Recruitment Glossary: 60 Terms Explained by Stage, from Sourcing to Selection
A clear recruitment glossary covering 60 key terms, from sourcing and outreach to ATS, KPIs and AI, with practical explanations for recruiters in 2026.
A shared language between recruiters and hiring managers is essential to avoid confusion over jargon and speed up the hiring process. Use this guide, with sixty terms across five process stages, as a practical reference for your team.
Recruitment terms are the words that explain how recruiters find, approach, assess and hire candidates. This page gives a short, practical explanation for each term, so you can quickly see what it means, when to use it and how it differs from similar words. That makes this guide useful as a reference for newcomers, a shared language for hiring managers and an up-to-date recruitment dictionary for experienced recruiters.
- You'll find exactly sixty terms here, spread across five logical stages of the recruitment process.
- Each term opens with a direct answer, followed by a short practical explanation.
- We separately clear up common confusion, such as the difference between an ATS and a recruitment CRM, or sourcing versus recruitment.
- The page is written as a recruitment glossary that gets updated every year, so the terms stay current.
Recruitment jargon changes fast, because language from HR, sales, marketing and software increasingly overlaps. Specialist terms are also often adopted without any explanation. That's why we've built this page as a central guide to recruitment terms, with clear definitions and brief context. If you want to look up individual definitions alongside this page, you can also use our central glossary.
Why these recruitment terms still cause confusion
Many HR terms look alike but mean something different in practice. This is especially true of terms around hiring and selection, which organisations tend to use slightly differently. A fixed explanation is therefore useful for recruiters, hiring managers and business owners who want to work from the same vocabulary. This page helps with that, because every term briefly explains what it means and how you use it in day-to-day work.
How to use these recruitment terms in practice
This list follows the actual steps of recruitment. You start with searching, then move on to outreach, selection, measurement and tooling. That lets you scan it faster than an alphabetical list with no context. Each term runs to two or three sentences, so the explanation stays short but still useful if you want to understand or share recruitment jargon quickly within your team.
Recruitment terms for sourcing and searching
This category covers finding and narrowing down candidates before you make contact. This is where most questions come up about the meaning of sourcing, sourcing terms and the difference between searching and hiring. That's why this section always explains what a term does within this first stage of the process.
Boolean search
Boolean search is a search method where you combine words with operators such as AND, OR and NOT. Recruiters use this to search more precisely across databases, search engines and platforms, so irrelevant results drop out faster.
Candidate persona
A candidate persona is a detailed picture of the ideal candidate for a role. It helps you search more precisely on experience, motivation, working environment and preferences.
Longlist
A longlist is a first, broad list of possible candidates. You use this list at the start of the process and then filter further on suitability, availability and interest.
Search string
A search string is the exact query you enter into a tool or platform. A good search string speeds up sourcing, because it cleverly combines job titles, synonyms and exclusions.
To source
To source means to actively search for candidates who might fit a vacancy. In plain terms, sourcing means finding targeted talent, even before someone has responded.
The meaning of sourcing
The meaning of sourcing is simply the explanation of the verb "to source". It's about tracking people down through searches, networks or databases, and not yet about the whole recruitment process.
Sourcing
Sourcing is the part of recruitment where you search for and select candidates for a first approach. Recruitment is broader, because it also includes the intake, conversations, assessment and hiring.
Sourcing terms
Sourcing terms are the words that belong to searching for candidates, such as boolean search, talent mapping and search profile. These terms help teams talk more clearly about search strategy and shortlisting.
Talent mapping
Talent mapping means charting talent within a market, region or target group. You use it to see where suitable candidates work, which companies are relevant, and how big the talent pool really is.
Talent pool
A talent pool is a saved group of candidates who could become relevant for a role later on. This is especially useful for roles that recur often or are hard to fill.
Vacancy intake
A vacancy intake is the conversation in which the recruiter and hiring manager sharpen up the role, requirements and context of a vacancy. A good intake prevents confusion in sourcing, messaging and assessment.
