A Glossary of Key Integration Platform as a Service (iPaaS) Terminology for HR & Recruiting Professionals
In today’s fast-evolving HR and recruiting landscape, technology integrations are no longer a luxury but a necessity for efficiency, accuracy, and competitive advantage. Understanding the core terminology of Integration Platform as a Service (iPaaS) is crucial for HR and recruiting leaders looking to automate processes, streamline workflows, and ensure their tech stack works harmoniously. This glossary provides clear, practical definitions tailored to help you navigate the world of automation, enabling smarter decisions that drive recruitment success and enhance the employee experience.
Integration Platform as a Service (iPaaS)
An iPaaS is a suite of cloud services that connects various applications and data sources without the need for extensive coding or on-premise infrastructure. For HR and recruiting, iPaaS solutions like Make.com enable seamless data flow between Applicant Tracking Systems (ATS), Human Resources Information Systems (HRIS), payroll platforms, learning management systems, and other HR tech tools. This integration eliminates manual data entry, reduces errors, and frees up valuable HR professionals to focus on strategic initiatives rather than administrative tasks. It’s the backbone for creating a truly connected and automated HR ecosystem.
Application Programming Interface (API)
An API is a set of rules and protocols that allows different software applications to communicate with each other. Think of it as a waiter in a restaurant: you (one application) tell the waiter (API) what you want (data request), and the waiter goes to the kitchen (another application) to get it for you. In HR, APIs are fundamental for sharing data securely and efficiently, for instance, allowing an ATS to retrieve candidate information from LinkedIn, or enabling a background check service to pull candidate details directly from your HRIS. Understanding APIs helps HR professionals grasp the potential for interoperability between their critical software tools.
Webhook
A webhook is an automated message sent from an application when a specific event occurs, acting as a “user-defined HTTP callback.” Unlike an API call, which requires you to constantly check for updates, a webhook delivers data to you in real-time as soon as something happens. For recruiting, a webhook might trigger an automated email to a candidate when their application status changes in the ATS, or initiate an onboarding sequence in an HRIS when a new hire is marked as “accepted.” This immediate notification capability is vital for dynamic, event-driven HR automation, ensuring prompt actions and reducing delays in critical workflows.
Workflow Automation
Workflow automation involves using technology to automate a series of tasks or processes that previously required manual intervention. In the HR context, this could range from automating the candidate screening process, sending offer letters, managing onboarding paperwork, to triggering performance review reminders. iPaaS tools are excellent for building these automated workflows, connecting disparate systems and orchestrating tasks based on predefined rules. The goal is to eliminate repetitive, low-value work, improve efficiency, reduce human error, and accelerate critical HR operations, ultimately enhancing both recruiter and employee experiences.
Connector/App
In the context of iPaaS, a connector (often called an app or module) is a pre-built integration point that allows an iPaaS platform to easily communicate with a specific third-party application, such as Salesforce, Workday, or Google Sheets. These connectors handle the complex API interactions behind the scenes, simplifying the process of linking systems. For HR, having robust connectors for popular ATS, HRIS, payroll, and communication tools (e.g., Slack, Gmail) means recruiters and HR teams can quickly build integrations without needing deep technical expertise, making automation accessible and scalable.
Trigger
A trigger is the event that initiates an automated workflow or “scenario” within an iPaaS platform. It’s the “if” part of an “if-then” statement. Examples relevant to HR include “New candidate submitted in ATS,” “Employee status changed to ‘Hired’ in HRIS,” or “New interview scheduled in calendar.” Triggers are fundamental to reactive automation, ensuring that as soon as a specific condition is met, the predefined sequence of actions begins immediately, without human prompting. This real-time response capability is crucial for keeping HR processes moving efficiently and responsively.
Action
An action is a specific operation performed by an iPaaS platform in response to a trigger or a previous action within a workflow. It’s the “then” part of an “if-then” statement. Following an HR trigger, actions could include “Create new employee record in HRIS,” “Send welcome email to new hire,” “Update candidate status in ATS,” or “Add interview details to a shared calendar.” Each action represents a discrete step in an automated process, contributing to the overall workflow and driving outcomes like reduced manual data entry, faster communication, or improved data consistency across systems.
