As an HR professional, have you ever sat in a meeting where terms like ‘time-to-fill’, come up and you’re not sure if you’ve got it right? At times you may also use the terms “applicant” and “candidate” interchangeably, but these are quite different.
Understanding the world of job applications and recruitment can feel like learning a new language. As HR as a business function continues to evolve, new words emerge every day. At times it becomes difficult to keep up with the subtle differences between seemingly interchangeable terms.
Knowing the right terminology is crucial for HR professionals. It’ll improve communication and ensure everyone involved is on the same page. Clear understanding of terms will help speed up the process and make it more efficient.
In this blog, we will first explain what job applicants are and how the term differs from other seemingly similar terms. After that, we’ll give you a complete recruiting glossary to help you master the key terms in the hiring process.
Clarifying the Differences: Job Applicants, Candidates, and Beyond
You may often use the terms “job applicant” and “candidate” interchangeably and this is quite natural. There are other common terms that you may confuse with job applicants and candidates, but each has its own distinct meaning in the recruitment process. Here we have discussed similar terms and highlighted their differences.
Who is a Job Applicant?
A job applicant is someone who has shown interest in a particular job by submitting an application. This typically includes a resume, cover letter, and any other required documents.
Job applicants are usually assessed based on their submitted documents, and if they meet the basic criteria, they may be moved forward in the hiring process for further evaluation or interviews.
Who is a Candidate?
A candidate is an applicant who has advanced through one or more stages of the hiring process and the company is considering the individual for the position. They have typically made it to the shortlist and may have already participated in an interview or had discussions with the hiring manager.
Candidates can further be classified as active candidates and passive candidates.
Active Candidates
Active candidates are individuals who are actively involved in the job market, frequently submitting applications, attending interviews, and showing a strong desire to change their current job situation.
These candidates are usually quick to respond to recruitment efforts and are eager to explore new opportunities for career growth. Employers often direct their recruitment strategies toward engaging active candidates who are seeking new positions to fill urgent job openings.
Passive Candidates
A passive candidate is someone who is not actively job hunting but possesses the skills and qualifications that make them an attractive prospect for a specific role.
Because passive candidates are not actively seeking new opportunities, they are harder to identify and engage with. While it requires more effort, sourcing passive talent is often pursued when there is a limited pool of candidates or when the competition is high for roles requiring specialized skills, such as executive positions or niche expertise.
Who is a Job-Seeker?
A job seeker is someone who is actively looking for employment opportunities but may not have applied for a specific job yet. Unlike job applicants, who have formally submitted applications, job seekers are still in the early stages of their search.
Job-seekers may be researching companies, networking, or preparing their resumes and cover letters. While all applicants are job seekers, not all job seekers are applicants, as they might not have formally expressed interest in a particular position just yet.
Difference Between Job Applicant, Candidate and Job SeekerSeekers
Here are the key differences between job applicantsapplicant and candidates:
| Aspect | Job Applicant | Candidate | Job Seeker |
| Definition | Someone who has formally submitted an application for a job. | An applicant who has progressed to a stage where they are actively being considered for the role. | Someone actively looking for job opportunities but hasn’t yet applied for a specific job. |
| Stage in Hiring Process | Initial stage, just expressing interest in a job. | Later stage, typically after an interview or screening process. | Early stage, still exploring options and not yet applying. |
| Action Taken | Submitted an application (resume, cover letter, etc.). | Has participated in interviews or been contacted by the hiring manager. | Searching for jobs, networking, researching potential opportunities |
| Engagement with Employer | Limited to application submission. | Involved in discussions, interviews, or further evaluations. | No direct engagement with employers yet, in the discovery phase. |
| Focus | Specific job opening(s) they’ve applied to. | Considered for a specific role, with more in-depth evaluation. | Focused on finding opportunities, not tied to a specific opening. |
Managing candidates through various stages of recruitment can be challenging without the right software solutions. Explore hrtech marketplace to find the right recruitment software!
Now that we’ve clarified the key terms related to job applicants and candidates, it’s time to dive into the broader world of recruitment terminology.
Recruiting Glossary
Recruitment can be full of buzzwords that seem to change with every new trend. This glossary will help you cut through the jargon and clearly understand the essential terms in the hiring process.
A
Abandonment Rate
Abandonment rate is the percentage of candidates who start the application process but do not finish it. It helps recruiters identify areas where candidates lose interest or disengage during the hiring process.
