Navigating the HR technology landscape means wading through a sea of acronyms and jargon. This glossary cuts through the confusion with clear definitions, real-world context, and examples of tools that fit each category.
Whether you're evaluating your first HRIS or comparing advanced HCM platforms, this reference guide helps you understand exactly what vendors mean when they throw around terms like "ATS," "EOR," "PEO," and dozens more.
A
ATS
Applicant Tracking System
Software that manages the entire recruiting and hiring process from job posting through offer acceptance. An ATS centralizes candidate applications, tracks them through interview stages, enables team collaboration, schedules interviews, and manages offer letters—replacing email threads and spreadsheets with an organized hiring pipeline.
Why it matters: Without an ATS, growing teams drown in disorganized candidate communication. An ATS provides structure, improves candidate experience, and gives hiring managers visibility into pipeline health.
API
Application Programming Interface
Technical connection that allows two software systems to exchange data automatically. In HR tech, APIs enable your ATS to sync with your HRIS, your HRIS to push data to payroll, or your time tracking tool to send hours worked to your payroll system—all without manual CSV exports.
Why it matters: Open APIs eliminate duplicate data entry and reduce errors. When evaluating HR software, ask if they have documented APIs and native integrations with tools you already use.
Example integrations: BambooHR ↔ Gusto, Greenhouse ↔ Slack, Workday ↔ Okta
Applicant Portal
Candidate Self-Service Portal
Web interface where job applicants can view their application status, upload documents, schedule interviews, and communicate with recruiters. Modern applicant portals are mobile-friendly and branded to match your company's look and feel.
Why it matters: Reduces "where's my application?" emails and improves candidate experience by giving transparency into the hiring process.
Commonly paired with: ATS platforms, Career Pages
B
Background Check Integration
Automated Candidate Screening
Direct connection between your ATS or HRIS and background check providers (Checkr, Sterling, GoodHire) that automates the ordering, tracking, and results of employment verification, criminal checks, and drug screening without leaving your HR system.
Why it matters: Manual background checks add days to your hiring timeline. Integrated workflows trigger checks automatically at the offer stage and flag issues before onboarding.
Example providers: Checkr, Sterling, Accurate Background, GoodHire
Benefits Administration
Benefits Enrollment & Management Software
Software that manages employee benefits enrollment, eligibility tracking, carrier integrations, COBRA administration, life event changes, and open enrollment campaigns. Modern benefits platforms provide decision-support tools, cost calculators, and mobile enrollment experiences.
Why it matters: Benefits are the #2 expense after salaries, yet many companies still use spreadsheets and paper forms. Benefits admin software reduces enrollment errors, automates carrier EDI feeds, and gives employees transparency into their coverage.
Example tools: Zenefits, Rippling, Namely, BenefitFocus |
See our benefits guide →
Burnout Analytics
Employee Burnout Detection
Emerging category of people analytics that monitors signals of employee burnout—excessive hours worked, lack of PTO usage, declining engagement scores, reduced productivity patterns—and alerts managers before turnover occurs.
Why it matters: Replacing a burned-out employee costs 1.5-2x their salary. Early detection enables managers to intervene with workload rebalancing, mandatory time off, or role adjustments.
Found in: Lattice, Culture Amp, 15Five, Microsoft Viva Insights
C
Career Page Builder
Branded Recruiting Website
Customizable webpage (usually yourcompany.com/careers) where you showcase your employer brand, list open positions, and collect applications. Modern career page builders include video backgrounds, employee testimonials, culture photography, and mobile-responsive designs—all without needing a developer.
Why it matters: Your career page is often the first impression candidates have of your company. A professional, branded experience significantly improves application conversion rates.
Built into most ATS: Greenhouse, Lever, JazzHR, SmartRecruiters
Compensation Management
Pay Equity & Salary Planning Tools
Software that helps HR leaders build salary bands, analyze pay equity, model merit increase budgets, manage bonus cycles, and ensure competitive compensation. Advanced platforms include market benchmarking data and pay transparency reporting.
Why it matters: Pay inequities lead to turnover and legal risk. Compensation management tools surface disparities, help you budget raises, and ensure you're paying fairly across demographics.
Example tools: Pave, Carta Total Comp, PayScale, Lattice Compensation
Compliance Tracking
HR Compliance Management
Features within HR software that track required employee training completion (anti-harassment, safety, data privacy), monitor I-9 expiration dates, flag missing documentation, and generate audit reports to demonstrate compliance with federal, state, and industry regulations.
