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Introduction
AI recruiting is full of overloaded language. Vendors use the same words to mean very different things. This glossary translates common terms into concrete, testable definitions so buyers can compare products without getting trapped in buzzwords.
How to use this glossary
- Use it as a reference while you evaluate tools, run pilots, and read product comparisons
- When a term sounds impressive, ask the vendor to show you where it lives in the product and what it produces
- For high stakes roles or regulated environments, involve counsel and qualified industrial organizational experts
What good looks like in 2026
Modern platforms are expected to produce audit friendly artifacts, support accessibility, and operate with clear controls around privacy, fairness, and security. If a vendor cannot explain how a decision was made, cannot reproduce outcomes, or cannot export evidence, treat that as a material risk.
Common pitfalls buyers should watch for
Some conversational and voice agents sound polished in a demo but struggle in production. The most common gaps are a robotic candidate experience, inconsistent scoring, limited auditability, weak escalation paths, and unclear compliance posture. If the system cannot generate auditable artifacts for each step and cannot provide a clear policy and logging model, it is not enterprise ready.
A
| Term | Definition | Cross-Refs |
|---|---|---|
| Accessibility | Designing candidate and recruiter experiences so people with disabilities can complete every step, including keyboard navigation, screen readers, captions, and time extensions. | WCAG, Section 508, Reasonable Accommodation |
| Accountability Model | Defined responsibilities for who designs the workflow, who approves models, who reviews fairness metrics, and who handles escalations. | Governance, HITL, RACI |
| Adverse-Impact Ratio (AIR) | Selection rate comparison used to detect potential discrimination. A common U.S. rule of thumb is that a protected group selection rate below 80 percent of a reference group warrants review. | Bias Audit, EEOC, Four Fifths Rule |
| Agent | Software that takes actions, not just generates text. In recruiting, agents can send messages, schedule, collect documents, and update an ATS based on policies. | Workflow Orchestration, Tool Calling |
| Algorithmic Impact Assessment (AIA) | A structured evaluation of risks and benefits for automated decision systems, often including use case, stakeholders, harm analysis, and mitigation plan. | Governance, Model Risk Management |
| Allowlist | Approved set of sending domains, phone numbers, job boards, or integrations permitted to exchange data. | Data Walls, Security Controls |
| Alternative Format | Providing content in a different form, such as large print, captions, or translated text, so candidates can participate. | Accessibility, Reasonable Accommodation |
| Applicant Stack Rank | Ordered list of applicants generated by a scoring system. Stack ranks can be helpful for triage but can also hide uncertainty and bias if not explained. | Scoring, Explainability |
| ATS Embedding | Surfacing a vendor experience inside an ATS, often via embedded pages or extensions, so recruiters do not switch tools. | iFrame, Deep Link |
| ATS Sync | Two way exchange of candidate stages, notes, and outcomes between an AI tool and the ATS so systems stay consistent. | Integration, Webhook |
| Audit Artifact | Evidence produced by a system that supports an audit, such as transcripts, scorecards, rubrics, logs, and versioned policy settings. | Audit Trail, Transparent Scorecard |
| Audit Trail | A tamper resistant record of what happened, when, and by whom, including configuration changes and user overrides. | Audit Artifact, Logging, User Based Bias |
| Augmented Writing | AI assisted rewriting of job descriptions, outreach, and messages for clarity, inclusivity, or conversion. | JD Optimizer, Personalization |
| Auto Advance Rule | Workflow logic that moves a candidate to the next step when a defined condition is met, such as a passing score or completed document. | Workflow Builder, SLA Automation |
| Availability Grid | A representation of open interview slots across interviewers, locations, and time zones. | Scheduling, Interview Logistics |
B
| Term | Definition | Cross-Refs |
|---|---|---|
| Background Check Trigger | Automation that starts screening only after a candidate reaches a defined stage and provides required consents. | Consent, Conditional Logic |
| Bias Audit | Statistical and qualitative review to detect and reduce prohibited disparities in outcomes, often across multiple stages. | AIR, Fairness Dashboard |
