The Essential Glossary of Automation & AI Terms for Modern HR and Recruiting

In today’s fast-evolving HR and recruiting landscape, staying ahead means embracing the power of automation and artificial intelligence. This glossary is designed specifically for HR leaders, COOs, and recruitment directors, providing clear, authoritative definitions for key terms that are reshaping how we attract, hire, and manage talent. Understanding these concepts is crucial for leveraging new technologies to reduce operational costs, eliminate human error, and achieve unprecedented scalability. Dive in to empower your team and streamline your processes.

Workflow Automation

Workflow automation refers to the use of technology to automatically execute a sequence of tasks or steps in a business process without human intervention. In HR and recruiting, this can involve anything from automatically sending candidate screening emails after an application is submitted, to orchestrating the entire new hire onboarding process by triggering document signing, HRIS updates, and IT provisioning requests. By streamlining repetitive administrative tasks, workflow automation frees up HR professionals to focus on strategic initiatives like talent development and employee engagement, significantly improving efficiency, reducing errors, and accelerating time-to-hire. For instance, connecting an Applicant Tracking System (ATS) to a background check service and then to an offer letter generator via a platform like Make.com constitutes a powerful automated workflow.

Robotic Process Automation (RPA)

Robotic Process Automation (RPA) utilizes software bots to mimic human actions when interacting with digital systems and software. Unlike traditional automation, RPA can operate across multiple disparate systems, “clicking” through interfaces just like a human would, without requiring direct API integrations. In an HR context, RPA can automate tasks like data entry into multiple systems, extracting information from resumes or forms, or generating reports. For example, an RPA bot could log into a job board, download applications, extract specific data points, and then input that data into an internal HR system, saving countless hours of manual data transcription and ensuring data consistency.

AI-Powered Recruitment

AI-Powered Recruitment leverages artificial intelligence to enhance various stages of the hiring process. This includes using AI for resume screening to identify best-fit candidates, chatbots for initial candidate engagement and FAQ handling, predictive analytics to forecast hiring needs, and even sentiment analysis during interviews. The goal is to make recruitment more efficient, objective, and data-driven. For HR and recruiting professionals, AI can reduce unconscious bias in the initial screening phase, provide a 24/7 candidate experience, and allow recruiters to prioritize engagement with truly promising candidates, leading to faster hires and improved candidate quality.

Applicant Tracking System (ATS) Integration

ATS Integration refers to the process of connecting an Applicant Tracking System with other HR technology tools, such as HRIS, CRM, background check services, assessment platforms, and payroll systems. Effective integration eliminates data silos and manual data entry, ensuring a seamless flow of information across the entire talent lifecycle. For HR teams, integrated systems mean less administrative overhead, fewer errors, and a unified view of candidate and employee data. For example, a successful ATS integration might automatically push new hire data from the ATS to the HRIS and payroll system upon job offer acceptance, automating significant portions of the onboarding process.

Candidate Relationship Management (CRM) for Recruiting

While CRMs are common in sales, a Candidate Relationship Management (CRM) system for recruiting specifically focuses on nurturing relationships with potential candidates, whether they are active applicants or passive talent. It helps recruiters build talent pools, track interactions, and engage with candidates over time through automated drip campaigns, personalized communications, and talent community management. This proactive approach allows HR and recruiting professionals to maintain a strong pipeline of qualified candidates for future roles, significantly reducing time-to-hire when new positions open. Platforms like Keap, when configured for recruiting, can act as powerful CRMs, ensuring no promising candidate is ever lost.

Intelligent Automation

Intelligent Automation (IA) is an advanced form of automation that combines Robotic Process Automation (RPA) with Artificial Intelligence (AI) technologies like machine learning, natural language processing, and computer vision. This allows systems to not only automate repetitive tasks but also to learn, adapt, and make more informed decisions. In HR, IA can analyze employee performance data to predict future attrition risks, automate the processing of complex expense reports by understanding unstructured data, or even personalize learning and development recommendations. It moves beyond simply following rules to intelligently optimize processes and improve outcomes.

Data Orchestration

Data Orchestration is the process of integrating, combining, and coordinating data from various disparate sources to ensure it is accessible, consistent, and actionable across an organization. In HR, this means seamlessly moving candidate data from an ATS to an HRIS, employee performance metrics from a review system to a talent management platform, or payroll information to financial systems. Effective data orchestration eliminates manual data transfers, reduces errors, and provides a “single source of truth” for all HR-related data, enabling HR leaders to make strategic decisions based on accurate and comprehensive insights. Tools like Make.com are crucial for achieving sophisticated data orchestration.

