A Glossary of Key Terms: Understanding APIs and Webhooks in HR Automation

In the rapidly evolving landscape of HR and recruiting, leveraging technology to streamline processes is no longer optional—it’s essential. To truly harness the power of automation, a clear understanding of the fundamental concepts that drive these integrations is paramount. This glossary demystifies key terms related to APIs, webhooks, and the broader world of HR automation, providing HR leaders and recruiting professionals with the knowledge needed to build more efficient, scalable, and intelligent systems.

API (Application Programming Interface)

An API, or Application Programming Interface, is a set of rules and protocols that allows different software applications to communicate and exchange data. Think of it as a waiter in a restaurant: you (the client application) tell the waiter (API) what you want from the kitchen (server application), and the waiter delivers your order back to you. In HR, APIs are crucial for connecting disparate systems like Applicant Tracking Systems (ATS), HR Information Systems (HRIS), background check services, and payroll platforms. For example, an ATS might use an API to push new hire data directly into an HRIS, eliminating manual data entry and reducing errors. This seamless data flow is the backbone of truly integrated and automated HR operations.

Webhook

A webhook is an automated message sent from an application when a specific event occurs, essentially a “reverse API.” Instead of constantly checking an API for updates (polling), webhooks allow applications to deliver real-time data to other systems as soon as an event happens. Imagine a recruiter receiving an instant notification in their CRM whenever a candidate applies through their ATS. This immediate communication significantly reduces latency and improves efficiency, making webhooks invaluable for time-sensitive HR automations such as triggering onboarding workflows immediately after a job offer is accepted or notifying hiring managers of new applications as they arrive.

Integration

Integration refers to the process of combining different software applications, systems, or databases so they can work together seamlessly. The goal is to create a unified system where data flows freely between various components, eliminating silos and manual data transfer. In HR, effective integration can connect an ATS with an HRIS, a payroll system, an e-signature platform, and even communication tools. This creates a cohesive ecosystem where candidate data, employee information, and HR processes are synchronized, significantly boosting efficiency, reducing administrative burden, and providing a single source of truth for critical data, ultimately enhancing the employee experience.

Automation

Automation in an HR context involves using technology to perform tasks or processes that would otherwise require manual human intervention. This can range from simple, repetitive tasks like sending automated email confirmations to complex workflows such as onboarding new hires, managing payroll, or scheduling interviews. The primary benefits of HR automation include increased efficiency, reduced human error, cost savings, and the ability for HR professionals to focus on strategic initiatives rather than administrative tasks. By automating routine processes, organizations can streamline operations, ensure compliance, and deliver a more consistent and positive experience for candidates and employees alike.

Low-Code/No-Code

Low-code/no-code platforms enable users to create applications and automate workflows with minimal or no traditional programming knowledge. Low-code tools use visual interfaces with pre-built components and drag-and-drop functionality, requiring some coding for customization. No-code tools go a step further, allowing complete application development without writing a single line of code. For HR professionals, these platforms (like Make.com) are transformative, empowering them to build sophisticated automations and integrations for tasks like resume parsing, candidate communication, data synchronization between HR systems, and onboarding sequence triggers, all without needing to rely on IT departments, significantly speeding up development and deployment.

ATS (Applicant Tracking System)

An Applicant Tracking System (ATS) is a software application designed to manage the recruitment process. It helps organizations track, screen, and manage job applicants throughout the hiring journey, from initial application to offer acceptance. Key features often include resume parsing, job posting distribution, candidate communication tools, interview scheduling, and reporting. In an automated HR environment, an ATS integrates with other systems to automatically move candidate data, trigger follow-up communications, or initiate background checks, centralizing all candidate information and streamlining the entire talent acquisition lifecycle, making hiring faster and more efficient for recruiters.

CRM (Candidate Relationship Management)

In the HR context, CRM stands for Candidate Relationship Management, though it shares principles with customer relationship management. A CRM system helps organizations attract, engage, and nurture relationships with potential candidates, often before a specific job opening arises. It’s used for talent pooling, proactive sourcing, communication, and maintaining a pipeline of qualified individuals for future roles. When integrated with an ATS and other HR tools, a CRM can automate candidate outreach, track engagement, and segment talent pools, ensuring a continuous supply of qualified candidates and improving the overall candidate experience by providing personalized communication and timely updates.