Why it matters: Non-compliance fines are expensive and reputational damage is worse. Automated compliance tracking prevents oversights that lead to DOL audits, EEOC complaints, and penalties.
Found in: BambooHR, Rippling, Zenefits, Paycor |
See our compliance guide →
Contractor Management
1099 Workforce Management
Software that manages independent contractors separately from W-2 employees, including onboarding, contract storage, invoice approval workflows, 1099 tax form generation, and compliance monitoring to avoid misclassification risk.
Why it matters: Misclassifying employees as contractors triggers back taxes, penalties, and lawsuits. Dedicated contractor management tools enforce proper classification and documentation.
Example tools: Rippling, Gusto, Deel, Remote.com
D
DEI Analytics
Diversity, Equity & Inclusion Metrics
Reporting tools that track workforce diversity demographics, analyze representation gaps across departments and levels, monitor pay equity, measure inclusive hiring practices, and benchmark DEI progress over time. Often includes anonymized self-identification surveys.
Why it matters: You can't improve what you don't measure. DEI analytics surface blind spots in hiring, promotion, and retention—and provide data to back diversity initiatives.
Found in: Greenhouse, Workday, Culture Amp, Syndio
Digital Employee File
Paperless HR Document Storage
Cloud-based repository that stores all employee documents—offer letters, I-9s, tax forms, performance reviews, disciplinary notices, benefits elections—in one secure, searchable location with role-based access controls and audit trails.
Why it matters: Paper filing cabinets are a nightmare during audits, impossible for remote teams, and a security risk. Digital files enable instant retrieval, electronic signatures, and automatic retention policy enforcement.
Found in most HRIS: BambooHR, Namely, Rippling, Workday
E
E-Signature
Electronic Document Signing
Built-in or integrated electronic signature capability that allows employees to sign offer letters, contracts, policy acknowledgments, and benefits forms digitally from any device—legally binding in all 50 states under ESIGN Act.
Why it matters: Waiting for mailed signatures delays hiring and onboarding. E-signatures reduce time-to-hire by days and eliminate lost paperwork.
Standalone tools: DocuSign, Adobe Sign | Built into: Gusto, BambooHR, Greenhouse
Employee Self-Service (ESS)
Self-Service HR Portal
Web and mobile portal where employees can update their personal information, view pay stubs, download tax forms, request time off, view org charts, enroll in benefits, and access company policies—without emailing HR for every question.
Why it matters: Self-service portals reduce HR's administrative burden by 30-40% and empower employees with 24/7 access to their information.
Standard in all modern HRIS: BambooHR, Namely, Zenefits, ADP Workforce Now
EOR
Employer of Record
Third-party organization that becomes the legal employer for workers in jurisdictions where your company doesn't have a legal entity. The EOR handles payroll, tax withholding, benefits compliance, employment contracts, and local labor law adherence—while you manage day-to-day work. Popular for international hiring.
Why it matters: Setting up a legal entity in every country you want to hire is expensive and slow. EORs let you hire globally in weeks instead of months, without navigating complex international labor laws yourself.
Example providers: Deel, Remote.com, Velocity Global, Oyster HR, Globalization Partners
Exit Interview Software
Offboarding Feedback Collection
Automated tools that trigger exit interview surveys when employees resign, collect candid feedback about why they're leaving, analyze turnover trends, and provide actionable insights to reduce preventable attrition.
Why it matters: Exit interviews reveal blind spots in management, compensation, or culture that you can fix before losing more people. Automated collection increases participation rates compared to manual HR conversations.
Found in: Culture Amp, Officevibe, BambooHR, Lattice
F
Flexible Benefits
Cafeteria Plans / Flexible Spending
Benefits model where employees receive a fixed stipend or points budget to allocate across various benefit options—health plans, dental, vision, 401(k) match, wellness perks, commuter benefits—based on their personal priorities. Sometimes called "cafeteria plans" or "flexible compensation."
Why it matters: One-size-fits-all benefits don't work for diverse workforces. Flexible benefits increase satisfaction and perceived value without increasing total costs.
Platforms that enable this: Rippling, Gusto, Zenefits, PeopleKeep
FMLA Tracking
Family Medical Leave Act Compliance
Software that automates FMLA eligibility determination, tracks 12-week leave balances, monitors intermittent leave usage, generates required notices, and ensures compliance with federal (and state) medical leave laws.