Acquisition Cost
The total cost incurred by an organization to attract and hire a new employee. This includes advertising, recruitment agency fees, time spent by HR staff, and other expenses associated with the recruitment process.
Assessment Centre
An assessment centre is a selection process where candidates participate in a series of activities designed to assess a variety of competencies. These may include tasks like group exercises, psychometric tests, role plays, and case studies, often culminating in the final stage of the hiring process. Both in-person and virtual formats are common.
Applicant Pool
The group of candidates who have applied for a particular job or have been identified as potential candidates through sourcing efforts. A diverse and qualified applicant pool is essential for a strong recruitment process.
Applicant Tracking System (ATS)
ATS is software used by employers to streamline the recruitment process, tracking and managing candidates’ progress through various stages of hiring. It helps automate time-consuming tasks like resume screening, scheduling interviews, and communication with candidates.
Active Candidate
An active candidate is someone who is actively seeking a new job, either while unemployed or employed but open to new career opportunities. These candidates are generally more responsive and engaged in the hiring process.
Attrition
Attrition refers to the gradual reduction in workforce size due to voluntary or involuntary employee departures, often without immediate replacements. It’s different from turnover, as the latter typically implies the intention to replace employees quickly.
Also Read: “Top Assessment Tools to Use in 2025”.
B
Background Check
A process where an employer verifies a candidate’s history, such as employment records, education, criminal background, and drug testing, to ensure they meet the job’s requirements and the company’s safety standards.
Benchmarking
Benchmarking in recruitment involves comparing a company’s hiring processes, candidate quality, or compensation packages against industry standards or competitors to identify areas for improvement.
Benefits
These are additional perks offered by employers to their employees, beyond their salaries. Benefits may include health insurance, retirement plans, wellness programs, paid time off, and more.
Blue-Collar Worker
A blue-collar worker typically performs manual labor or works in skilled trades, such as in construction, manufacturing, or agriculture. The term originally referred to the blue shirts worn by workers in these fields.
Bonus Structure
Bonus structure refers to the system by which employees are rewarded for meeting certain performance goals, often linked to achieving specific business objectives or individual KPIs.
Boolean Search
A search technique that uses logical operators (AND, OR, NOT) to refine search results and find relevant candidates more efficiently by combining specific keywords.
Blind Hiring
A recruitment method where identifying information such as a candidate’s name, age, gender, or race is hidden to reduce bias during the hiring process, ensuring a focus on skills and qualifications instead.
Branding
Branding in recruitment refers to the way a company markets itself to attract top talent. It includes showcasing the company culture, values, and benefits through various channels to create a strong employer brand that resonates with potential candidates.
C
Candidate Pool
A candidate pool refers to the group of potential candidates who are available or have expressed interest in a job opening. It includes both active applicants and passive candidates who may be a fit for current or future roles within an organization.
Candidate Sourcing
The process of finding and attracting qualified candidates for a job opening, whether through active job seekers or passive candidates who may not be actively looking for a new job but are approached by recruiters.
Candidate Experience
This term describes the overall experience a candidate has throughout the recruitment process, from initial job application to the final interview, including how they feel treated and the efficiency of the process.
Confidentiality Agreement
A legal contract between parties that ensures sensitive information remains protected. It prevents candidates from sharing proprietary company data or personal details during and after the recruitment process.
Cost Per Hire
A metric that calculates the total cost associated with hiring an employee, including advertising, agency fees, and internal recruiting costs. This helps companies assess the efficiency of their recruitment strategies.
Counter Offer
An offer made by an employer to persuade an employee to stay after they have submitted their resignation, typically involving better pay, benefits, or other improved terms.
Compliance
The adherence to labor laws, industry regulations, and internal policies that ensure the hiring process is fair, legal, and ethical. This includes issues like non-discrimination and data protection.
Contract Staffing
Contract staffing refers to the practice of hiring employees on a temporary, project-based, or fixed-term contract rather than offering permanent positions. This recruitment method is often used for short-term needs or specific projects requiring specialized skills.
Recommended Reading: “Understanding and Improving the Candidate Experience”
D
Data-Driven Recruitment
Using analytics and metrics to inform and improve recruitment strategies. Data-driven recruitment involves tracking and analyzing candidate data, performance, and feedback to optimize hiring decisions.