| Bias Mitigation | Techniques to reduce unfair outcomes, including structured interviews, calibrated rubrics, debiasing checks, and monitoring. | Structured Interview, Debiasing Layer |
| Black Box Model | A model whose internal decision path is not interpretable to humans, making it harder to explain and audit outcomes. | Explainable AI, Model Card |
| Boolean Boosting | Expanding Boolean searches using synonyms, inferred skills, or role templates to improve recall without losing precision. | Semantic Search, Query Expansion |
| Branded Calling | Displaying a verified caller name or brand in outbound phone calls to reduce spam labeling and increase answer rates. | CNAM, Call Reputation |
| Bring Your Own Model (BYOM) | Using a customer selected model provider while the vendor supplies workflow, guardrails, and auditing. | Model Hosting, Data Control |
| Bring Your Own Telephony (BYOT) | Connecting a customer owned phone and SMS provider to the recruiting workflow for control and deliverability. | CPaaS, 10DLC |
| Bulk Invite Link | A single URL used to invite many candidates to complete an on demand interview or screening flow. | On Demand Interview, Tokenization |
C
| Term | Definition | Cross-Refs |
|---|---|---|
| Calibration | Aligning scores with real world meaning so the same score represents the same level of readiness across time and groups. | Calibration Drift, Scorecard |
| Calibration Drift | When a model or scoring system changes behavior over time because the job, labor market, or data distribution changed. | Model Retraining, Monitoring |
| Candidate Experience | How candidates perceive the process across speed, clarity, respect, accessibility, and transparency. | cNPS, Time to First Touch |
| Candidate Net Promoter Score (cNPS) | A survey based metric that measures candidate willingness to recommend the employer or process. | Candidate Experience |
| Candidate Rediscovery | Re engaging past applicants and silver medalists through phone, email, or SMS using search and segmentation. | CRM, Talent Pool |
| Candidate Relationship Management (CRM) | System for nurturing candidates over time, including segmentation, campaigns, and consent management. | Talent Pool, Nurture |
| Captioning | Text representation of audio for accessibility and clarity, often required for video interviews. | Accessibility, WCAG |
| Case Management | Tracking and resolving candidate issues such as accommodations, disputes, or data requests. | DSAR, Accessibility |
| Chatbot | Text based conversational system used for screening, FAQs, and scheduling. | Conversational AI, Handoff |
| Chatbot Handoff | Escalating from an AI conversation to a human, with context and history preserved. | SLA, Candidate Experience |
| Cheating Detection | Signals and controls that detect likely dishonesty in assessments, such as answer copying, identity mismatch, or abnormal patterns. | Proctoring Flags, Fraud Detection |
| CNAM | Caller name data used in U.S. telephony to display business identity on supported carriers. | Branded Calling, Call Reputation |
| Compliance Posture | A vendor's documented approach to legal, privacy, and security obligations, including policies, controls, and evidence. | SOC 2, DPA, Subprocessors |
| Consent | Permission obtained from candidates for defined data processing, often required for messaging, recording, and background checks. | Notice, Recording |
| Conversational AI | Natural language interface that can ask questions, answer, and take actions across recruiting steps. | Chatbot, Voice Agent |
| Credential Wallet | A structured store of candidate licenses, certificates, and documents with validation status. | Document Collection, Verification |
| Cross Stage Analytics | Reporting that follows candidates through the funnel, not just within one tool, enabling step by step optimization. | Funnel, Yield Curve |
D
| Term | Definition | Cross-Refs |
|---|---|---|
| Data Minimization | Collecting only what is necessary for the purpose, and retaining it only as long as needed. | Data Retention, Privacy |
| Data Residency | Requirement that candidate data stays in a specific geography. | Data Localization, Hosting |
| Data Retention | Policy for how long records, transcripts, and logs are stored, and when they are deleted or archived. | Privacy, Legal Hold |
| Data Walls | Controls that prevent data from one client or business unit being visible to another, critical in multi tenant systems. | Multi Tenant, RBAC |
| Decision Support | AI output that informs human decisions but does not automatically decide, often paired with oversight. | HITL, Explainability |
| Debiasing Layer | A set of rules, rubrics, and checks designed to reduce bias in prompts, scoring, and outcomes, often by enforcing structured evaluation and monitoring. | Structured Interview, Fairness Dashboard |