Search profile
A search profile is a practical description of who you're looking for, usually based on hard requirements and desired traits. It's more concrete than a general job description, because it's built specifically for searching and selecting.
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See how →Recruitment terms for approaching candidates and outreach
These terms belong to the first contact with candidates and the follow-up afterwards. In practice, good outreach terms come down to timing, relevant messages and consistent follow-up. That's why structure helps, especially on LinkedIn and in email. If you want to see how approach and follow-up play out in real projects, you'll find extra context in our case studies and results.
Candidate engagement
Candidate engagement is the degree to which candidates stay involved during contact with a recruiter or employer. You see this reflected in opens, replies, conversations and willingness to keep talking.
Connection acceptance rate
Connection acceptance rate is the percentage of sent connection requests that get accepted. This metric shows whether your target audience, timing and message are well aligned.
Connection request
A connection request is an invitation to connect with someone through a platform. You often use this before sending a longer message, because it can feel like a lower barrier.
Follow-up
A follow-up is a message sent after a first message got no reply. Good follow-up is short, relevant and respects the candidate's time.
InMail
InMail is a direct message on LinkedIn to someone you're not yet connected with. You typically use InMail when you want to make substantive contact straight away, whereas a connection request tends to build the relationship more gradually.
Passive candidate
A passive candidate is someone who may be open to a new move but isn't actively looking for one. This group tends to respond better to a personal approach than to a standard job advert.
Open rate
Open rate is the percentage of messages or emails that get opened. It mainly says something about the subject line, timing and recognition, but not yet enough about the quality of the response.
Outreach
Outreach is actively approaching candidates with a personal or semi-personal message. The term belongs to making contact, while sourcing covers the searching that comes before it.
Outreach terms
Outreach terms are words related to approaching, following up and building relationships, such as InMail, follow-up and sequencing. These terms make it easier to align a team's approach to first contact.
Personalisation
Personalisation is tailoring a message to the person you're approaching. It makes outreach more relevant, because you connect with their experience, sector or a concrete point of reference.
Response
Response is the number or percentage of replies to messages sent. A high response rate can point to a good choice of target audience and a strong message, but it doesn't yet tell you whether candidates are actually a good fit.
Sequencing
Sequencing is planning several contact moments in a fixed order. It helps recruiters carry out follow-up consistently, so fewer conversations are lost through a lack of structure.
Recruitment terms for selection and process
This category covers what happens once candidates are in the picture. Think of systems, conversations, collaboration and lead time. This is exactly where recruitment terms often get mixed up, particularly with ATS, recruitment CRM and the meaning of recruitment itself. That's why we explain the differences extra precisely in this section.
Applicant Tracking System
An Applicant Tracking System is software that tracks applications and candidates through a hiring process. The focus is on managing the steps per vacancy, such as screening, interviews and feedback.
ATS
ATS is short for Applicant Tracking System. An ATS usually focuses on live vacancies and applications, while a recruitment CRM is more often built for long-term relationship management with talent.
Candidate experience
Candidate experience is how a candidate experiences the recruitment process. It's about clarity, speed, communication and respect across every touchpoint.
Candidate journey
The candidate journey is the route a candidate takes from first introduction through to hire or rejection. Candidate experience is more about how that route feels than about the route itself.
Temp-to-perm
Temp-to-perm is an arrangement where someone first works on a contract or secondment basis and can later join the client's payroll permanently. This model is used when both sides want to test the working relationship in practice first.
Employer branding
Employer branding is the image people have of you as an employer. It's broader than recruitment marketing, because it covers reputation, culture and credibility in the labour market.
Hiring manager
A hiring manager is the person who is ultimately responsible for filling a vacancy. This is often the future line manager. That's why this person plays a major role in the intake and selection.
Placement
A placement is the moment a candidate actually starts, either through an agency or once the process is complete. Agencies often give this term a commercial meaning, while corporate teams more often talk about hiring or filling a role.
Recruitment
Recruitment is the entire process of attracting, assessing and hiring people. It's therefore broader than many terms around hiring and selection, because it also includes the intake, communication and the offer.