Why it matters: FMLA violations lead to DOL investigations and wrongful termination lawsuits. Automated tracking prevents mistakes like denying eligible employees or miscalculating available leave.
Found in: ADP Workforce Now, Paycor, UKG, Mineral
H
HCM
Human Capital Management
Comprehensive software suite that includes all HRIS functionality PLUS talent management features like performance reviews, learning management, succession planning, career development, compensation planning, and advanced workforce analytics. HCM treats employees as strategic assets to develop and optimize, not just records to maintain.
Why it matters: While an HRIS is administrative, an HCM is strategic. Companies focused on talent development and retention invest in HCM platforms to reduce turnover and build internal pipelines for leadership roles.
Example platforms: Workday, UKG Pro, Oracle HCM, SAP SuccessFactors, Dayforce
Headcount Planning
Workforce Planning Software
Tools that model future hiring needs based on growth projections, budget constraints, attrition rates, and business plans. Includes scenario planning (what if we grow 20% vs 30%?), org chart visualization, and budget impact analysis.
Why it matters: Hiring too fast burns cash; hiring too slow stalls growth. Headcount planning aligns talent acquisition with business strategy and prevents budget surprises.
Example tools: ChartHop, Deel HR, Pave, Excel (still surprisingly common)
HRIS
Human Resource Information System
Core database system that stores all employee data—demographics, job titles, compensation, managers, departments, hire dates, etc.—and provides tools for PTO tracking, org charts, document storage, basic reporting, and employee self-service. Think of it as the "system of record" for your people data.
Why it matters: Without an HRIS, employee data lives in scattered spreadsheets, leading to errors, duplicate entry, and impossibly slow reporting. An HRIS is the foundation of your HR tech stack—everything else integrates with it.
Example platforms: BambooHR, Namely, Rippling, Zenefits |
See our HRIS guide →
I
I-9 Verification
Electronic I-9 Management
Digital I-9 forms with built-in validation, remote identity verification (for distributed teams), automatic re-verification reminders for expiring documents, and audit-ready electronic storage. Replaces error-prone paper I-9s.
Why it matters: ICE audits carry penalties of $230-$2,300 per incorrect I-9 form. E-Verify integration and automated reminders prevent the most common I-9 violations.
Found in: Rippling, BambooHR, Workbright, E-Verify
Integration Hub
HR Tech Integration Platform
Middleware or native integration marketplace that connects your HRIS with other tools in your HR stack—ATS, payroll, benefits carriers, background checks, learning management, time tracking—so data flows automatically without manual syncing.
Why it matters: The average mid-size company uses 8-12 HR tools. Without integrations, you're exporting/importing CSVs constantly. Integration hubs eliminate duplicate data entry and keep systems in sync.
Examples: Zapier, Workato, Rippling's native integrations, BambooHR marketplace
J
Job Board Syndication
Multi-Channel Job Posting
Feature within an ATS that distributes your job posting to 50+ job boards (Indeed, LinkedIn, ZipRecruiter, Glassdoor, niche boards) with one click, tracking where applicants come from so you can optimize your recruiting spend.
Why it matters: Manually posting to multiple job boards wastes hours. Syndication increases candidate reach and provides analytics on which sources deliver quality applicants.
Built into most ATS: Greenhouse, Lever, JazzHR, SmartRecruiters
Job Requisition Workflow
Hiring Request Approval Process
Automated workflow where hiring managers submit requests to open new positions, route through approvers (HR, finance, executives), and automatically create job postings once approved. Includes budget impact visibility and headcount tracking.
Why it matters: Prevents hiring managers from posting jobs before budget approval. Creates accountability and ensures every open role is intentional and funded.
Found in: Greenhouse, Lever, Workday Recruiting
L
Learning Management System (LMS)
Employee Training Platform
Software that delivers, tracks, and reports on employee training—onboarding courses, compliance certifications, skills development, manager training, and professional development. Includes content libraries, course authoring tools, video hosting, quizzes, and completion tracking.
Why it matters: Training employees via scattered PDFs and tribal knowledge doesn't scale. An LMS ensures consistent onboarding, tracks required compliance training, and provides career development paths.
Example platforms: Lessonly, TalentLMS, Absorb LMS, 360Learning, Rippling Learning
Leave Management
PTO & Leave Tracking
Software that manages all types of employee time off—vacation, sick leave, FMLA, parental leave, sabbaticals, unpaid leave—including accrual calculations, approval workflows, calendar visibility, and compliance with state-specific leave laws.
