What is an Applicant tracking system

When a business grows, there is always a requirement to simplify processes and optimize manual activities, which is where the work of applicant tracking systems begins. However, using an ATS not only frees up your HR department's hours to concentrate on more crucial jobs but can also assist you in hiring employees by discovering the most suitable individuals for your open positions. Learn more about what ATS application is, its benefits, and the drawbacks of incorporating ATS software in your corporation.

What is the purpose of an ATS software?

ATS software simplifies the recruiting process, making it convenient and efficient for employers to determine the best candidates. ATS applications can carry out tasks instantly, such as publishing jobs, processing via applications, and identifying the most qualified individuals.

An ATS operates;

By advertising the same job posting to various employment boards with which it is incorporated.
Examining applicant details uploaded to recognize those who most closely fit the job specifications.
Converting candidate data from one software place to the next as a candidate progresses through the recruiting process.
Enabling employers to submit automated notifications to applicants when applications are obtained.

How does an ATS function?

Applicants prefer simple and easy-to-use application procedures. The best applicant monitoring systems enable individuals to apply online from any device without logging in. Industries profit from a wider group of applicants, which can be instantly positioned based on knowledge and skills. During the hiring process, ATS makes it simple for users to provide responses and reports about an applicant. A few of these tools enable cooperation from a mobile phone, which is convenient for busy employers. The best ATS application screens and sorts resume using cutting-edge systems like natural language handling and artificial intelligence. This technology check resumes, search for keyword matches, and analyze information using other algorithms. Numerous applicant tracking systems also integrate with job boards, making job listings more efficient.

Advantages of applicant tracking systems

Here are some of the advantages of employing applicant tracking software;

Decreased time spent on mundane tasks

Since ATS software handles several administrative duties linked with the recruiting process, implementing it can free up your HR team's time to focus on more essential facets of discovering the most suitable individuals. Browsing resumes, identifying where applicants discovered the job posting, email campaigns, candidate monitoring, and arranging candidate details are examples of typical activities that can be achieved by ATS software.

Reviewing applicants quickly

ATS can drastically shorten the time spent on candidate assessment. They accomplish this by digitalizing the evaluation process, enabling only job seekers who meet specific requirements to pass via the framework.

Employers can easily communicate with one another about candidates

Recruiters can provide remarks and evaluations for every applicant questioned in many ATS. This data can then be communicated with other recruiters or interviewers to facilitate cooperation and interaction all through recruiting process.

Enhances the application process

An ATS can also help to enhance the applicant experience by streamlining the application procedure. For instance, this tool enables candidates to submit their details straight from their web profile, eliminating the need for them to re-enter that information repeatedly. Also, because the ATS program is regularly configured to inform applicants when their job applications have been obtained and if they are selected for a role, job candidates can stay updated on their status with a specific corporation.

Disadvantages of ATS software

Aside from the advantages, there are some drawbacks to employing the ATS application. The major flaws involve;

Successful applicants may be disregarded

Since ATS technology searches candidates' information for specific keywords and other relevant data mentioned in a job posting, a competent applicant who does not include such keywords in their job application may be disqualified. For instance, an applicant seeking to make a career switch may have little past knowledge specifically relevant to the work but may be a suitable match due to transferrable skills.

Technology can break down

ATS like any other application, can sometimes malfunction or have problems. For instance, the ATS tool may dismiss a resume that is not in the format its been configured to recognize, resulting in applicants' job applications being missed by recruiters.

User mistakes can have a negative effect on how the system operates

A large percentage of ATS programs require manual settings. For example, employers may have to enter the optimum key phrases into the ATS before the tool can search applications for relevant keywords. If a keyword is unknowingly misspelled, the ATS application will not recognize the correct keyword, and viable candidates may be overlooked.

How does an ATS work for resumes

An ATS works by scanning, parsing, and ranking resumes to help employers manage and streamline the hiring process. Here’s how it works;

Resume Submission: When you apply for a job, your resume is submitted electronically, usually via an online application portal. The ATS receives the resume and begins its analysis.
Resume Parsing: The ATS uses parsing algorithms to break down the resume into specific data points like name, contact information, education, work experience, skills, and other relevant sections. It then converts the resume content into a format it can process (usually text).
Keyword Matching: ATS systems compare the resume content with the job description. They look for specific keywords, phrases, or qualifications mentioned in the job listing. These could be job titles, skills, certifications, or industry terms. The more closely your resume matches these keywords, the higher it will rank in the system.
Ranking and Scoring: The ATS ranks your resume based on how well it matches the job description. It assigns a score to your resume, often based on keyword frequency and relevance. Resumes with higher scores are more likely to be reviewed by hiring managers.
Filtering: Some ATS systems filter resumes automatically by applying certain criteria (such as specific skills, years of experience, or educational qualifications). Resumes that don’t meet the required standards may be rejected at this stage, sometimes without a human ever seeing them.
Routing for Review: Resumes that pass the ATS screening are routed to hiring managers or recruiters for further review. The hiring team may review your resume manually to evaluate your fit for the position.