| Deep Link | A URL that opens directly to a specific candidate, job, or workflow step inside a system. | ATS Embedding |
| Deterministic Scoring | Rule and rubric based scoring that is reproducible, with clear criteria and consistent outcomes. | Transparent Scorecard, Structured Interview |
| Dispute Resolution | Process for candidates to question outcomes, correct data, or request review. | Candidate Rights, DSAR |
| Document Collection | Automated intake of files like IDs, licenses, tax forms, or certifications, with validation and reminders. | Credential Wallet, Verification |
| DSAR | Data subject access request. A candidate request to access, correct, or delete personal data in jurisdictions that provide these rights. | Privacy, Case Management |
| Dynamic Questioning | Changing follow up questions based on candidate responses, while still staying within approved rubrics. | Structured Interview, Question Bank |
| Diversity Sourcing | Techniques to broaden reach and increase representation in applicant pools, while keeping selection standards consistent. | Outreach, Funnel Health |
E
| Term | Definition | Cross-Refs |
|---|---|---|
| EEOC Reporting | U.S. reporting concepts used to review demographic outcomes and potential adverse impact. | AIR, Fairness Dashboard |
| Edge Deployment | Running inference close to the user or within a customer environment to reduce latency and control data flow. | Inference Latency, Hosting |
| Eligibility Rules | Clear constraints such as work authorization or license requirements used early in a flow to prevent wasted time. | Knockout Question |
| Email Deliverability | Likelihood that outreach emails land in inboxes, influenced by domain reputation, authentication, and content. | SPF, DKIM |
| Encryption at Rest | Storing data in encrypted form so a disk compromise does not expose content. | Security, Key Management |
| Encryption in Transit | Encrypting data while it moves between systems, typically using TLS. | Integration, Security |
| Enterprise Ready | Practical indicator that a system supports audits, security reviews, uptime expectations, accessibility, and operational controls. | SOC 2, Audit Trail |
| Equal Employment Opportunity (EEO) | U.S. framework for preventing discrimination in employment decisions. | EEOC, Adverse Impact |
| Explainable AI (XAI) | Methods that provide human understandable rationale for outputs, such as feature importance, rubric criteria, or traceable evidence. | Model Card, Audit Artifact |
| Escalation Path | Predefined process for when the AI should stop and a human should take over, including time targets. | Chatbot Handoff, SLA |
| Event Webhook | A system event that posts a JSON payload to another system when a change occurs. | Integration, ATS Sync |
F
| Term | Definition | Cross-Refs |
|---|---|---|
| Fairness Dashboard | Reporting UI that tracks selection rates, score distributions, and alerts across stages and groups. | Bias Audit, Monitoring |
| Face Match | Comparing a selfie to an ID photo to confirm identity, typically with liveness checks and consent. | Identity Verification, Liveness |
| Federated Identity | Using SAML or OIDC to manage recruiter authentication through enterprise SSO. | SSO, SCIM |
| Flow Through Rate | Percent of candidates who advance from one stage to the next. | Funnel, Yield Curve |
| Flow Through Time | Wall clock time from one step to the next, often used for high volume SLAs. | SLA Metrics |
| Fraud Detection | Controls that detect identity mismatch, cheating, duplicate applicants, or suspicious patterns in interviews and assessments. | Cheating Detection, Identity Verification |
| Four Fifths Rule | Informal EEOC guideline often used as a screening test for adverse impact. | AIR, Bias Audit |
| Fully Structured Interview | Interview where every candidate receives the same core questions, scored with a rubric, with limited discretionary prompts. | Structured Interview, Deterministic Scoring |
G
| Term | Definition | Cross-Refs |
|---|---|---|
| Gamified Assessment | Short games used as predictors of traits or skills, often requiring validation evidence. | Validation Study, Assessment |
| Generalizable Rubric | A scoring guide that can be applied consistently across locations, recruiters, and time, reducing subjective variance. | Structured Interview |
| Governance | Policies, committees, and routines that control AI use, including approval, monitoring, and incident response. | Accountability Model, AIA |
| Ground Truth Labeling | Human determination of correct outcomes used for training or validating a model. | Model Training, Validation |
H
