A Comprehensive Glossary of HR Tech Stack Components & Integration Terminology

In today’s rapidly evolving HR landscape, mastering the terminology around technology stacks and their integration is not just beneficial—it’s essential. For HR and recruiting professionals, navigating the complex world of software solutions, automation, and AI requires a clear understanding of the core concepts that drive efficiency, enhance candidate experience, and empower strategic talent management. This glossary aims to demystify the critical terms you need to know to optimize your HR operations and leverage the full potential of your tech stack.

Human Resources Information System (HRIS)

An HRIS is a software solution designed to manage and automate core HR functions, including employee data management, payroll, benefits administration, time and attendance, and compliance reporting. It serves as a centralized database for all employee-related information, providing HR professionals with a holistic view of their workforce. In an automated context, an HRIS can be integrated with other systems to automatically update employee records upon hiring, process payroll based on synced time-tracking data, or trigger onboarding workflows, significantly reducing manual data entry and ensuring data consistency across the organization.

Applicant Tracking System (ATS)

An ATS is a software application that handles the entire recruitment and hiring process, from job posting and applicant screening to interview scheduling and offer management. It helps organizations streamline candidate workflows, store resumes, and communicate effectively with applicants. For recruiting professionals, integrating an ATS with other HR systems (like an HRIS or CRM) via automation can auto-sync candidate data, initiate background checks, or trigger personalized communication sequences based on a candidate’s stage in the hiring pipeline, thereby accelerating time-to-hire and improving candidate experience.

Candidate Relationship Management (CRM)

A CRM system, in the context of recruiting, focuses on building and nurturing relationships with potential candidates, often before they even apply for a specific role. It allows recruiters to proactively source talent, maintain talent pools, and engage with passive candidates through targeted communication campaigns. Integrating a recruiting CRM with an ATS and marketing automation platforms enables seamless lead capture from career fairs or online forms, automates drip campaigns to keep candidates engaged, and provides a clear audit trail of all interactions, cultivating a stronger talent pipeline.

Human Capital Management (HCM)

HCM is a broader term encompassing HRIS functionalities but also includes more strategic talent management aspects like performance management, learning and development, succession planning, and workforce analytics. An HCM suite provides a comprehensive platform for managing the entire employee lifecycle, from hire to retire. Automation within an HCM system can facilitate performance review cycles, assign mandatory training based on role, or flag employees ready for promotion, transforming HR from an administrative function into a strategic business partner.

Application Programming Interface (API)

An API is a set of rules and protocols that allows different software applications to communicate and exchange data with each other. It acts as a bridge, enabling disparate systems to “talk” and share information seamlessly. For HR tech, APIs are fundamental to integration, allowing an ATS to push new hire data to an HRIS, or a payroll system to receive time tracking information from a third-party application. Understanding APIs is crucial for building robust, interconnected HR tech stacks that eliminate data silos and automate cross-system workflows.

Integration

Integration refers to the process of connecting different software systems so they can work together and share data. In HR, effective integration prevents data duplication, reduces manual entry errors, and ensures that information is consistent across all platforms. For instance, integrating an ATS with an HRIS means that once a candidate is hired in the ATS, their information automatically populates in the HRIS, initiating their employee record. Strategic integration through tools like Make.com empowers HR teams to automate complex, multi-system workflows, saving significant time and improving data integrity.

Workflow Automation

Workflow automation is the design and implementation of technology to automatically execute a series of steps or tasks in a business process, reducing the need for manual intervention. In HR and recruiting, this can involve automating candidate screening based on predefined criteria, sending onboarding documents upon offer acceptance, or triggering performance review reminders. By automating routine, repetitive tasks, HR professionals can free up valuable time to focus on strategic initiatives, employee engagement, and complex problem-solving, dramatically increasing departmental efficiency.

Low-Code/No-Code Platforms

Low-code/no-code platforms enable users to create applications and automate workflows with minimal or no traditional programming knowledge, relying instead on visual interfaces, drag-and-drop functionalities, and pre-built components. Tools like Make.com exemplify this approach, allowing HR and recruiting teams to build sophisticated integrations and automations without needing dedicated IT resources or coding expertise. This empowers HR professionals to rapidly implement solutions for unique departmental needs, accelerating digital transformation and fostering innovation within HR operations.

AI in Recruiting

Artificial Intelligence (AI) in recruiting refers to the application of AI technologies, such as machine learning and natural language processing, to enhance various aspects of the hiring process. This includes AI-powered resume screening to identify best-fit candidates, chatbots for answering applicant FAQs, predictive analytics for forecasting hiring needs, and tools for reducing bias in hiring. AI can significantly improve the speed, efficiency, and fairness of recruitment, helping HR and recruiting teams identify top talent more effectively and deliver superior candidate experiences at scale.

Machine Learning (ML)

Machine Learning (ML) is a subset of AI that enables systems to learn from data, identify patterns, and make decisions or predictions without being explicitly programmed. In HR, ML algorithms can analyze vast amounts of candidate data to predict job performance, identify flight risks among current employees, or personalize learning recommendations. For recruiting, ML powers tools that can rank applicants, suggest relevant skills, or even analyze interview sentiment, providing data-driven insights that refine and optimize hiring strategies over time.

Data Silos

Data silos occur when different departments or systems within an organization store their data separately and are unable to easily share or access information from one another. In HR, this could mean an ATS holding candidate data, while an HRIS manages employee data, and a separate payroll system handles compensation, with no automated connection between them. Data silos lead to inefficiencies, manual data entry, inconsistencies, and a fragmented view of employees. Overcoming data silos through robust integration strategies is crucial for creating a “single source of truth” and enabling comprehensive analytics.

Single Source of Truth (SSOT)

A Single Source of Truth (SSOT) is a concept in data management where all organizational data stems from one common, authoritative data source. For HR, achieving an SSOT means that employee data, from recruitment to retirement, is consistently accurate, up-to-date, and accessible from a central system or interconnected systems. Establishing an SSOT eliminates discrepancies, reduces errors, and ensures that all departments operate with the same reliable information. This is critical for accurate reporting, compliance, and strategic decision-making across the entire employee lifecycle.

Employee Lifecycle Management

Employee Lifecycle Management refers to the various stages an employee goes through within an organization, from recruitment and onboarding to development, retention, and eventually, offboarding. Effective lifecycle management aims to optimize each stage to maximize employee satisfaction, productivity, and retention. Automation plays a vital role here, from automated onboarding checklists and performance review triggers to personalized learning paths and streamlined exit processes, ensuring a consistent and positive experience throughout an employee’s tenure.

Talent Management System (TMS)

A TMS is an integrated software suite that manages the entire employee talent journey, encompassing processes such as recruiting and onboarding, performance management, learning and development, and compensation management. While often part of a broader HCM suite, a TMS specifically focuses on attracting, developing, motivating, and retaining high-performing employees. Automation within a TMS can streamline goal setting, track progress on development plans, and automate compensation adjustments based on performance, fostering a culture of continuous growth and engagement.

Onboarding Automation

Onboarding automation involves using technology to streamline and standardize the new hire onboarding process. This includes automatically sending welcome emails, distributing necessary documents (e.g., offer letters, tax forms), setting up IT accounts, assigning training modules, and scheduling orientation meetings. Automated onboarding ensures a consistent, efficient, and welcoming experience for new employees, reduces the administrative burden on HR, and helps new hires become productive more quickly. It often integrates with HRIS, payroll, and learning management systems.

If you would like to read more, we recommend this article: The Strategic Value of a Keap Consultant for AI-Powered HR & Talent Acquisition