What are the best practices for optimizing resumes for ATS

To make your resume work well with an ATS, focus on making it easy to read, relevant to the job, and matching the job description. Here’s how;

Use Keywords from the Job Description: Look at the job ad and include relevant keywords—like skills, qualifications, or specific tools—directly in your resume. Place these keywords in areas like skills, experience, and summary sections for better recognition.
Stick to Simple Formatting: Avoid complex elements like tables, columns, or symbols. A simple, single-column layout with basic section headers (e.g., "Work Experience," "Education") is ideal for ATS compatibility.
Choose Basic Fonts: Use easy-to-read fonts like Arial, Calibri, or Times New Roman, with font sizes between 10–12 points. ATS may not be able to read decorative fonts.
Submit in the Preferred Format: Most ATSs read Word documents (.doc or .docx) better than PDFs, though some do support PDFs. Check if the job listing specifies a preferred format.
Write Full Job Titles and Industry Terms: Use the full job title rather than abbreviations (e.g., “Project Manager” instead of “PM”) to match the terms used in the job description.
Avoid Headers and Footers: Important details in headers or footers may not be read by ATS, so keep contact information and key sections outside these areas.
Include Both Hard and Soft Skills: List both technical skills (like software or tools) and soft skills (like teamwork or communication) that are relevant to the position.
Leave Out Images or Graphics: ATS systems can’t read images, logos, or graphics, so avoid them and stick to text-only formatting.
Spell Out Acronyms First: Write acronyms in full the first time you mention them, followed by the abbreviation (e.g., “Applicant Tracking System (ATS)”) to make sure both are recognized.
Use Simple, Standard Section Headings: Label sections clearly as "Experience," "Education," and "Skills." Unusual titles might confuse the ATS.
Tailor for Each Job: Customize your resume by adjusting keywords, skills, and language to match the specific job description, which can improve your ATS ranking.
Quantify Achievements: Whenever possible, use numbers or percentages to show your impact (e.g., “increased sales by 30%”), which makes it easier for ATS and recruiters to see your accomplishments.
Use Simple Bullet Points: Stick to basic bullet points, like circles or dashes, as complex symbols might not read correctly.
Check Spelling and Grammar: Misspellings or grammar errors can prevent an ATS from recognizing keywords, so proofread carefully.
Choose an ATS-Friendly Template: Some resume templates are made to be ATS-friendly, with simple formatting that helps parsing. Using one can improve your chances.

How do I know if my resume is ATS-friendly

To check if your resume is ATS-friendly, follow these tips;

Use a Plain, Simple Format: Avoid complex layouts, images, tables, columns, and graphics, as these can confuse ATS systems. Stick to a single-column format with clear sections.
Check for Standard Section Headings: Ensure your resume has typical headings like "Work Experience," "Education," and "Skills," as ATS systems look for specific labels.
Test for Keywords: Compare your resume to the job description and make sure it includes relevant keywords—skills, job titles, and qualifications mentioned in the listing. This boosts your chances of a good ATS ranking.
Ensure Clear, Basic Fonts: Use basic, easy-to-read fonts such as Arial, Calibri, or Times New Roman, with font sizes between 10–12 points. Avoid decorative or unusual fonts.
Save in ATS-Readable Formats: Most ATS systems read .doc or .docx files best, though some can process PDFs. Verify whether an appropriate format is specified in the job advertisement.
Avoid Headers and Footers for Key Details: Don’t put essential information like your name, contact details, or section titles in headers or footers, as some ATS systems won’t read these areas.
Spell Out Acronyms: Include both the full form and the abbreviation for any key acronyms (e.g., “Bachelor of Science (B.S.)”) so that ATS systems can recognize both versions.
Run an ATS Test: Use free online tools that simulate ATS software to scan your resume. These tools analyze formatting, keyword match, and section placement, showing areas for improvement.