Why it matters: Manual PTO tracking leads to errors, disputes, and compliance violations. Automated leave management ensures accurate accruals, prevents scheduling conflicts, and handles complex state laws (like California's sick leave rules).
Found in most HRIS: BambooHR, Namely, Zenefits, ADP
M
Manager Self-Service (MSS)
Manager HR Portal
Portal where managers can view their team's information, approve time-off requests, update org charts, initiate performance reviews, view team compensation, and access HR workflows—without needing HR involvement for routine tasks.
Why it matters: Empowering managers with self-service access reduces HR bottlenecks and speeds up decision-making. Managers get real-time team data instead of waiting for HR reports.
Standard in modern HRIS: BambooHR, Namely, Rippling, Workday
Multi-State Payroll
Multi-Jurisdiction Payroll Processing
Payroll software capability that handles employees working in multiple states or countries, each with different tax rules, wage laws, and reporting requirements. Automatically calculates correct withholdings based on work location.
Why it matters: Remote work means employees can live anywhere. Multi-state payroll ensures compliance with each state's tax rules without manual calculations and prevents costly tax filing errors.
Found in: Gusto, ADP, Paychex, Rippling |
See our payroll guide →
O
Onboarding Software
New Hire Onboarding Automation
Tools that automate the new hire experience from offer acceptance through day-one readiness. Includes task checklists, e-signature collection, benefits enrollment, equipment ordering, access provisioning, and first-week training schedules. Often includes preboarding for the period between offer and start date.
Why it matters: First impressions matter. Streamlined onboarding reduces time-to-productivity, increases retention, and eliminates the chaotic "we forgot to order their laptop" scrambles.
Example tools: BambooHR, Rippling, Workbright, Click Boarding |
See our onboarding guide →
Org Chart Software
Organization Chart Visualization
Interactive org charts that pull live data from your HRIS, showing reporting structures, employee photos, contact info, and vacant positions. Modern tools enable scenario planning (drag-and-drop to model reorganizations) and permission-based visibility.
Why it matters: Static org charts in PowerPoint go stale immediately. Dynamic org charts help employees understand company structure, enable cross-team collaboration, and support workforce planning.
Standalone tools: ChartHop, Lucidchart | Built into: BambooHR, Lattice, Workday
P
Payroll Software
Payroll Processing & Tax Filing
Software that calculates employee paychecks, withholds taxes, files federal and state payroll taxes, generates W-2s/1099s, handles garnishments, and deposits funds via ACH. Modern payroll platforms include employee self-service portals for viewing pay stubs and updating tax withholdings.
Why it matters: Payroll errors damage trust and trigger compliance penalties. Automated payroll ensures accuracy, meets filing deadlines, and reduces HR's time spent on manual calculations.
Example platforms: Gusto, ADP Run, Paychex Flex, Rippling, OnPay |
See our payroll guide →
PEO
Professional Employer Organization
Co-employment model where your company shares HR, payroll, benefits, and compliance responsibilities with an external organization. Employees are technically co-employed by both your company and the PEO. The PEO handles payroll processing, benefits administration, workers' comp, HR compliance, and risk management—often providing Fortune 500-level benefits to small companies through pooled buying power.
Why it matters: PEOs let small businesses offer big-company benefits, offload complex HR compliance, reduce liability, and get HR expertise without hiring a full HR team. Best for companies wanting comprehensive HR outsourcing.
Example providers: Justworks, Insperity, TriNet, ADP TotalSource, Paychex PEO
Performance Management
Employee Performance Review Software
Tools that structure and automate employee performance reviews, goal-setting (OKRs), continuous feedback, 360-degree reviews, calibration sessions, and performance improvement plans. Modern platforms emphasize ongoing feedback over annual reviews.
Why it matters: Annual performance reviews in Word docs don't drive improvement. Structured performance management increases accountability, surfaces top performers for promotion, and documents underperformance for legal protection.
Example platforms: Lattice, 15Five, Culture Amp, Reflektive |
See our performance guide →
People Analytics
HR Data & Workforce Analytics
Advanced reporting and analytics that turn HR data into insights about turnover drivers, time-to-hire trends, diversity gaps, compensation equity, high-performer profiles, and predictive models for attrition risk. Goes beyond basic headcount reports to answer "why" questions.
Why it matters: Gut feelings don't scale. People analytics help HR leaders make data-driven decisions about hiring, retention, compensation, and development investments.