| Term | Definition | Cross-Refs |
|---|---|---|
| High Volume Hiring | Hiring programs with large applicant counts and tight SLAs, often relying on automation to deliver fast first touch. | TTFT, Workflow |
| Hiring Manager Portal | Simplified interface for hiring managers to review candidates, evidence, and scorecards without ATS complexity. | Interview Packet |
| Human in the Loop (HITL) | Step where humans review, approve, or override AI outputs before action is taken. | Decision Support, User Based Bias |
I
| Term | Definition | Cross-Refs |
|---|---|---|
| ID Verification (IDV) | Confirming candidate identity through IDs, selfies, liveness checks, and risk signals. | Face Match, Liveness |
| Identity Proofing | Stronger form of verification that may include document authenticity checks and consistency across sources. | IDV, Fraud Detection |
| iFrame | Embedded web content inside another application, commonly used for ATS embedding. | ATS Embedding |
| Incident Response | The process for detecting, containing, and reporting security or privacy incidents. | Security, SOC 2 |
| Inference Latency | Time to return a model output. Low latency matters for real time chat and voice. | Edge Deployment |
| Integration Middleware | iPaaS tools that map events and data between systems. | Workato, MuleSoft |
| Internal Mobility AI | Matching employees to roles based on skills, interests, and career paths. | Talent Intelligence |
| Interview Logistics | Coordination of time zones, locations, panel availability, and candidate constraints. | Scheduling, Availability Grid |
| Interview Packet | Bundle of evidence for reviewers, such as transcript, rubric, resume, and notes, often exported. | Audit Artifact, Hiring Manager Portal |
J
| Term | Definition | Cross-Refs |
|---|---|---|
| Job Description Optimizer (JD Optimizer) | AI tool that rewrites job descriptions to improve clarity, reduce biased language, and increase apply rate. | Augmented Writing |
| Job Matching | Ranking candidates to jobs using skills, experience, preferences, and constraints. | Talent Intelligence, Scoring |
K
| Term | Definition | Cross-Refs |
|---|---|---|
| Key Management | Controls for encryption keys, including rotation and access, often implemented through KMS. | Encryption, BYOK |
| Knockout Question | Binary disqualifier asked early, such as work authorization or license requirement. | Eligibility Rules |
| Knowledge Base | Curated answers and policies that an assistant uses to respond consistently. | Conversational AI |
| Knowledge Distillation | Compressing a large model into a smaller one that is cheaper and faster to run. | Edge Deployment |
L
| Term | Definition | Cross-Refs |
|---|---|---|
| Language Detection | Identifying a candidate's language so messaging and interviews can adapt. | Live Language Switch |
| Legal Hold | Preservation of data to comply with legal requirements, even if normal retention would delete it. | Data Retention |
| Liveness Check | Ensuring a selfie is from a live person, not a photo or replay. | IDV, Fraud Detection |
| Live Language Switch | Allowing a candidate to switch languages mid flow without restarting. | Accessibility, Candidate Experience |
| Location Verification | Confirming a candidate's location using consented signals to prevent fraud and enforce role requirements. | Fraud Detection, Compliance |
| Logging | Recording system actions, user actions, and configuration changes for operations and audits. | Audit Trail, Monitoring |
| Low Code Workflow Builder | Drag and drop interface that designs screening and scheduling flows without code. | Auto Advance Rule |
M
| Term | Definition | Cross-Refs |
|---|---|---|
| Model Card | Documentation describing model purpose, training data overview, limitations, evaluation metrics, and intended use. | Explainability, Governance |
| Model Monitoring | Tracking drift, performance, and fairness metrics after deployment. | Calibration Drift, Fairness Dashboard |
| Model Retraining | Updating a model based on new data, with governance controls and re validation. | Monitoring, Validation |
| Multi Tenant Instance | Single platform environment partitioned by client with isolation controls. | Data Walls, RBAC |
| Multi Modal Interview | Interview that includes voice, text, and optionally video or document based evidence. | Interview Packet |
| Message Orchestration | Coordinating when and how messages go out across channels, with throttles and failover. | Outreach, Deliverability |
| Metrics Layer | A consistent definition of key recruiting metrics so reports match across tools. | Analytics, SLA Metrics |
N
| Term | Definition | Cross-Refs |
|---|---|---|
