Terminology — Candidate Experience Journey Kit
This file is the canonical source for all vocabulary used in candidate experience journey production. When any other file in this kit, in a deployment kit, or in a client deliverable uses a term defined here, this definition applies. If a term appears differently elsewhere, this file wins.
Core Journey Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Candidate experience journey | The complete map of every interaction a candidate has with the organization from first contact through final disposition. Designed and managed by the practitioner on behalf of the client. | "candidate journey," "hiring experience," "recruitment funnel" |
| Touchpoint | A single interaction between the candidate and the organization (or practitioner acting on the organization's behalf). Each touchpoint has an owner, a trigger, a communication method, content, and timing. | "contact point," "interaction," "step" (use "step" for the recruiting process; use "touchpoint" for the candidate's experience of it) |
| Stage | A grouping of related touchpoints corresponding to a phase in the recruiting process. Stages are named from the candidate's perspective, not the internal process perspective. | "phase" (use "phase" for the internal recruiting process; use "stage" for the candidate-facing journey) |
| Cadence | The frequency and pattern of communication with candidates, particularly those in hold or waiting status. Cadence commitments must reflect what the practitioner will actually deliver — not what would be ideal. | "frequency," "communication schedule" |
| Disposition | The final outcome for a candidate: offer extended, released (not advancing), or held for future consideration. Every candidate must reach a disposition. No candidate should remain in an undefined state. | "outcome," "status" (too vague), "result" |
| Warm communication | Proactive outreach to candidates who are waiting — between stages, during hold periods, or while decisions are being made. Purpose is to keep candidates informed and engaged without making commitments that haven't been decided. | "check-in," "status update" (acceptable but less precise) |
Communication Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Outreach | The first communication from the practitioner or sourcer to a passive candidate. Typically via LinkedIn message or email. The outreach is the candidate's first impression of the organization. | "cold call," "initial contact," "prospecting message" |
| Acknowledgment | The first response a candidate receives after they take an action — applying through a website, responding to outreach, being referred. Confirms their information was received and sets expectations for next steps. | "auto-reply," "confirmation" (acceptable for automated systems, but "acknowledgment" is the standard term for the touchpoint) |
| Candidate package | The materials sent to a candidate before the team interview round. Typically includes: interview schedule, interviewer information (names, titles, photos), presentation instructions (if applicable), organizational materials, and contact information for questions. | "interview prep materials," "candidate brief," "info packet" |
| Rejection communication | The communication informing a candidate they are not advancing in the process. Method (phone, email, or both) and timing depend on the stage at which the candidate exits. Candidates who had personal interaction with the practitioner receive a personal communication, not just an email. | "decline letter," "pass notification," "no-go communication" |
| Close-out communication | The final communication sent to all remaining candidates once the role is filled. Informs them of the outcome, thanks them for their participation, and closes the loop. | "final notification," "search-closed email" |
| Mutual NDA / MNDA | A confidentiality agreement signed by both the candidate and the organization before the team interview stage. Allows both parties to share sensitive information freely during the evaluation process. | "NDA" (implies one-directional), "confidentiality agreement" (acceptable but less specific) |
Experience Design Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Point of contact | The single person the candidate communicates with throughout the process. Typically the practitioner or a designated team member. Candidates should not be bounced between multiple contacts unless there's a deliberate handoff. | "primary contact," "liaison" |
| Timeline transparency | The practice of telling candidates how long each stage is expected to take and when they can expect to hear next. Reduces candidate anxiety and preempts "when will I hear back?" inquiries. | "process transparency" (too broad) |
| Accommodation | An adjustment to the interview process made for a candidate who needs it — accessibility, scheduling flexibility, format changes. The process for requesting accommodations should be proactive (offered) not reactive (only if asked). | "special arrangement," "exception" |
| Silver medalist | A strong candidate who was not selected for the current role but is worth maintaining a relationship with for future opportunities. Silver medalist re-engagement is a specific post-disposition touchpoint. | "runner-up," "backup candidate," "alternate" |
| Employer brand impression | The perception of the organization that the candidate forms through their experience in the search process. Every touchpoint contributes — positively or negatively. The practitioner manages this impression on behalf of the client. | "candidate perception," "reputation impact" |
| Candidate drop-off | When a candidate voluntarily exits the process before reaching a disposition. Drop-off at any stage warrants a follow-up to understand why — both for the individual search and for process improvement. | "withdrawal," "self-removal" |
| Offer decline | When a candidate receives an offer and chooses not to accept it. A structured follow-up conversation (not just email) captures the reason and preserves the relationship. | "rejection" (this is the organization's word, not the candidate's action — candidates decline, organizations reject) |
Quality Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Touchpoint completeness | The quality of a journey where every stage transition has a defined candidate-facing communication. No candidate enters a new stage or exits the process without being told what's happening. | "coverage," "completeness" (too generic) |
| Tone consistency | The quality of a journey where all candidate-facing communications feel like they come from the same organization and the same voice — regardless of which team member sends them. | "brand consistency" (acceptable but narrower than tone) |
| Cadence integrity | The quality of a journey where every timing commitment made to candidates is honored. If the journey says weekly updates, weekly updates happen. | "follow-through," "reliability" |
| Blocking failure | A QC finding that must be fixed before the journey is deployed. No exceptions. | "critical issue," "must-fix" |
| Warning | A QC finding that should be addressed if time permits, but does not block deployment. Must be noted for the next revision. | "minor issue," "nice to have" |