A Glossary of Core Automation Concepts for HR Professionals Using Make.com

In the rapidly evolving landscape of HR and recruiting, leveraging automation isn’t just an advantage—it’s a necessity. To help HR professionals navigate this transformation, especially when utilizing powerful platforms like Make.com, understanding key terminology is crucial. This glossary demystifies essential automation concepts, translating technical jargon into practical insights for optimizing your HR and recruiting workflows.

Webhook

A webhook is an automated message sent from an app when something specific happens, essentially a “user-defined HTTP callback.” It allows real-time data transfer between web applications. In an HR context, a webhook might instantly notify your ATS when a new application is submitted on a career page, or trigger a Make.com scenario when a candidate reaches a specific stage in your CRM. This immediate communication eliminates manual polling and ensures that your HR workflows are always acting on the most current information, accelerating processes like candidate screening or onboarding initiation.

API (Application Programming Interface)

An API is a set of rules and protocols that allows different software applications to communicate and exchange data with each other. Think of it as a menu in a restaurant: you don’t need to know how the food is cooked, just how to order using the menu items. For HR, APIs are fundamental to integration, enabling your ATS to share candidate data with a background check service, or your HRIS to update employee records in a benefits platform. Make.com extensively uses APIs to connect to thousands of services, facilitating seamless data flow and process automation without custom coding.

Integration

Integration refers to the process of connecting two or more disparate software systems or applications to work together seamlessly. The goal is to create a unified system where data can flow freely between platforms, eliminating silos and reducing manual data entry. In HR, successful integration means your recruiting platform can talk to your HRIS, your payroll system, and your onboarding tools. This not only saves significant time but also minimizes errors, ensuring consistent data across all HR functions and providing a single source of truth for employee information.

Scenario (Make.com)

In Make.com, a “scenario” is a complete, automated workflow that connects different applications and defines how data flows between them. It represents the entire sequence of operations, from a trigger event to the final action. For example, a scenario could start when a new candidate applies (trigger), then parse their resume, create a record in your ATS, send an automated email, and finally notify the hiring manager. Each scenario is a visual representation of your automated process, making it easy for HR professionals to design, monitor, and optimize complex workflows.

Module (Make.com)

A module in Make.com is a specific block within a scenario that performs a single action or serves as a trigger for the workflow. Each app connection (e.g., Gmail, Slack, Google Sheets, your ATS) has various modules representing different functions like “Watch New Emails,” “Create a Row,” “Send a Message,” or “Update Candidate Status.” HR professionals use modules to build their scenarios piece by piece, selecting the exact actions needed to automate tasks such as scheduling interviews, sending personalized offer letters, or initiating new hire paperwork.

Data Mapping

Data mapping is the process of matching fields from one data source to corresponding fields in another. For instance, when integrating an application form with an ATS, the “First Name” field from the form needs to be mapped to the “Candidate First Name” field in the ATS. This critical step ensures that information is correctly transferred and interpreted between systems. Accurate data mapping prevents errors, maintains data integrity, and is fundamental to building reliable and effective automated HR workflows, ensuring consistent and usable data across all your platforms.

Iterator (Make.com)

An Iterator in Make.com is a special module designed to process collections of data, known as arrays, one item at a time. If you receive a list of multiple candidate applications within a single bundle of data, an Iterator can break that list down, allowing subsequent modules in your scenario to act on each individual application separately. This is incredibly useful in HR for handling bulk operations, such as processing multiple new hires from a single event, or reviewing several attachments (e.g., resumes, cover letters) associated with one candidate submission.

Aggregator (Make.com)

An Aggregator module in Make.com performs the opposite function of an Iterator: it collects individual pieces of data from multiple operations and combines them into a single, structured bundle. For example, after an Iterator processes individual interview feedback forms for several candidates, an Aggregator could compile all that feedback into a single summary report or a single email to the hiring team. This is invaluable for generating consolidated reports, sending summary notifications, or creating single documents from various data points within HR processes.

Conditional Logic

Conditional logic refers to the use of “if-then” statements within an automated workflow to make decisions based on specific criteria. It dictates that certain actions should only be executed if particular conditions are met. In HR automation, conditional logic can be used to route candidates based on their experience level (e.g., if “Years of Experience” > 5, then send to senior recruiter), or to trigger different onboarding paths based on their department or job role. This allows for highly flexible and intelligent workflows that adapt to varying data inputs and business rules.

Router (Make.com)

A Router in Make.com is a flow control module that allows a single data stream to be split into multiple different paths, with each path potentially leading to a different set of operations based on conditional logic. For instance, after a new applicant is received, a Router could direct applicants for technical roles down one path (e.g., send to technical assessment), while applicants for sales roles go down another (e.g., send to sales aptitude test). Routers enable the creation of highly dynamic and branching workflows, catering to diverse HR processes within a single scenario.

Workflow Automation

Workflow automation is the design and implementation of technology to automate a series of tasks, rules, and procedures that comprise a business process. Rather than individual, isolated tasks, it focuses on the entire flow of work from start to finish. In HR, this can involve automating the entire candidate journey from application to hire, or the new employee onboarding process, integrating various systems like ATS, HRIS, and payroll. The goal is to reduce manual effort, increase efficiency, improve accuracy, and ensure consistent execution of processes.

Low-Code Automation

Low-code automation refers to the use of platforms and tools that allow users to create applications and automate processes with minimal manual coding. Instead, users typically leverage visual interfaces, drag-and-drop functionalities, and pre-built connectors. Make.com is a prime example of a low-code automation platform. For HR professionals, this means they can design and implement complex automation workflows—like integrating hiring platforms or automating reporting—without needing extensive programming knowledge, making advanced technology accessible and empowering them to solve their own operational challenges.

CRM Integration (Customer Relationship Management)

CRM integration involves connecting your Customer Relationship Management system (even if used for candidate management) with other HR or business tools. While traditionally for sales, CRMs are increasingly adapted by recruiters to manage candidate pipelines, track interactions, and nurture relationships. Integrating your CRM with an ATS, email platform, or scheduling tool means that candidate data is consistent across systems, interview schedules are automatically updated, and communication records are centralized, leading to a more streamlined and personalized candidate experience.

ATS Integration (Applicant Tracking System)

ATS integration is the process of connecting your Applicant Tracking System with other HR software, such as HRIS, background check services, assessment platforms, or communication tools. This ensures a seamless flow of candidate data throughout the recruitment lifecycle. For example, when a candidate moves from “interviewed” to “offer extended” in the ATS, an integration could automatically trigger an offer letter generation in a document management system and initiate a background check. This reduces manual data entry, speeds up hiring, and provides a holistic view of the candidate journey.

HRIS (Human Resources Information System)

An HRIS is a comprehensive software solution that centralizes and manages all employee-related information and various HR functions within an organization. This typically includes employee records, payroll, benefits administration, time and attendance, talent management, and compliance. Integrating your HRIS with other systems via platforms like Make.com allows for automated data updates, such as syncing new hire information from an ATS directly into employee profiles, or automatically enrolling new employees in benefits programs. This eliminates redundant data entry, improves data accuracy, and streamlines core HR operations.

If you would like to read more, we recommend this article: The Definitive Guide: Migrating HR & Recruiting from Zapier to AI-Powered Make.com Workflows