Development Centre
A program designed to help identify and develop high-potential employees through activities like group discussions, role plays, and psychometric tests. It focuses on growth and development rather than immediate hiring.
Direct Hire
A hiring model where a company employs an individual directly, without involving a third-party agency or contractor. The employee is placed into the company’s payroll.
Diversity and Inclusion (D&I)
Diversity refers to having a workforce with varied backgrounds, experiences, and identities. Inclusion means creating an environment where all individuals feel valued, respected, and able to contribute to their full potential.
Discrimination
Discrimination in recruitment occurs when a candidate is treated unfairly or unequally based on characteristics such as race, gender, age, disability, religion, or sexual orientation. It is illegal in many countries and undermines equal opportunity laws.
E
Employee Engagement
Employee engagement measures the emotional commitment employees have toward their organization and its goals. High engagement leads to higher productivity, morale, and lower turnover.
Employee Onboarding
Employee onboarding refers to the process of integrating a new employee into the organization. This includes introducing them to company culture, policies, and job-specific responsibilities, helping them feel welcomed and prepared to start their role effectively.
Employee Turnover
Employee turnover refers to the rate at which employees leave a company. High turnover can indicate problems with employee satisfaction or management practices, while low turnover suggests good retention practices.
Employee Value Proposition (EVP)
The unique set of offerings, values, and rewards an employer provides to its employees in exchange for their skills, capabilities, and contributions. EVPs are central to attracting and retaining talent.
Employer Branding
Employer branding is the practice of promoting a company’s reputation as an employer to attract top talent. It involves communicating the company’s culture, values, and benefits to potential candidates.
Employer of Record (EOR)
An Employer of Record is a third-party organization that manages all the administrative responsibilities related to employment, including payroll, benefits, taxes, and compliance, while the company still manages day-to-day tasks and operations.
Equal Employment Opportunity (EEO)
EEO is the principle that all individuals should have equal access to employment opportunities without discrimination based on race, color, religion, sex, national origin, age, disability, or genetic information.
Executive Search
A highly specialized recruitment service used to find candidates for senior-level roles, such as CEOs, directors, and other executive positions. This often involves headhunting and proactive outreach.
Exit Interview
An interview conducted with an employee who is leaving the company, to gain feedback on their experience and identify areas for improvement within the organization.
F
Freelancer
A self-employed individual who offers services to multiple clients without long-term commitment. Freelancers typically work in creative fields, technology, and consulting.
Full-Time Equivalent
A unit of measurement that represents the workload of an employee, used to compare workloads or class loads in various roles or organizations.
Fixed-Term Contract
An employment agreement that lasts for a specific period. These contracts have a pre-set end date and are typically used for projects or covering absences.
G
Gamified Assessments
Assessment tools that incorporate game elements to measure a candidate’s skills and personality in an engaging way. These tests aim to provide a more dynamic and interactive candidate experience.
Generalist Recruiter
A generalist recruiter is a professional who handles recruitment across various industries or job roles, rather than specializing in one particular sector. They have a broad knowledge base and can recruit for a variety of positions.
Ghosting
Ghosting in recruitment refers to when a candidate drops out of the hiring process without notifying the recruiter, leaving them without any communication or feedback.
Glass Ceiling
An invisible barrier that prevents certain groups, especially women and minorities, from advancing to higher-level positions within an organization, despite having the necessary qualifications.
Gig-Economy
A labor market characterized by short-term, contract-based, or freelance work rather than permanent positions. This model offers flexibility but may lack job security.
Greenfield Recruitment
Greenfield recruitment refers to the process of hiring employees for a brand new company or division that has no pre-existing workforce. It involves building up the recruitment strategy from scratch.
H
Halo Effect
A cognitive bias in recruitment where a recruiter makes assumptions about a candidate’s overall abilities based on one positive attribute or trait, such as a firm handshake.
Hard Skills
Specific, teachable abilities or knowledge required for a job, such as programming, technical skills, or language proficiency.
Headhunting
Headhunting is a specialized recruitment strategy where a recruiter actively seeks out highly skilled or executive-level candidates for a particular role, often bypassing traditional job applications and targeting passive candidates.
Human Capital Management (HCM)
Human Capital Management is a comprehensive approach to managing and developing employees to maximize their value to the organization. It includes recruitment, talent management, employee development, and performance management.
Human Resource Management System (HRMS)
A software system that combines various HR functions like payroll, recruiting, benefits management, and performance tracking into a single platform.