API (Application Programming Interface)

An API (Application Programming Interface) is a set of defined rules that allows different software applications to communicate and exchange data with each other. Essentially, it’s a messenger that delivers your request to a system and then brings the response back to you. In HR automation, APIs are fundamental for integrating various HR tech tools like an ATS, HRIS, payroll system, and background check providers. For example, an ATS might use an API to send a candidate’s information directly to a background check vendor, or a custom internal tool could use an API to pull specific employee data from the HRIS, enabling real-time data flow and robust automation without manual intervention.

Webhook

A webhook is an automated message sent from an application when a specific event occurs. It’s essentially a “reverse API” that delivers real-time data from one system to another. Instead of making continuous requests to check for new data, a system configured with a webhook simply “listens” for a notification. In HR and recruiting, webhooks are incredibly powerful for trigger-based automation. For example, when a candidate moves to a “Hired” stage in an ATS, a webhook can instantly trigger a new employee onboarding workflow in an HRIS or a welcome email sequence from a CRM, eliminating delays and manual coordination.

Low-Code/No-Code Development

Low-code/No-code development platforms allow users to create applications and automate workflows with minimal or no traditional programming knowledge. Low-code platforms use visual interfaces with pre-built components and drag-and-drop functionalities, while no-code platforms are even more abstract, focusing on configuration over coding. For HR and recruiting professionals, these platforms (like Make.com) empower them to build custom automation solutions, integrate systems, and create tailored dashboards without relying heavily on IT departments. This democratizes automation, enabling faster implementation of solutions to immediate operational challenges, such as automating resume parsing or interview scheduling.

Machine Learning (ML) in HR

Machine Learning (ML), a subset of AI, involves training algorithms on data to learn patterns and make predictions or decisions without being explicitly programmed for every task. In HR, ML applications are vast, from predicting employee attrition by analyzing historical data to optimizing workforce planning based on market trends. ML algorithms can also enhance candidate matching by identifying the most relevant skills and experiences from resumes, or personalize learning and development paths for employees. For HR leaders, ML provides data-driven insights that can significantly improve talent management, retention strategies, and overall organizational effectiveness.

Natural Language Processing (NLP)

Natural Language Processing (NLP) is a branch of AI that enables computers to understand, interpret, and generate human language. In HR, NLP is instrumental in automating tasks involving text-based data. This includes parsing resumes to extract key skills and experience, analyzing candidate responses in written assessments, or even summarizing feedback from employee surveys. NLP-powered chatbots can also engage candidates in natural conversations, answering questions and pre-screening applicants. By automating the processing of vast amounts of unstructured text data, NLP helps HR professionals extract valuable insights and streamline communications more efficiently.

Conversational AI

Conversational AI refers to technologies, like chatbots and voice assistants, that can understand and respond to human language in a natural, conversational manner. In recruiting, conversational AI tools can handle initial candidate inquiries, answer frequently asked questions about roles or benefits, schedule interviews, and guide applicants through the application process 24/7. This improves the candidate experience by providing immediate responses, frees up recruiters from repetitive tasks, and ensures consistent communication. For HR, conversational AI can also automate IT support requests or assist employees with HR policy questions, significantly enhancing service delivery and efficiency.

Digital Transformation in HR

Digital Transformation in HR is the strategic adoption of digital technology to fundamentally change how HR operates, delivers value, and interacts with employees and candidates. It’s not just about implementing new software; it’s about reimagining processes, culture, and employee experiences through technology. For HR leaders, this means moving from traditional, manual processes to data-driven, automated, and AI-enhanced systems across recruitment, onboarding, talent management, and employee engagement. The goal is to create a more agile, efficient, and employee-centric HR function that contributes directly to business growth and competitive advantage.

HRIS Integration

HRIS Integration is the process of connecting a Human Resources Information System (HRIS) with other critical business applications. An HRIS serves as the central repository for all employee data, including personal information, payroll, benefits, time and attendance, and performance management. Integrating the HRIS with systems like Applicant Tracking Systems (ATS), payroll providers, learning management systems, and identity management platforms ensures that employee data is consistent, up-to-date, and flows seamlessly across the organization. This eliminates duplicate data entry, reduces errors, improves reporting accuracy, and enables comprehensive automation of HR processes from hire to retire, providing a single source of truth for all employee-related information.

If you would like to read more, we recommend this article: The Ultimate Guide to HR Automation: Save Time, Reduce Costs, and Scale Your Team