams can reallocate valuable time to more strategic initiatives, improving efficiency and employee satisfaction.

Robotic Process Automation (RPA)

Robotic Process Automation (RPA) involves deploying software robots (“bots”) to mimic human interactions with digital systems and applications. Unlike traditional automation that requires deep system integration, RPA bots operate at the user interface level, simulating mouse clicks, keyboard entries, and data extraction from existing systems. In HR, RPA can be used for tasks like data entry into HRIS, extracting resume information from various sources, generating payroll reports, or onboarding new employees by automatically creating accounts across multiple platforms. RPA excels at repetitive, rule-based tasks, significantly reducing manual effort and processing time, making it invaluable for high-volume administrative HR functions that often involve legacy systems.

Artificial Intelligence (AI) in HR

Artificial Intelligence (AI) in HR refers to the application of AI technologies to enhance human resources functions. This encompasses a broad range of capabilities, including machine learning, natural language processing, and predictive analytics, all designed to augment human decision-making and automate complex tasks. In recruiting, AI can power intelligent candidate matching, screen resumes for qualifications, predict candidate success, or personalize communication. For broader HR, AI assists with talent development, employee engagement analysis, and even detecting potential flight risks. AI’s goal is not to replace human HR professionals but to empower them with data-driven insights and efficiencies, allowing for more strategic and empathetic interactions.

Machine Learning (ML)

Machine Learning (ML) is a subset of AI that enables systems to learn from data, identify patterns, and make predictions or decisions with minimal human programming. Instead of being explicitly programmed for every scenario, ML algorithms “learn” from vast datasets and improve their performance over time. In HR, ML is crucial for tasks like predictive analytics, where it can forecast future hiring needs, identify top-performing candidates based on historical data, or predict employee turnover. It also underpins sophisticated resume parsing and skills matching within applicant tracking systems. By leveraging ML, HR teams can move beyond reactive decision-making to proactive, data-informed strategies, optimizing recruitment and talent management processes.

Natural Language Processing (NLP)

Natural Language Processing (NLP) is an AI discipline that enables computers to understand, interpret, and generate human language. NLP allows machines to process and make sense of unstructured text and voice data. In HR and recruiting, NLP is fundamental to tools that analyze resumes and job descriptions, extracting key skills, experiences, and qualifications. It powers chatbots that can answer candidate queries or guide employees through HR processes. NLP also plays a role in sentiment analysis of employee feedback or performance reviews, providing insights into engagement and satisfaction. By bridging the communication gap between humans and machines, NLP significantly enhances the efficiency and effectiveness of HR operations.

Applicant Tracking System (ATS)

An Applicant Tracking System (ATS) is a software application designed to help recruiters and employers manage the entire recruitment and hiring process. From posting job openings and collecting applications to screening candidates, scheduling interviews, and tracking progress, an ATS centralizes all recruitment activities. Modern ATS platforms often integrate with AI and automation features for resume parsing, candidate matching, and automated communication. For HR professionals, an ATS is indispensable for maintaining an organized and compliant hiring pipeline, improving efficiency, reducing time-to-hire, and providing a better candidate experience by ensuring no application falls through the cracks.

Candidate Relationship Management (CRM)

Candidate Relationship Management (CRM) in recruiting is a strategy and system used to build and nurture relationships with potential candidates, often before a specific job opening exists. Unlike an ATS, which primarily manages active applicants, a recruiting CRM focuses on creating a talent pool and engaging with passive candidates over time. It allows recruiters to segment candidates, send targeted communications, track interactions, and manage a long-term talent pipeline. For HR, a robust CRM ensures a consistent flow of qualified candidates, reduces reliance on external agencies, and positions the organization as an employer of choice, especially for hard-to-fill roles.

Human Resources Information System (HRIS)

A Human Resources Information System (HRIS) is a comprehensive software solution that integrates various HR functions into a single system. It typically manages employee data, payroll, benefits administration, time and attendance, performance management, and sometimes even recruitment. An HRIS acts as a centralized database for all employee-related information, streamlining administrative tasks, ensuring data accuracy, and providing critical insights through reporting and analytics. For HR professionals, an HRIS is the backbone of their operations, enabling compliance, reducing manual paperwork, and providing a holistic view of the workforce, supporting strategic decision-making and operational efficiency.

