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A Glossary of Key HR Technology & Software Acronyms for Seamless Onboarding
In the fast-evolving landscape of HR technology, a clear understanding of industry acronyms is crucial for professionals aiming to optimize their onboarding processes. From managing candidate data to ensuring compliance and delivering engaging new hire experiences, the right software and automation can transform how new employees integrate into your organization. This glossary clarifies essential terms, helping HR and recruiting leaders navigate the complexities and leverage technology for more efficient, human-centric onboarding.
ATS (Applicant Tracking System)
An Applicant Tracking System (ATS) is a software application designed to help recruiters and employers manage the entire recruitment process. This includes posting job openings, collecting applications, screening candidates, and scheduling interviews. In the onboarding context, a robust ATS integrates seamlessly with HRIS platforms to transfer new hire data, pre-populate forms, and initiate background checks, drastically reducing manual data entry and potential errors. Automation within an ATS can trigger welcome emails, send offer letters, and even set up initial training modules, ensuring a consistent and rapid transition from candidate to employee.
HRIS (Human Resources Information System)
An HRIS is a comprehensive system that manages, stores, and processes all aspects of employee data and HR-related functions. It typically encompasses payroll, benefits administration, time and attendance, performance management, and employee self-service. For onboarding, the HRIS serves as the central repository for a new hire’s master data, from personal details to tax information and emergency contacts. Automating data flow from an ATS into an HRIS is critical for eliminating redundant data entry and ensuring compliance, while providing new employees immediate access to their profile and relevant company information from day one.
HCM (Human Capital Management)
Human Capital Management (HCM) is a broader, more strategic approach to HRIS, encompassing all the features of an HRIS but also including talent management functionalities like learning and development, succession planning, and performance management, alongside core HR operations. An HCM suite provides a holistic view of the employee lifecycle, from hire to retire. In onboarding, an integrated HCM system can automate the assignment of mentors, trigger enrollment in specific training paths based on role, and track early performance metrics, ensuring new hires are not just processed but strategically developed from the outset.
LMS (Learning Management System)
A Learning Management System (LMS) is a software application for the administration, documentation, tracking, reporting, automation, and delivery of educational courses, training programs, or learning and development programs. During onboarding, an LMS is vital for delivering mandatory compliance training, product knowledge, company culture orientations, and skill-specific development modules. Integrating the LMS with an HRIS or automation platform allows for automatic enrollment of new hires into relevant courses based on their department or role, tracking their progress, and ensuring they meet necessary learning objectives before full integration.
SSO (Single Sign-On)
Single Sign-On (SSO) is an authentication scheme that allows a user to log in with a single ID and password to gain access to a connected system or multiple independent software systems. For new employees, SSO streamlines the initial access to various company applications, such as the HRIS, LMS, internal communication tools, and productivity suites, eliminating the need to remember multiple credentials. This significantly improves the first-day experience by reducing friction, enhancing security, and speeding up productivity as new hires can access all necessary tools with minimal setup.
API (Application Programming Interface)
An API (Application Programming Interface) is a set of defined rules that enable different software applications to communicate and interact with each other. In HR technology, APIs are the backbone of integration, allowing systems like an ATS, HRIS, and payroll to exchange data seamlessly. During onboarding, APIs facilitate the automated transfer of new hire information from one system to another, triggering workflows such as benefits enrollment, equipment provisioning, or system access requests without manual intervention. This dramatically improves efficiency, reduces errors, and creates a more cohesive technological ecosystem.
RPA (Robotic Process Automation)
Robotic Process Automation (RPA) refers to the use of software robots to automate repetitive, rules-based tasks that typically require human interaction with computer systems. In onboarding, RPA can be deployed to automate tasks such as data entry into disparate systems lacking direct API connections, verifying document completeness, sending reminder emails for pending forms, or generating standard reports. While APIs offer direct system-to-system communication, RPA acts as a ‘digital assistant’ that mimics human actions on the user interface, bridging gaps in older systems or complex workflows where direct integrations are not feasible.