Also Read: “Improving Recruitment Process with HRMS Features”
Internal Mobility
The movement of employees within the organization, either through promotions, transfers, or lateral moves, helping retain talent and increase employee satisfaction.
Interview to Offer Ratio
A metric that measures how many interviews are needed to make a single job offer. It helps evaluate the efficiency of the interview process.
In-House Recruitment
The process of hiring candidates directly by the organization’s internal HR team, rather than outsourcing to recruitment agencies or consultants.
Independent Contractor
A self-employed individual hired to perform specific tasks for a company without being classified as an employee, typically for a fixed duration or project.
J
Job Analysis
The process of identifying and understanding the key duties, responsibilities, and requirements of a specific job role, used to create accurate job descriptions and hiring criteria.
Job Board
An online platform where companies post job openings, and candidates can search for and apply to available positions.
Job Description
A written document outlining the key responsibilities, qualifications, and expectations for a specific job role. It serves as a guideline for candidates and recruiters.
Job Profile
A summary of the key competencies, skills, and experience required for a job, often used to match candidates with suitable roles.
K
Key Performance Indicator (KPI)
A measurable value that demonstrates how effectively an individual or team is achieving a business goal. In recruitment, KPIs may include time-to-hire or quality-of-hire metrics.
Knowledge Worker
An employee whose job involves handling or applying information, such as researchers, analysts, and software developers. These workers are typically involved in intellectual tasks rather than manual labor.
Knockout Questions
Screening questions used early in the hiring process to quickly determine if a candidate meets essential qualifications for the job role.
L
Lateral Recruitment
The process of hiring employees who are already working in similar roles at other organizations. These candidates bring specific expertise and can often contribute quickly.
Leadership Development
Programs or initiatives aimed at improving the leadership skills and capabilities of employees to prepare them for higher-level management roles.
Long-Term Disability Insurance
Insurance coverage that pays a portion of an employee’s salary if they are unable to work due to a long-term illness or injury.
M
Merit Increase
A salary increase based on an employee’s performance or achievements, typically awarded during performance reviews.
Minimum Wage
The lowest amount an employer is legally required to pay employees, usually set by government regulation and adjusted periodically.
Mentorship
A professional relationship where an experienced individual helps guide and support the development of a less experienced colleague, often in career progression or skills development.
N
Non-Compete Agreement
A legal contract where an employee agrees not to start a competing business or work for a competitor after leaving the company for a specified period and within a designated geographic area.
Neurodiversity
The natural variation in human brain function, including individuals with autism, ADHD, dyslexia, and other neurological conditions, emphasizing the value of different thinking styles in the workplace.
Notice Period
The length of time an employee must work after resigning or being given notice of termination, during which they continue their duties before officially leaving the organization.
O
Onboarding
The process of integrating new employees into the company, including orientation, training, and introducing them to company culture and policies, aimed at ensuring a smooth transition.
Offboarding
The process of managing an employee’s departure from the company, including knowledge transfer, exit interviews, and handling of company property.
Offer Letter
An offer letter is a formal document issued by an employer to a candidate who has been selected for a job. It outlines the terms and conditions of employment, including salary, benefits, and start date.
Overconfidence Bias
A cognitive bias where recruiters or employers overestimate their ability to assess candidates’ fit for a role, leading to premature decisions or overlooking potential red flags.
Outplacement
Outplacement services are provided by companies to assist employees who are leaving the organization, typically due to layoffs or restructuring. These services help individuals with career counseling, job search support, and resume writing.
Also Read: “Simplifying Employee Onboarding with Robotic Process Automation in HR”.
P
Probation Period
A trial period for new employees, typically lasting from one to six months, during which their performance and suitability for the role are closely monitored.
Personality Questionnaire
An assessment tool used to evaluate a candidate’s personality traits, such as motivation, emotional responses, and behavior in the workplace, to determine their fit for the job and organization.
Purple Squirrel
A term used to describe a candidate who possesses the perfect mix of skills, experience, and qualifications for a specific job—often viewed as difficult to find.
Q
Quality of Hire
A metric used to evaluate the long-term success and performance of new hires, helping recruiters assess the effectiveness of their hiring process and the impact of a candidate on the organization.
Quiet Quitting
A phenomenon where employees do the bare minimum required by their job description but do not go above and beyond, typically as a response to burnout or disengagement.