| N Shot Prompting | Providing multiple examples to guide an LLM toward a desired output format and style. | Prompt Engineering |
| No Show Recovery | Automated workflow that detects missed interviews and proposes new times with minimal friction. | Scheduling, SLA |
| Notice | Informing candidates about what data is collected, why, and how it is used. | Consent, Privacy |
| Nurture Campaign | Planned sequence of messages to keep candidates engaged over time. | CRM, Talent Pool |
O
| Term | Definition | Cross-Refs |
|---|---|---|
| Offer Automation | Automating steps around offers, including approvals, templates, and reminders, while keeping final authority human. | HITL |
| Offer Acceptance Predictor | Model estimating likelihood a candidate will accept based on signals like responsiveness and comp fit. | Analytics |
| On Demand Interview | Asynchronous interview completed at the candidate's convenience, reviewed later by humans. | Interview Packet |
| Opaque Scoring | A score without a clear rubric or evidence, which limits trust and auditability. | Black Box Model |
| Opt Out | Candidate choice to stop receiving messages or to avoid certain processing. | Consent, Privacy |
P
| Term | Definition | Cross-Refs |
|---|---|---|
| Pass Through | The share of candidates that move through each stage. | Funnel, Yield Curve |
| PII | Personally identifiable information, often protected through minimization and encryption. | Privacy, Security |
| Predictive Validity | Evidence that an assessment predicts job relevant outcomes. | Validation Study |
| Privacy by Design | Building workflows to minimize data, restrict access, and support rights from the start. | Data Minimization, DSAR |
| Proctoring Flags | Automated alerts during assessments, such as face absence, tab switching, or suspicious timing patterns. | Cheating Detection |
| Prompt Engineering | Crafting instructions and constraints for LLM behavior, including tone, format, and rubric adherence. | N Shot Prompting |
| Protected Class | Category protected from employment discrimination, such as race, sex, age, disability, and other categories under law. | Adverse Impact, EEO |
Q
| Term | Definition | Cross-Refs |
|---|---|---|
| Quality of Hire | Post hire outcome measures used to evaluate recruiting effectiveness, such as performance ratings or retention. | Analytics |
| Question Bank | Curated set of interview questions mapped to competencies and rubrics. | Structured Interview |
| Question Bank Rotation | Randomizing items to reduce memorization and cheating risk. | Assessment Security |
| Qualified Talent Pool | Candidates who pass baseline screen and can be re engaged quickly for future roles. | CRM, Candidate Rediscovery |
| Query Expansion | Adding synonyms and related skills to improve search coverage. | Boolean Boosting, Semantic Search |
R
| Term | Definition | Cross-Refs |
|---|---|---|
| RACI | Responsibility matrix that defines who is responsible, accountable, consulted, and informed. | Governance |
| RBAC | Role based access control that limits what users can view and do. | Data Walls, Security |
| Reasonable Accommodation | Adjustments to recruiting processes to enable candidates with disabilities to participate, such as extra time or alternative formats. | Accessibility |
| Recording Consent | Permission for recording calls or interviews, often required by law depending on jurisdiction. | Consent, Voice Agent |
| Regression Analysis | Statistical method sometimes used in bias audits to test whether protected attributes correlate with outcomes after controls. | Bias Audit |
| Resume Aware Interview | Questions generated from the resume and job requirements, constrained by an approved rubric and scoring guide. | Structured Interview |
| Retention Metric | Measure of how long hires stay, often used as a validation target. | Quality of Hire |
| Risk Scoring | A fraud or compliance risk score used to trigger additional verification steps. | Fraud Detection, IDV |
S
| Term | Definition | Cross-Refs |
|---|---|---|
| SCIM | Standard for provisioning and deprovisioning user accounts automatically. | Federated Identity |
| Scheduling Automation | Using calendars and availability to book interviews without recruiter back and forth. | Availability Grid |
| Score Normalization | Adjusting scores so they are comparable across different forms or interview sets. | Calibration |
| Secure Tenant Isolation | Technical and procedural separation between customers, including encryption boundaries and access controls. | Multi Tenant |
| Security Review | Enterprise assessment of a vendor's controls, typically including questionnaires and evidence. | SOC 2, ISO 27001 |
| Semantic Search | Searching by meaning rather than keywords, often using embeddings. | Boolean Boosting |