The meaning of recruitment
The meaning of recruitment is simply the plain-language explanation of the word. In practice, teams sometimes use it as a synonym for hiring and selection, but they usually mean the whole process by it.
Recruitment CRM
A recruitment CRM is software for building and managing relationships with candidates over the long term. The difference with an ATS is that a recruitment CRM revolves less around application steps and more around talent pools, contact history and future matches.
Recruitment marketing
Recruitment marketing is attracting candidates with campaigns, content and visibility. It differs from employer branding, because recruitment marketing is usually aimed directly at driving applications and responses for vacancies.
RPO
RPO stands for Recruitment Process Outsourcing. This is when an organisation outsources part or all of its recruitment process to an external partner.
Selection interview
A selection interview is a conversation in which you assess whether a candidate fits the role and the organisation. The quality of this interview depends on good preparation, clear criteria and a fair assessment.
Time to fill
Time to fill is the time between opening a vacancy and hiring a candidate. This metric shows how quickly a vacancy is filled from the organisation's perspective.
Time to hire
Time to hire is the time between first contact with a candidate and acceptance of the offer. This differs from time to fill, because the clock only starts once a candidate enters the process.
Recruitment KPIs and measurement terms
Measurement terms let you steer on speed, quality and cost. These recruitment KPI terms help you base decisions less on gut feel and more on facts. Numbers do need context, though, because a fast or cheap hire isn't automatically a good hire.
Candidate drop-off
Candidate drop-off is the point at which candidates disengage from the process. It helps you see where the friction sits, for example in forms, slow feedback or unclear steps.
Conversion rate
Conversion rate is the percentage of people who move on to the next step. You can measure this from click to reply, from reply to conversation, or from conversation to offer.
Cost per action
Cost per action is the cost measure for a specific action, such as a sign-up or application. The basis is: total costs divided by the number of measured actions.
Cost per applicant
Cost per applicant is the average amount you spend per applicant. The basis is: total campaign or recruitment costs divided by the number of applicants.
Cost per click
Cost per click is the amount you pay per click on an advert or job campaign. This term is mainly useful for assessing traffic, not yet actual hires.
Cost per hire
Cost per hire is the average amount needed to make one hire. The basis is: total recruitment costs divided by the number of hires.
Cost per lead
Cost per lead is the average amount per incoming contact or interested candidate. This term is used more often in outbound recruitment and lead-focused campaigns than in classic application processes.
Cost per mille
Cost per mille is the amount per thousand ad impressions. This KPI says something about reach and visibility, but not directly about the quality of candidates.
Funnel
A funnel is the overview of every step from first reach to hire. Recruiters use a funnel to see where volume drops off and where the process needs improving.
KPI
A KPI is a key performance indicator used to measure a goal. Well-known KPIs in recruitment include time to hire, response rate and cost per hire.
Quality of hire
Quality of hire is a measure of how well a hired candidate turns out to fit and perform. Organisations often measure this with a mix of retention, performance reviews and results after starting.
Recruitment KPI terms
Recruitment KPI terms are measurement terms that help you steer recruitment more effectively. Think of speed, cost, response and drop-off, where a number's meaning only really becomes clear once you know the context too.
AI and tooling in modern recruitment
These terms cover software, automation and new ways of working. AI can help with searching, writing and following up, but recruiters remain responsible for oversight, nuance and judgement. If you want to see how tooling for finding, approaching and following up comes together, you can read more on our page about the complete recruitment platform.
AI outreach
AI outreach is using artificial intelligence to draft or support messages for approaching candidates. This can save time, but a recruiter still needs to keep control over the tone, content and timing.
AI recruitment terms
AI recruitment terms are the words that belong to using artificial intelligence in recruitment. They help teams talk more clearly about automation, prompts, dashboards and AI sourcing.
AI sourcing
AI sourcing is using artificial intelligence to find or rank relevant candidates faster. It works best when recruiters check the results against their search profile and vacancy intake.
Automation
Automation means letting recurring recruitment steps run automatically. Think of follow-up, status updates or passing data between systems.