AI (Artificial Intelligence)
Artificial Intelligence (AI) encompasses systems or machines that mimic human intelligence to perform tasks and can iteratively improve themselves based on the information they collect. In HR and particularly onboarding, AI is revolutionizing processes by automating tasks that require cognitive capabilities. This includes using AI-powered chatbots to answer new hire FAQs, personalizing onboarding journeys based on individual needs, analyzing sentiment from new hire feedback surveys, or even assisting in the intelligent routing of support requests. AI reduces administrative burden while enhancing the personalization and effectiveness of the new employee experience.
SaaS (Software as a Service)
Software as a Service (SaaS) is a software distribution model in which a third-party provider hosts applications and makes them available to customers over the internet. Most modern HR and onboarding platforms, including ATS, HRIS, and LMS, are delivered as SaaS solutions. This model offers significant benefits for businesses, including lower upfront costs, automatic updates and maintenance, scalability, and accessibility from anywhere with an internet connection. For onboarding, SaaS tools enable rapid deployment and flexibility, allowing HR teams to quickly adapt to changing needs and provide new hires with immediate access to essential systems.
ERP (Enterprise Resource Planning)
Enterprise Resource Planning (ERP) refers to a suite of integrated software applications that an organization can use to manage and integrate the essential parts of its business. An ERP system integrates all facets of an operation, including product planning, development, manufacturing, sales, marketing, and HR. While often broader than dedicated HR systems, many larger organizations use ERP modules for HR functions, especially when tight integration with finance, supply chain, and project management is required. In onboarding, an ERP can ensure that a new hire’s data is consistent across all relevant business units, from payroll to asset allocation.
PII (Personally Identifiable Information)
Personally Identifiable Information (PII) is any data that can be used to identify a specific individual. This includes names, addresses, Social Security numbers, dates of birth, and biometric data. In HR and onboarding, handling PII securely is paramount due to legal and ethical obligations. HR technology systems must be designed with robust security measures, encryption, and access controls to protect PII from unauthorized access or breaches. Automation streamlines the collection and processing of PII, but it must be configured to comply with privacy regulations, minimizing human handling of sensitive data.
GDPR (General Data Protection Regulation)
The General Data Protection Regulation (GDPR) is a comprehensive data privacy and security law passed by the European Union (EU) that imposes strict obligations on organizations that collect, process, or store personal data of individuals residing in the EU, regardless of where the organization is located. For global HR teams, GDPR significantly impacts how PII of new hires is collected, stored, and managed during onboarding, requiring explicit consent, transparency, and data portability. Automation workflows must be designed to be GDPR-compliant, ensuring data minimization, secure storage, and adherence to data subject rights.
E-Verify
E-Verify is an internet-based system operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. This system compares information from an employee’s Form I-9, Employment Eligibility Verification, to data from DHS and SSA records. During onboarding, integrating E-Verify functionality directly into HRIS or applicant tracking systems through automation streamlines the compliance process, reduces manual errors, and ensures legal employment verification for U.S.-based hires.
ROI (Return on Investment)
Return on Investment (ROI) is a performance measure used to evaluate the efficiency or profitability of an investment or to compare the efficiency of several different investments. In the context of HR technology and onboarding, calculating ROI involves assessing the tangible and intangible benefits gained from implementing new systems or automation (e.g., reduced time-to-hire, increased new hire retention, decreased administrative costs, improved employee satisfaction) against the cost of the investment. Understanding ROI is critical for HR leaders to justify technology expenditures and demonstrate the business value of optimized onboarding processes.
KPI (Key Performance Indicator)
A Key Performance Indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. In HR and particularly for onboarding, KPIs are crucial for tracking the success and efficiency of new hire programs. Examples include new hire retention rates, time-to-productivity, completion rates of onboarding tasks and training modules, new hire satisfaction scores, and the reduction in administrative errors. Automation platforms can automatically collect and report on these KPIs, providing HR leaders with real-time insights to continuously refine and improve their onboarding strategies.
If you would like to read more, we recommend this article: The ROI of Automated Onboarding: Reducing “First-Day Friction” by 60%
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