| Service Level Agreement (SLA) | Contracted or operational target for response time, scheduling time, or throughput. | TTFT, Flow Through Time |
| SLA Automation | Using workflow rules and triggers to meet SLAs reliably. | Auto Advance Rule |
| Single Sign On (SSO) | Centralized authentication through an identity provider. | Federated Identity |
| Skills Taxonomy | Standard list of skills and relationships used for matching and analytics. | Talent Intelligence |
| SOC 2 | A common audit report covering security, availability, and confidentiality controls. | Enterprise Ready |
| Structured Interview | Consistent question set scored via a rubric so results are comparable and defensible. | Deterministic Scoring |
| Subprocessor | Third party vendor that processes data on behalf of a primary vendor. | DPA, Security |
| Synthetic Oversampling | Generating additional minority class training examples to reduce imbalance. | Class Imbalance |
T
| Term | Definition | Cross-Refs |
|---|---|---|
| Talent Intelligence Platform | System that combines internal and external data to support matching and market insights. | Skills Taxonomy |
| Talent Pool | Group of candidates segmented by role, skills, or status, often kept warm through nurture. | CRM |
| Temperature | Model parameter controlling randomness. Recruiting use cases often use low temperature for consistency. | Deterministic Scoring |
| Time to First Touch (TTFT) | Time from application to first meaningful engagement, critical in high volume hiring. | SLA |
| Tokenization | Replacing sensitive data with a non sensitive token to reduce exposure. | PII, Security |
| Tool Calling | Capability where an AI model executes a specific function, such as checking a calendar or writing to a database. | Agent, Workflow Orchestration |
| Transparent Scorecard | A scoring output that shows the rubric criteria, the score, and the specific evidence used to reach that score. | Explainable AI, Audit Artifact |
| Two Factor Authentication (2FA) | Requiring a second form of verification for login, standard for securing recruiter access. | Security, SSO |
U
| Term | Definition | Cross-Refs |
|---|---|---|
| Unconscious Bias | Implicit associations that influence judgment, which structured interviews and rubrics aim to mitigate. | Bias Mitigation |
| User Based Bias | Bias introduced by human users who override or selectively use AI recommendations. | HITL, Governance |
V
| Term | Definition | Cross-Refs |
|---|---|---|
| Validation Study | Empirical study demonstrating that an assessment or score predicts relevant job outcomes. | Predictive Validity, Quality of Hire |
| Vendor Risk Management | The process buyers use to assess the security, legal, and operational risks of a supplier. | Security Review, Compliance Posture |
| Verification | Confirming that a candidate's claims (identity, skills, history) are true. | IDV, Reference Check |
| Voice Agent | AI that conducts spoken interviews or screens, typically handling scheduling and Q&A. | Conversational AI, Structured Interview |
W
| Term | Definition | Cross-Refs |
|---|---|---|
| Warm Handoff | Transferring a candidate from an automated step to a human with context, maintaining a good experience. | Chatbot Handoff |
| Webhook | Automated message sent from one system to another when an event happens. | Event Webhook, Integration |
| Workflow Orchestration | Managing the sequence of steps, triggers, and actions across tools to move candidates through the funnel. | Agent, Automation |
Y
| Term | Definition | Cross-Refs |
|---|---|---|
| Yield Curve | The ratio of candidates surviving each stage of the funnel, used to forecast hiring needs. | Funnel, Pass Through |
Z
| Term | Definition | Cross-Refs |
|---|---|---|
| Zero Shot | Asking a model to perform a task without specific training examples, relying on its general capabilities. | N Shot Prompting |
Short buyer checklist
Use these questions to force clarity in vendor conversations.
- What artifacts can you export for each candidate and each stage, including transcripts, scorecards, and logs
- Can you reproduce scoring for a candidate if you rerun the workflow with the same inputs and versioned settings
- How do you detect and respond to drift, and how do you monitor fairness over time
- What accessibility standards do you support, and can candidates request accommodations
- What is your security posture, including tenant isolation, encryption, retention, and subprocessor controls
- How do you handle fraud risks, including identity verification, location verification, and cheating detection
- What does handoff look like when candidates need a human, and what are your SLAs
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