Data Payload

In the context of APIs and webhooks, a data payload refers to the actual data being transmitted between two systems. It’s the “body” of the message that carries the information. When an API call is made or a webhook is triggered, the payload contains all the relevant data points that need to be exchanged. For example, when a new applicant submits their details via an ATS, the webhook’s data payload might include the candidate’s name, contact information, resume text, and the job they applied for. Understanding the structure and content of data payloads is critical for configuring integrations and automations to correctly process and utilize incoming information.

Endpoint

An endpoint is a specific URL or address where an API can be accessed by a client application. It’s the destination for an API call, indicating where the requested resource or service is located on a server. For instance, an HRIS API might have different endpoints for retrieving employee data (`/employees`), updating an employee’s record (`/employees/{id}`), or adding a new hire (`/new-hire`). Each endpoint typically corresponds to a specific function or resource that the API provides. Correctly identifying and utilizing the appropriate endpoints is fundamental to successful API integrations and ensures that data requests and transfers are directed to the right place.

Authentication (API)

API authentication is the process by which an API verifies the identity of the user or application making a request, ensuring that only authorized parties can access and exchange data. This is a critical security measure to protect sensitive information. Common authentication methods include API keys, OAuth tokens, and username/password combinations. In HR automation, robust authentication is vital for safeguarding confidential employee and candidate data. For example, an integration between an ATS and a background check service will require secure authentication to ensure that sensitive personal information is only accessed and processed by legitimate and authorized systems, maintaining data integrity and compliance.

JSON (JavaScript Object Notation)

JSON, or JavaScript Object Notation, is a lightweight data-interchange format that is easy for humans to read and write, and easy for machines to parse and generate. It is widely used for transmitting data between a server and web application, and is the preferred format for many APIs and webhooks due to its simplicity and flexibility. Data in JSON format is structured as key-value pairs, making it highly organized. In HR automation, understanding JSON is important because candidate profiles, employee records, and other data payloads are frequently transmitted and processed in JSON format when integrating various HR systems, allowing for efficient and standardized data exchange.

Workflow

A workflow represents a sequence of steps or tasks that must be completed to achieve a specific outcome. In HR, workflows are prevalent in nearly every process, from candidate application to employee offboarding. Examples include the hiring workflow (application, screening, interview, offer), the onboarding workflow (paperwork, system access, training), or the performance review workflow. Automation platforms enable the creation of “automated workflows” where each step can be triggered by predefined conditions, often involving APIs and webhooks. This streamlines operations, ensures consistency, reduces manual effort, and significantly improves the efficiency and accuracy of complex HR processes.

HRIS (Human Resources Information System)

An HRIS, or Human Resources Information System, is a comprehensive software solution that centralizes and manages all core HR functions within an organization. This typically includes employee data management, payroll, benefits administration, time and attendance, talent management, and compliance reporting. The HRIS acts as the central repository for employee information. In an automated HR environment, the HRIS often serves as the “source of truth,” integrating with other systems like ATS, learning management systems, and performance management tools via APIs. This integration ensures that employee data is consistent, up-to-date, and accessible across the entire HR ecosystem, driving efficiency and strategic decision-making.

Polling

Polling is a method of continuously checking for new data or events by making repeated requests to an API at regular intervals. Unlike webhooks, which push data when an event occurs, polling requires the client system to actively “ask” the server if there’s anything new. While simple to implement, polling can be inefficient, consuming unnecessary resources and bandwidth if updates are infrequent. For example, an HR system might poll a job board API every hour to check for new applications. In contrast, webhooks provide real-time updates without constant checking. For time-sensitive HR automations, webhooks are generally preferred over polling due to their efficiency and immediate notification capabilities.

API Key

An API key is a unique identifier used to authenticate a user or application when accessing an API. It’s essentially a secret code provided by the API owner that clients must include with their requests to gain access to the API’s services. API keys help track API usage, control access, and enforce rate limits. In HR automation, an API key might be used to allow a recruiting platform to securely access a background check service or to enable an HRIS to push data to a payroll provider. While effective for identification, API keys should be treated as sensitive credentials and protected carefully, often in conjunction with other security measures for robust authentication.

If you would like to read more, we recommend this article: Make.com HR Automation: Your Strategic Blueprint for the Automated Recruiter