Introduction to Applicant Tracking Systems (ATS)
An Applicant Tracking System (ATS) is a software tool that helps companies streamline the recruitment process by managing, sorting, and evaluating the influx of applications they receive for job openings. Initially developed in the 1990s to help large corporations handle the growing volume of job applications, ATS software has evolved into an essential tool for organisations of all sizes and industries. From screening applications to assessing qualifications, the ATS serves as a digital “gatekeeper,” filtering applications before human eyes even review them.
Why Companies Use ATS: The Benefits for Employers
The primary driver behind the adoption of ATS software is efficiency. With today’s digital job market, companies receive a high volume of applications for each position. ATS software allows them to sift through thousands of resumes quickly, identifying those most suited to the job based on predefined criteria. The benefits of using an ATS include:
Time Savings: Automating the initial screening allows hiring teams to focus on evaluating top candidates.
Cost Efficiency: An ATS reduces the resources spent on manual resume screening, particularly for high-volume recruitment.
Objective Screening: ATS can rank candidates without bias, applying a consistent set of criteria across all applications.
Enhanced Collaboration: Most ATS platforms include tools that make it easier for hiring managers and recruiters to collaborate, track candidate progress, and streamline communication.
Regulatory Compliance: Many ATS systems support compliance with equal employment opportunity regulations by documenting each step in the selection process.
How an ATS Works: Understanding the Process
The way an ATS works can vary by system, but the general process is as follows:
CV / Resume Submission: Candidates apply through a company’s online portal, which feeds directly into the ATS.
Parsing: The ATS parses CVs / resumes, which means it breaks down your document into segments to analyse and extract information (such as job titles, skills, education, etc.).
Keyword Matching: The system looks for specific keywords or phrases that align with the job description.
Scoring or Ranking: Many ATS systems assign a score to each application based on how well the candidate’s CV / resume matches the job requirements.
Filtering and Sorting: Applications that score well are flagged for review by human recruiters, while those that score below a certain threshold may be automatically rejected.
Review by Recruiters: Only after this filtering process are the top applications reviewed by hiring personnel.
Each of these steps impacts whether or not a candidate’s CV / resume will make it to the next stage. Therefore, understanding how to align your resume with these automated systems is crucial to ensuring your application reaches human reviewers.
Optimising Your CV / Resume for ATS: Key Techniques
To pass through the ATS filters and improve your chances of securing an interview, follow these optimization techniques.
1. Understand ATS Keywords and Optimisation
Identify Keywords in Job Descriptions: Study the job listing carefully. Identify essential keywords related to skills, qualifications, experience, and specific competencies.
Use Both Hard and Soft Skills: For example, if a job description mentions “project management,” “data analysis,” or “communication skills,” make sure these are clearly presented in your CV.
Include Industry-Specific Terms: Use terminology that the hiring company would expect; for example, in digital marketing, terms like “SEO,” “content marketing,” and “ROI” are relevant.
Format Your CV / Resume to Be ATS-Friendly
Many ATS struggle with certain formatting choices, so follow these best practices:
Use a Standard Font: Choose simple fonts such as Arial, Calibri, or Times New Roman. Avoid script fonts or stylized text that may not parse correctly.
Avoid Graphics and Complex Tables: While attractive, graphics, logos, and elaborate tables can confuse ATS software. Stick to a simple layout.
Use Standard Headings: Use clear headings like "Career Summary," "Experience," "Key Achievements", "Skills," and "Qualiifcations" to organise your information. Non-standard headings may be ignored by the ATS.
Save in the Right Format: Most ATS can handle .docx or .pdf files, but always check the job listing instructions.
Customise Your CV / Resume for Each Application
Tailoring your CV / Resume is particularly important to align with each job description. A one-size-fits-all document may miss important keywords or qualifications that the ATS is scanning for.
Focus on Relevant Experience: Emphasise roles and projects that closely align with the job description.
Integrate Keywords Naturally: Use keywords organically. Repetition may flag your CV / Resume as spam, so integrate them into job responsibilities, accomplishments, or skills lists.
Use Action-Oriented Language
Using active, results-focused language is essential, not only for ATS scoring but also to make an impact when recruiters review your document.
Start Bullet Points with Strong Verbs: Examples include “Managed,” “Led,” “Developed,” "Transformed" or “Executed.”
Quantify Achievements: Whenever possible, back up your accomplishments with data, like “Increased customer satisfaction by 20%” or “Generated £50,000 in incremental revenue.”
Common ATS Mistakes and How to Avoid Them
Keyword Stuffing: Avoid overloading your CV with too many keywords in an unnatural way. This can lower the readability for human reviewers and may be flagged by some ATS.
Using Fancy Formatting: Non-standard fonts, graphics, and complex layouts can confuse the ATS. Use clear headings and bullet points.
Leaving Out Relevant Keywords: If the job description uses specific terminology, ensure you incorporate it into your resume to increase the match score.
Missing Out on Exact Titles: Using vague or overly creative job titles may reduce ATS compatibility. Use conventional job titles, as these are more likely to match the database.
Beyond the ATS: Strategies to Enhance Your Application’s Impact
While optimising your document for an ATS is essential, there are additional ways to strengthen your job application:
Network with Current Employees: Leverage LinkedIn and other professional networks to reach out to people within the organisation. Employee referrals often carry significant weight.
Personalise Your Cover Letter: If permitted, craft a compelling cover letter addressing specific aspects of the job and demonstrating your fit with the company.
Optimise Your LinkedIn Profile: Many recruiters use LinkedIn’s search functions to find potential candidates. Make sure your profile includes relevant keywords and highlights your skills.
Conclusion: Bridging the ATS Barrier to Land Your Next Job
By understanding the purpose and functionality of ATS software, you can take control of how your CV / resume is received and evaluated.
Investing time to optimise your CV for ATS compatibility — through strategic keyword usage, clear formatting, and personalisation — significantly enhances your chances of passing the first screening phase.
Paired with thoughtful networking and a well-optimised online presence, these strategies can set you apart in a competitive job market, bridging the ATS barrier and bringing you closer to your career goals.
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