Found in: Workday, Visier, Culture Amp, ChartHop, Power BI dashboards
R
Recruiting CRM
Candidate Relationship Management
Proactive recruiting software that builds and nurtures talent pipelines before jobs are open. Includes candidate sourcing, email sequences, event tracking, talent community management, and long-term relationship-building—like a marketing automation platform for candidates.
Why it matters: Reactive recruiting (post-and-pray) is too slow for competitive roles. A recruiting CRM builds warm talent pools so you have ready candidates when positions open.
Example tools: Gem, Beamery, SmashFly, Lever Nurture
Reference Checking Software
Automated Candidate References
Platforms that automate the reference check process by sending structured questionnaires to candidate-provided references, collecting responses, analyzing sentiment, and flagging red flags—without HR playing phone tag for weeks.
Why it matters: Manual reference checks delay hiring and produce inconsistent data. Automated reference checks standardize questions, increase completion rates, and surface concerns earlier.
Example platforms: Checkster, SkillSurvey, Xref, Crosschq
S
SaaS HR
Software-as-a-Service HR Platforms
Cloud-based HR software accessed via web browser with subscription pricing (vs. on-premise software installed on company servers). Includes automatic updates, mobile apps, and vendor-managed infrastructure. Nearly all modern HR software is SaaS.
Why it matters: SaaS eliminates IT overhead, enables remote work, provides continuous feature updates, and scales with your company without server investments.
All of these are SaaS: BambooHR, Gusto, Greenhouse, Rippling, Workday
Succession Planning
Leadership Pipeline Development
Strategic HR process that identifies critical roles, assesses internal candidates for future leadership positions, creates development plans for high-potential employees, and ensures business continuity if key people leave. Software platforms include 9-box grids, talent reviews, and readiness assessments.
Why it matters: Losing a VP without a ready successor causes chaos and expensive external searches. Succession planning builds internal leadership pipelines and reduces key-person risk.
Found in: Workday, SAP SuccessFactors, UKG Pro, Saba TalentSpace
T
Talent Marketplace
Internal Mobility Platform
Internal platform where employees can discover open roles, gig projects, mentorship opportunities, and skill-building assignments across the organization—like an internal LinkedIn. Helps employees grow careers without leaving the company.
Why it matters: Employees leave when they feel stuck. Talent marketplaces increase internal mobility, reduce turnover, and help managers find talent without external recruiting.
Example platforms: Gloat, Fuel50, Workday Skills Cloud, Hitch
Time & Attendance
Time Tracking & Scheduling
Software that tracks employee work hours (clock in/out, timesheets), manages schedules, monitors overtime, enforces meal/rest break compliance, and integrates with payroll to ensure accurate paychecks. Includes mobile apps, kiosks, and biometric clocks.
Why it matters: Manual timesheets lead to payroll errors, buddy punching, and wage/hour violations. Automated time tracking ensures accurate pay and compliance with labor laws.
Example tools: When I Work, Deputy, TSheets (QuickBooks Time), 7shifts |
See our time tracking guide →
W
Workforce Planning
Strategic Headcount & Skills Planning
Strategic process of forecasting future talent needs based on business goals, analyzing skills gaps, modeling hiring scenarios, and aligning people investments with company strategy. Software platforms include scenario modeling, budget impact analysis, and skills mapping.
Why it matters: Hiring reactively is expensive and slow. Workforce planning helps you anticipate talent needs, budget accurately, and avoid scrambling when projects launch or employees resign.
Found in: Workday, ChartHop, Visier, Oracle HCM
Workflow Automation
HR Process Automation
Capability within HR software that automates repetitive tasks and approval chains—onboarding checklists, PTO approvals, offboarding tasks, document collection, compliance reminders—without manual follow-up. Uses if/then logic and triggers to move processes forward automatically.
Why it matters: HR teams spend 40% of their time on administrative tasks. Workflow automation frees up HR to focus on strategic work while ensuring nothing falls through the cracks.
Found in: Rippling, BambooHR, Workday, Zenefits, Namely
đź”— Related Resources
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→ HR Software Pricing Guide
Understand pricing models, hidden costs, and negotiation strategies
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→ HR Compliance Checklist by State
Top 10 states' key requirements and what software helps
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→ HR Software Implementation Checklist
Pre-launch through post-launch implementation guide
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→ HR Software RFP Template
Sample questions and evaluation criteria for vendor selection
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→ Best HRIS Software Comparison
Side-by-side comparison of top HRIS platforms