Job Search

⌘K
  2. Home
  4. Job Search
  6. Applications
  8. Applicant Tracking Systems (ATS)

Applicant Tracking Systems (ATS)

Applicant Tracking Systems (ATS): Everything You Need to Know

In today’s highly competitive job market, understanding how Applicant Tracking Systems (ATS) function is essential for any job seeker. An ATS is a software application used by employers to manage the recruitment process, screen candidates, and streamline hiring. While traditional methods relied on human review of CVs and applications, most medium to large organisations now use ATS to filter thousands of applications efficiently. Consequently, even highly qualified candidates can be overlooked if their CV or application is not optimised for ATS.

This guide explores the purpose of ATS, how they work, the challenges they present to job seekers, and practical strategies to improve your chances of success.

1. What is an Applicant Tracking System (ATS)?

An Applicant Tracking System (ATS) is a software tool that automates the recruitment process. It allows recruiters to:

  • Post job vacancies on multiple platforms simultaneously.
  • Collect applications from candidates.
  • Filter and rank candidates based on qualifications, keywords, and other criteria.
  • Track candidates throughout the recruitment lifecycle.
  • Generate reports on applicant metrics.

ATS helps companies manage large volumes of applications more efficiently and reduces the administrative burden on human resources teams. It is estimated that over 90% of Fortune 500 companies use some form of ATS in their recruitment process.

2. How Does an ATS Work?

An ATS is designed to automate the initial stages of candidate screening. Here’s a breakdown of its process:

A. Parsing Applications

When a candidate submits a CV or resume, the ATS parses the document, extracting relevant information such as:

  • Contact details
  • Work experience and dates
  • Education and qualifications
  • Skills and certifications

Parsing converts this information into a structured format stored in the system, making it searchable for recruiters.

B. Keyword Matching

After parsing, the ATS scans for keywords and phrases relevant to the job description. These often include:

  • Required skills (e.g., “Python,” “Project Management”)
  • Qualifications or certifications (e.g., “CPA,” “Bachelor’s degree in Engineering”)
  • Industry-specific terminology

Applications with a higher number of relevant keywords are ranked more favourably.

C. Filtering and Scoring

Many ATS systems include scoring algorithms that rank candidates based on:

  • Keyword matches
  • Relevant experience
  • Education level
  • Job-specific criteria

Candidates with higher scores are moved forward for human review, while others may be automatically rejected.

D. Tracking and Management

The ATS also allows recruiters to track applications, schedule interviews, send automated emails, and manage candidate pipelines. It improves organisation and ensures that no qualified candidate is overlooked due to human error.

3. Why Companies Use ATS

The primary purpose of an ATS is efficiency. Recruiters often receive hundreds or thousands of applications for a single position. Screening manually would be extremely time-consuming. ATS systems allow companies to:

  • Save time: Automate repetitive tasks like CV collection and pre-screening.
  • Reduce bias: Standardise the evaluation of candidates based on criteria.
  • Organise applications: Track and manage candidates throughout the hiring process.
  • Improve compliance: Maintain records to comply with employment laws and regulations.

By using an ATS, employers can quickly identify the most qualified candidates while reducing administrative workload.

4. Challenges ATS Present to Job Seekers

While ATS streamline recruitment for employers, they create challenges for candidates. Many well-qualified applicants are rejected because their CVs are not optimised for ATS. Common issues include:

A. Formatting Issues

ATS systems can struggle with non-standard CV formats, such as:

  • Tables, columns, or text boxes
  • Graphics, images, and logos
  • Unusual fonts or colours

These can cause the ATS to misread or skip information entirely.

B. Missing Keywords

If a CV does not include relevant keywords from the job description, the ATS may assign a low score. For example, if the job requires “SQL” and “data analysis,” but the CV only mentions “database skills,” it may not be recognised.

C. Excessive Length or Complexity

CVs that are too long or include irrelevant information can confuse the system. ATS prefer clear, structured, and concise documents.

D. File Type

Submitting a CV in the wrong format can cause parsing errors. Most ATS prefer .docx or PDF files, but some cannot read PDFs created from images.

5. How to Optimise Your CV for ATS

Understanding how ATS work allows job seekers to improve the chances of their CV passing the system. Here are practical strategies:

A. Use a Simple, Clean Layout

  • Avoid columns, tables, or graphics.
  • Use standard headings like Professional Experience, Education, Skills.
  • Use bullet points for responsibilities and achievements.

B. Include Relevant Keywords

  • Review the job description and identify key skills, certifications, and terminology.
  • Incorporate these keywords naturally throughout your CV, especially in the skills and experience sections.

C. Tailor CV for Each Job

  • Don’t submit the same CV for every application.
  • Customise your CV to highlight experiences and skills relevant to the role.

D. Use Standard Fonts

  • Use professional fonts like Arial, Calibri, or Times New Roman.
  • Avoid decorative fonts that may not be readable by ATS.

E. Choose the Correct File Type

  • When possible, use .docx files.
  • PDFs are acceptable if the ATS supports them, but avoid scanned images.

F. Include Both Acronyms and Full Terms

  • Example: “Certified Public Accountant (CPA)” ensures the ATS recognises both variations.

G. Prioritise Keywords in Context

  • Instead of a simple list of skills, integrate keywords into achievements:
    • “Led a team of five to implement SQL-based reporting, improving data accuracy by 15%.”

6. Preparing for ATS Screening Questions

Many online applications include ATS-friendly screening questions, such as:

  • “Are you legally eligible to work in this country?”
  • “Do you have X years of experience?”
  • Multiple-choice or dropdown skill assessments

Answer these accurately and honestly, as they can automatically filter applicants. Use the STAR method for open-ended questions: Situation, Task, Action, Result.

7. Benefits of Understanding ATS for Job Seekers

By learning how ATS function, candidates can:

  • Increase the likelihood of their CV being reviewed by humans.
  • Understand why they may have been rejected in the past.
  • Optimise CVs and applications to improve ranking and visibility.
  • Better tailor applications to match the role and company requirements.

Being ATS-aware can significantly improve your efficiency in applying for multiple jobs, ensuring your time is spent effectively.

8. Additional Tips for Job Seekers

  • Use headings consistently: ATS recognise headings like “Work Experience” or “Education.”
  • Avoid images or logos: Decorative elements may prevent proper parsing.
  • Quantify achievements: Metrics stand out in ATS and to human recruiters.
  • Track submissions: Keep a record of tailored CVs for each application.
  • Test your CV: Tools like Jobscan allow you to check your CV against job descriptions for ATS compatibility.

9. Conclusion

Applicant Tracking Systems have transformed the recruitment process, allowing organisations to manage high volumes of applications efficiently. While they create challenges for candidates, understanding how ATS work and optimising CVs accordingly can dramatically improve your chances of progressing to the interview stage.

By following best practices such as using a clean layout, including relevant keywords, tailoring each CV, and submitting the correct file format, candidates can ensure their application passes ATS screening. Being aware of how these systems evaluate applications empowers job seekers to present their experience and skills in the most effective way possible.

Mastering ATS optimisation is no longer optional—it is essential in today’s competitive job market. Candidates who understand and leverage these systems will have a significant advantage over those who do not, ensuring their applications are both visible to recruiters and professionally compelling.

How can we help?