API (Application Programming Interface)

An API (Application Programming Interface) is a set of rules and protocols that allows different software applications to communicate and exchange data with each other. In essence, it acts as a messenger between systems, enabling them to share information securely and efficiently. For HR technology, APIs are critical for integrating disparate systems like an ATS with an HRIS, a payroll system with a time-tracking tool, or a background check service with an onboarding platform. This interoperability ensures a “single source of truth” for employee data, eliminates redundant data entry, and facilitates seamless automated workflows across an organization’s tech stack, crucial for a truly automated HR environment.

Low-Code/No-Code Platforms

Low-code/no-code platforms are development environments that allow users to create applications and automate workflows with minimal or no traditional coding. Low-code platforms offer visual interfaces and pre-built components that accelerate development, while no-code platforms enable non-technical users to build solutions entirely through drag-and-drop interfaces. In HR, these platforms empower HR professionals (often called “citizen developers”) to build custom forms, automate approval processes, create personalized onboarding portals, or integrate data between systems without relying heavily on IT departments. This democratizes automation, enabling HR teams to quickly adapt to changing needs and implement tailored solutions that might otherwise be cost-prohibitive or time-consuming.

Chatbots & Conversational AI

Chatbots and Conversational AI are AI-powered programs designed to simulate human conversation, either through text or voice interfaces. Chatbots follow predefined rules and scripts, while more advanced Conversational AI uses natural language processing (NLP) and machine learning to understand context, intent, and engage in more dynamic, human-like interactions. In HR, these tools are invaluable for answering frequently asked questions from candidates or employees (e.g., “What’s my PTO balance?”), guiding users through application processes, or providing initial support for HR policies. They offer instant, 24/7 support, reduce the burden on HR staff, and significantly improve the candidate and employee experience by providing quick access to information.

Predictive Analytics

Predictive analytics in HR involves using historical and current data, often combined with machine learning algorithms, to forecast future trends, outcomes, and behaviors related to the workforce. This enables HR professionals to anticipate future challenges and opportunities rather than simply reacting to them. Examples include predicting employee turnover risk, identifying which candidates are most likely to succeed in a role, forecasting future hiring needs, or understanding the impact of training programs. By leveraging predictive analytics, HR teams can make more informed, data-driven decisions that optimize talent acquisition, development, and retention strategies, directly impacting business performance and profitability.

Talent Intelligence

Talent Intelligence is the process of collecting, analyzing, and leveraging data about talent markets, competitors, internal workforce demographics, and skill sets to inform strategic HR decisions. It goes beyond simple HR reporting to provide deeper insights into the availability of specific skills, salary benchmarks, competitor hiring practices, and internal talent gaps. For recruiters, talent intelligence helps identify target talent pools, understand market demands, and craft more effective job descriptions. For HR leaders, it supports workforce planning, talent development initiatives, and ensures the organization has the right skills at the right time. By providing a comprehensive view of the talent landscape, it elevates HR from an operational function to a strategic business partner.

Digital Transformation

Digital transformation in HR refers to the fundamental rethinking and redesign of HR processes, culture, and employee experiences by leveraging digital technologies. It’s not just about implementing new software; it’s about shifting the entire HR operating model to be more agile, data-driven, and focused on enhancing the human experience within the organization. This involves integrating automation, AI, cloud solutions, and mobile technologies across all HR functions, from recruitment and onboarding to performance management and employee engagement. The goal is to create a more efficient, responsive, and employee-centric HR function that can proactively support business objectives and thrive in the digital age.

Business Process Management (BPM)

Business Process Management (BPM) is a systematic approach to identifying, documenting, designing, implementing, monitoring, and optimizing an organization’s business processes. In HR, BPM involves analyzing existing workflows (e.g., hiring, onboarding, performance review) to identify bottlenecks, inefficiencies, and areas for improvement. It then applies methodologies and tools to redesign and automate these processes, often using workflow automation and integration technologies. The aim is to achieve greater efficiency, compliance, consistency, and agility. BPM provides a framework for continuous improvement, ensuring that HR processes are not only automated but also continually refined to meet evolving business needs and deliver maximum value.

If you would like to read more, we recommend this article: The Automated Recruiter: Your Blueprint for Transforming Talent Acquisition with Keap & AI