Scenario/Integration Flow
In iPaaS platforms like Make.com, a scenario (or integration flow) refers to the complete end-to-end automated process, comprising a trigger and one or more subsequent actions and modules. It’s the visual representation or logical sequence of how data moves and transforms between applications. A typical HR scenario might involve a trigger (e.g., “New resume submitted”), followed by actions like “Parse resume data,” “Create candidate profile in ATS,” “Send confirmation email to applicant,” and “Schedule initial screening call.” These scenarios are the building blocks of comprehensive HR automation strategies, designed to solve specific operational challenges.
Data Mapping
Data mapping is the process of matching and transforming data fields from one application to corresponding fields in another application during an integration. For example, when transferring candidate information from an ATS to an HRIS, the “Candidate Name” field in the ATS needs to be mapped to the “Employee First Name” and “Employee Last Name” fields in the HRIS. Proper data mapping ensures that information is accurately transferred, understood, and formatted correctly between systems. It’s a critical step in any HR automation project to maintain data integrity and avoid errors that could lead to compliance issues or operational inefficiencies.
Low-Code/No-Code (LCNC)
Low-code/No-code platforms provide visual development environments that allow users to create applications and automated workflows with minimal or no traditional coding. Low-code platforms offer some coding flexibility, while no-code platforms use entirely visual interfaces. For HR and recruiting professionals, LCNC iPaaS tools are game-changers, enabling them to build complex integrations and automations without needing to hire developers or acquire extensive programming skills. This democratizes automation, empowering HR teams to quickly adapt to changing needs, build custom solutions, and significantly reduce reliance on IT departments for integration projects.
Cloud Integration
Cloud integration refers to the process of combining various cloud-based applications, services, and data sources into a unified environment. Given that most modern HR and recruiting tools (ATS, HRIS, payroll, background checks) are cloud-native, cloud integration is a cornerstone of modern HR tech stacks. iPaaS platforms are inherently cloud-based, making them ideal for connecting these systems securely and efficiently, whether they are SaaS products or custom cloud applications. This approach enables HR teams to leverage scalable, accessible, and up-to-date technologies without the complexities of on-premise infrastructure.
Real-time Integration
Real-time integration ensures that data is exchanged and updated between systems immediately as events occur, with minimal delay. In HR, real-time integration is critical for processes that require immediate action or up-to-the-minute information, such as updating an applicant’s status in an ATS and simultaneously notifying the hiring manager, or ensuring a new hire’s details are immediately available in the payroll system. This contrasts with batch processing, where data is transferred periodically. Real-time capabilities improve responsiveness, prevent bottlenecks, and provide accurate, current information for timely decision-making in fast-paced recruiting environments.
Data Synchronization
Data synchronization is the process of ensuring that data across multiple systems is consistent and up-to-date. In HR, this means that an employee’s contact information, job title, or salary should be identical whether it’s viewed in the HRIS, payroll system, or a benefits administration platform. iPaaS solutions facilitate robust data synchronization by setting up automated flows that push updates from a primary source system to all connected secondary systems whenever a change occurs. This eliminates discrepancies, reduces manual reconciliation efforts, and ensures data integrity, which is vital for compliance and accurate reporting in HR.
Error Handling
Error handling refers to the mechanisms and strategies put in place within an automated workflow to anticipate, detect, and respond to errors or exceptions. In iPaaS scenarios, this includes features that can log failed operations, send alerts to administrators (e.g., via email or Slack) when an integration breaks, or even attempt to re-run failed tasks after a certain period. For HR automation, effective error handling is crucial to prevent critical processes from stalling (e.g., a new hire not being onboarded due to a data transfer failure) and ensures that issues can be quickly identified and resolved, maintaining the reliability of automated HR operations.
If you would like to read more, we recommend this article: Make.com: Strategic HR & Recruiting Automation at 1/8th Zapier’s Cost (Plus 10,000 Free Credits)