Dashboard
A dashboard is an overview screen showing key figures, statuses or activities. Recruiters use it to see more quickly what needs attention in sourcing, outreach or the process.
Inbox
An inbox is where incoming messages and replies are collected. A clear inbox matters for outreach, because follow-up otherwise gets fragmented quickly.
LinkedIn ATS
LinkedIn ATS isn't a fixed industry term with one standard meaning. People usually mean a way of working or a tool that combines LinkedIn touchpoints with tracking candidates, but that isn't the same as a full ATS.
Prompt
A prompt is the instruction you give to an AI system. The sharper the prompt, the more usable the output, for example for searches, messages or summaries.
Recruitment system
A recruitment system is an umbrella term for software that supports recruitment. That could be an ATS, a recruitment CRM, or a broader platform where searching, approaching and following up come together.
Scorecard
A scorecard is a fixed set of assessment criteria for candidates. It makes interviews more consistent and helps you back up decisions better.
Workflow
A workflow is the fixed sequence of steps in a process or system. In recruitment, a clear workflow makes tasks, follow-up and collaboration less dependent on ad hoc arrangements.
Zapier integration
A Zapier integration is a connection that automatically passes data between different tools. It's useful when systems can't exchange data directly with each other by default.
Terms that often get mixed up
Recruitment versus hiring and selection: recruitment is often used for the whole process. Hiring and selection more often refers to attracting and assessing candidates for a specific vacancy.
Sourcing versus recruitment: sourcing is searching for and finding candidates. Recruitment also includes intake, outreach, selection and hiring.
ATS versus recruitment CRM: an ATS tracks candidates within a hiring process. A recruitment CRM is built for managing relationships with talent over a longer period.
Time to fill versus time to hire: time to fill starts when the vacancy opens. Time to hire starts at first contact with a candidate.
Employer branding versus recruitment marketing: employer branding is about your employer image over the longer term. Recruitment marketing focuses more on visibility and applications for specific vacancies.
Passive versus active candidates: a passive candidate isn't actively looking, but may be open to the right move. An active candidate is already searching and applying themselves.
Frequently asked questions about recruitment jargon
What's the difference between recruitment and hiring and selection?
Recruitment is usually the broader term. Hiring and selection is more often used for attracting and assessing candidates for a specific vacancy.
What does sourcing mean in plain English?
Sourcing means actively searching for candidates who might fit a role. It's about targeted finding and selecting, before you've even spoken to or hired anyone.
What does ATS mean in recruitment?
ATS stands for Applicant Tracking System. It's software that tracks applications and candidates per vacancy, so the process stays organised.
When do you use InMail and when a connection request?
Use InMail when you want to send someone a substantive message straight away, without connecting first. Use a connection request when you'd rather build the relationship more gradually.
Which recruitment KPI terms should you learn first?
Start with time to hire, time to fill, response rate, conversion rate and cost per hire. Together, these figures quickly show you speed, response and cost.
Which AI recruitment terms are becoming more important in 2026?
AI sourcing, AI outreach, prompt, workflow and dashboard are all becoming more important, because recruiters are working with automation more often and quality control remains essential.
Do you use these terms in your own context?
The meaning of these words mostly stays the same, but the emphasis differs by organisation. An agency is quicker to talk about placements and clients, while a corporate team more often talks about candidate journey and employer branding. For more on the differences between agency recruitment, corporate recruitment, RPO and temp-to-perm, take a look at who this is relevant for, by recruitment practice.
Annual review and updates to this glossary
This page works best as a permanent, living update page. New AI recruitment terms, changing platform features and shifting language can all affect what words mean. That's why it's smart to review this list every year for accuracy, overlap and practical use. That way, this glossary stays useful as a central guide to recruitment jargon, HR terms and everyday industry language.
Missing a term?
If your team uses a term that's still missing here, it's worth adding it to your own glossary. That way, this page stays useful for newcomers, hiring managers and experienced recruiters looking for a quick answer. If you also want to see how searching, approaching and following up work in your own process, you can try it with your own vacancy or target group.
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