Also Read: “How to Accurately Hire Quality Candidates?”
R
Recruitment Agency
An external organization hired by a company to help find and place candidates for open positions, typically handling tasks like sourcing, screening, and initial interviews.
Retention Rate
The percentage of employees who remain with the organization over a specified period. A high retention rate indicates a stable workforce, while a low rate may signal issues with job satisfaction or company culture.
Recruitment Process Outsourcing
A practice where an external provider manages all or part of the recruitment process for an organization, from job postings to candidate placement.
Referral Program
A recruitment strategy where current employees refer candidates from their network for open positions, often incentivized with rewards or bonuses.
S
Soft Skills
Non-technical skills such as communication, teamwork, and problem-solving that are crucial for success in many roles, and often contribute to a candidate’s overall effectiveness in the workplace.
Screening
The process of evaluating job applicants based on their resumes, applications, and/or assessments to determine whether they meet the basic qualifications for the job.
Skill Gap Analysis
Skill gap analysis is the process of identifying the gap between the skills currently available within an organization and the skills needed to achieve business objectives. This analysis helps inform recruitment strategies and training programs.
Silent Recruiting
Silent recruiting refers to a discreet method of talent acquisition where companies search for candidates without publicly advertising job openings. This strategy is often used for senior roles or in highly competitive industries.
Situational Judgment Test
A type of psychological test used in recruitment to assess how candidates would respond to hypothetical situations in the workplace, evaluating decision-making and problem-solving abilities.
Structured Interview
A formal interview format where all candidates are asked the same set of questions, providing a standardized method for comparing responses and making objective hiring decisions.
T
Talent Acquisition
A strategic approach to identifying, attracting, and hiring top talent, often including workforce planning, employer branding, and long-term recruitment efforts beyond immediate job openings.
Talent Pool
A database of potential candidates, including active job seekers and passive candidates, that recruiters can tap into for current or future job openings.
Time to Hire
A recruitment metric that measures the time between when a candidate applies for a job and when they are offered the position. Shortening this time helps improve the candidate experience and reduce hiring costs.
Transferable Skills
Skills gained in one job that can be applied in other roles or industries, such as communication, leadership, and project management.
U
Up-skilling
Up-skilling is the process of providing employees with additional training and development opportunities to enhance their existing skills or acquire new ones, often to help them advance in their careers or adapt to evolving industry needs.
Unconscious Bias
A type of bias where recruiters or hiring managers make decisions based on stereotypes or assumptions without realizing it, often leading to unfair treatment of candidates.
Unstructured Interview
An informal interview where the interviewer has no set list of questions and allows for more spontaneous conversation with the candidate, often resulting in a less predictable process.
V
Virtual Assessment Centre
An assessment centre that is conducted remotely using online tools, where candidates complete various tasks like group exercises, psychometric tests, and presentations in a virtual environment.
Volume Recruitment
A recruitment process focused on hiring large numbers of candidates, often for entry-level or seasonal positions. It involves a high volume of applications and quick decision-making.
Volunteer Recruiting
Volunteer recruiting is the process of attracting and selecting individuals who are willing to donate their time and skills without compensation, typically for nonprofit organizations, events, or community-driven initiatives.
W
Workforce Planning
The process of analyzing and forecasting the future workforce needs of an organization to ensure it has the right number of employees with the necessary skills to meet its goals.
Workplace Well-Being
Refers to the mental, physical, and emotional health of employees in the workplace. It includes aspects like work-life balance, stress management, and creating a supportive environment.
Z
Zero-Hour Contract
A type of employment contract where the employer does not guarantee a minimum number of working hours. The employee is called in to work as needed, providing flexibility but also uncertainty in income.
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Conclusion
In this blog, we’ve covered key recruitment terms to help you understand job applicants, candidates, and the hiring process. These terms are crucial in ensuring that you engage the right talent and measure the success of your hiring efforts. We’ve also covered the important metrics and tools that can elevate the efficiency of your recruitment process.
If you’re looking to refine your recruitment strategy, hrtech can help you find the best recruitment software to match your needs. With their comprehensive marketplace, you’ll discover tools that streamline every stage of hiring, from sourcing candidates to finalizing offers. The marketplace of hrtech makes it easy to find the right solutions for your unique hiring challenges.
Looking to improve your recruitment strategy? Visit hrtech today and explore the best software solutions for smarter and quicker recruitment.
