There’s a lot of misunderstanding about what applicant tracking systems (ATS) are. Recently, I asked a poll on LinkedIn to see what my network thinks ATS is. To no one’s surprise, 41% of respondents believe that ATS “heartlessly rejects people.” But the truth is that ATS in not a sentient being who’s out to get you as you apply to positions. While there are some reasons for those automatic rejection notices, it’s not because you used the wrong font on your resume.
What Is an Applicant Tracking System—Really?
At its core, ATS is a digital filing cabinet. Its job is to intake what’s uploaded to it and, when possible, parse that information into its database. It collects and stores applications and resumes, enabling recruiters and hiring managers to search through data using keywords, filters, and job-specific criteria. Decision-makers can also go through each application and visually see all the uploaded documents, bypassing the searching aspect of the ATS.
And that raises a good point: How recruiters review resumes in an ATS matters. We may talk about a resume being “ATS compatible,” but the truth is that anything can be uploaded into an ATS—from a resume to a recipe! If a recruiter reviews all the documents, it won’t matter how you’ve formatted your resume. However, if a recruiter is doing a search (because they received 1,000+ resumes for one role, let’s say), your graphics-heavy upload won’t parse into the system, and it might not be found. And there, as they say, is the rub.
Behind the Scenes of the ATS
My husband accidentally said he was “strolling” Instagram, rather than “scrolling,” and the phrase stuck in our house, so let’s take a “stroll” through how an ATS system works when you apply for a job online.
Step #1: You upload your resume when you apply.
At this point, the document you upload (typically Word, PDF, or .txt) will attach itself to your file. Then the system will attempt to parse the information from your resume, populating digital fields such as name, contact information, work history, and skills.
Step #2: The ATS populates a searchable profile.
Whatever parses is now available for a keyword search. Recruiters and hiring managers can input the experience they need for the role, such as “Agile project management” or “B2B marketing strategy,” to pull resumes that include those parameters. They will then start to review them. Keep in mind that, if your resume doesn’t have those words or the recruiter only pulls the first 10–20 (to start, at least), your resume may not be seen.
Step 3: The recruiter reviews your resume.
This step may come after a database search or in lieu of one, but either way, your resume will eventually land in front of someone. When it does, it needs to tell a story that compels the recruiter to want to contact you. Remember that an experienced recruiter can determine if a resume should go in the yes, no, or maybe pile in five seconds flat. Although they will take a second glance—and go into more detail—with the resumes in the yes and maybe piles, you have to get there first.
Bottom line: You are writing your resume for people. However, to get to them, you must be able to maneuver applicant tracking systems first.
Reasons Why Your Resume Might Not Be Parsing
The way you format your resume—at least to get through ATS—is pretty darn important. There are some things that just won’t parse. These include:
- Text boxes, tables, graphs, charts, and images (Canva is great for many things but not for an ATS-ready resume)
- Headers and footers (do NOT put your contact information here; it won’t be seen)
- Uncommon fonts or formats (don’t even get me started on Comic Sans)
When parsing fails, your profile might show up with blank fields or missing skills. If a recruiter is relying on a search function instead of reading through each file, your resume may never get in front of them. Hello, resume black hole!
If you’re getting immediate rejections after applying, look at how your resume is formatted. That may be the best place to start to revamp your approach.
The Real Resume Gatekeepers: Knockout Questions
One area that will 100% get your resume rejected in seconds is the one that most job seekers don’t even know is a consideration: knockout questions. Ask any recruiter who uses an applicant tracking system (ahem, most of them), and they will tell you about knockout questions.
What are knockout question, you ask? It really depends on the position and what they need, but here are a few examples:
- “Do you have at least 5 years of experience in IT project management?”
- “Are you legally authorized to work in the US without sponsorship?”
- “Do you have a bachelor’s degree or higher?”
Answer “no” to any of those and—bam!—the system automatically flags you as ineligible or screens you out entirely. No one will see your resume, no matter how good it is. And you’ll receive a “thanks but no thanks” email within seconds of hitting submit.
If this happens to you and you’re sure you’re qualified, there is one thing you can do: Reach out to a decision maker, probably via LinkedIn. Make a personal connection. Recruiters can still pull your resume and consider you, but you absolutely must be proactive to make that happen—especially with those automatic rejections.
The Real Question: Is ATS the Devil?
We are not (yet, at least) living in The Terminator, and SkyNet isn’t taking over the world. For now, applicant tracking systems are not sentient, and they are not out to get you. Honestly, ATS is a tool that helps companies filter through resumes to make their job easier. Here are the facts on who’s using ATS:
- 90% of Fortune 500 companies
- 70% of large companies
- 20% of small and mid-sized companies
Odds are that you ARE going to run into an applicant tracking system throughout your application journey.
Tips to Optimize Your Resume for Applicant Tracking Systems
Now that you know the 411 on ATS, what can you do to ensure better results when applying online? Obviously, you can work with a professional resume writer who knows the tricks, but if you’re going it alone, here are some tips:
1. Keep your formatting clean and simple.
- Use standard sans serif fonts: Arial, Calibri, Helvetica, and Aptos work well.
- Don’t place important information in text boxes (although they’re great for testimonials).
- If you include graphs or tables, be sure to replicate that information in text format.
- Avoid overuse of columns, which can hinder the way in which information is parsed.
- Use standard headings: title, professional experience, education, etc.
2. Incorporate keywords from the job description.
- Look under the “responsibilities,” “qualifications,” or “requirements” section for keywords.
- Incorporate them naturally into the summary and throughout your resume.
- Avoid adding a block of keywords without context.
- NEVER use white text in 8-point font to keyword load your resume; it will only backfire.
3. Write your resume in Word.
For better or worse, MS Word is the accepted program for ATS. If you create your resume in Pages or Google Docs, you can convert it to PDF, but do a quick check to ensure the document is kosher before uploading:
- Export your PDF as a text/.txt format and see what shows up. If it’s blank or in a weird order, revert to Word.
4. Don’t rely on visuals to convey key information.
Canva and Adobe are great for creating visuals, but too often, the information will be lost in ATS. Instead of using timelines or graphics to convey your knowledge, skills, and accomplishments, use short paragraphs or bullet points.
5. Do tell a compelling story.
Time and again, recruiters say that the story is way more important than a resume with a fancy format. Share how you meet the requirements of the position and highlight the ways in which you add value. That’s what they want to see.
A note about LinkedIn:
LinkedIn is many things, including an applicant tracking system. You want to have an optimized profile that clearly conveys what you’re looking for and your value. If you need some hints, check out my blog on how to build a winning LinkedIn profile.
Applicant Tracking Systems Aren’t Evil, But You Must Work with Them
The long and short of the ATS conversation is that it’s not out to get you, but you do need to follow the rules to ensure your resume will effectively navigate ATS and get in front of a decision maker. Honestly, most recruiters and ATS don’t care if a human writes the document or AI is the author, but ChatGPT is only as smart as the person at the keyboard. Unfortunately, many job seekers are unclear about how to (a) craft an ATS-ready resume and (b) tell a great story of your career. If that’s the challenge you’re facing, I can help.
I’m Amanda, Your Career Advocate, and I love sharing bits of wisdom to elevate your job search. I provide resume writing and LinkedIn optimization along with coaching and strategies to navigate a path to success. Want in? Learn more.