How to write an AI-friendly resume

Can an ATS read a PDF resume

Yes, some ATS can read PDF resumes, but not all ATS platforms handle PDFs effectively. Older or more basic ATS software may struggle to read or parse information from PDFs, particularly if the PDF is not created from a text-based format (like a scanned image). Here are some factors to consider when submitting a PDF resume;

Check the Job Posting Requirements: Often, job postings specify a preferred format (e.g., .doc or .docx) to ensure compatibility. If they mention a Word document, it’s best to follow their instructions, as this format is generally easier for ATS to process.
Text-Based PDFs are Better: If you use a PDF, make sure it’s saved from a text-based document (e.g., directly from Word or Google Docs). Avoid scanned PDFs or image-based PDFs, as these are unreadable to most ATS systems.
Test Compatibility with ATS Tools: You can use online ATS-checking tools to see if your PDF is easily parsed. This can show whether the ATS is likely to read the PDF correctly or if you should consider a Word format instead.
Simple Layouts in PDFs Work Best: Complex layouts, columns, and graphics can cause parsing errors in ATS systems, especially with PDFs. Use a simple, single-column format if you choose to submit a PDF.

What format should a resume be in for ATS

The best format for a resume to ensure compatibility with ATS is a Word document (.doc or .docx). Here’s why and what to keep in mind;

Word Document (.doc or .docx): Word files are the most widely accepted format by ATS systems. They are easy to read and parse, minimizing the risk of data being misinterpreted or lost.
Simple, Text-Based PDF: Although some ATS can process PDFs, not all do so reliably. If you choose a PDF, make sure it’s text-based (not scanned or image-based), as text-based PDFs are easier for ATS to read.
Avoid Complex Formatting: Regardless of the file type, ensure the layout is simple—avoid columns, tables, images, and graphics. These can interfere with ATS parsing.
Check the Job Description: Always look at the application instructions; some employers specify a preferred format to ensure their ATS processes the resume correctly.

How do Applicant Tracking Systems filter resumes

ATS filters resume by scanning, organizing, and ranking them based on how well they match the job requirements. Here’s how the filtering process works;

Parsing Resume Information: The ATS scans each resume to identify and categorize information such as contact details, job titles, dates, skills, and education. It organizes this data into a structured format that the system can evaluate.
Keyword Matching: ATS systems compare the resume’s content to keywords and phrases from the job description. They look for specific terms related to skills, qualifications, certifications, job titles, and industry-specific language. The more keywords that match, the higher the resume’s ranking.
Applying Filters for Required Criteria: Employers can set specific filters in the ATS for minimum qualifications, such as years of experience, educational background, or particular skills. Resumes that don’t meet these filters may be automatically excluded.
Ranking Based on Relevance: ATS systems assign each resume a relevancy score based on how closely it matches the job description. Higher scores are given to resumes that contain more relevant keywords and meet more of the specified criteria.
Eliminating Formatting Errors: Some ATS may reject resumes with complex formatting, such as tables, images, or columns, that could interfere with parsing. Only resumes with clean, ATS-friendly formatting are accurately processed.
Shortlisting for Human Review: The ATS sends resumes that meet the minimum criteria and have the highest scores to the hiring team for manual review. Lower-ranking resumes may not reach this stage.

What keywords should be included in a resume for ATS

Including the right keywords in your resume is essential for passing through an ATS. The keywords should reflect the skills, qualifications, and experience required for the specific job you’re applying for. Here’s how to identify and incorporate effective keywords;

Job-Specific Skills: Use skills directly mentioned in the job posting, both technical and soft skills. For example, if applying for a data analyst role, include specific skills like "data analysis," "SQL," "Python," or "data visualization."
Relevant Job Titles: Include relevant job titles similar to the position you’re applying for. If the role is "Project Manager," use this exact title rather than abbreviations (like "PM") to ensure ATS recognition.
Industry-Specific Terminology: Include industry-standard terms or jargon mentioned in the job description. For example, "CRM management" in a sales role or "full-cycle recruiting" in a hiring position.
Software and Tools: If specific software or tools are required, list these explicitly. Examples could be "Microsoft Excel," "Adobe Photoshop," "Salesforce," "SAP," or "JIRA." Including these shows your technical capabilities.
Certifications and Education: If the job posting requires or values certain certifications (like “PMP,” “CPA,” or “Google Analytics Certified”), be sure to mention these. The same applies to relevant degrees or educational qualifications.
Action Verbs and Responsibilities: Reflect job duties and responsibilities from the description using action verbs like "managed," "analyzed," "designed," "implemented," and "coordinated." This can help align your experience with the job requirements.
Soft Skills: Some job postings list important soft skills, such as "communication," "leadership," "problem-solving," or "adaptability." If these are specifically mentioned, integrate them naturally in your summary or experience sections.
Quantifiable Achievements: If the job emphasizes certain results (e.g., "improve efficiency," "increase revenue"), incorporate these terms alongside quantifiable achievements where possible, such as “reduced costs by 20%” or “increased customer satisfaction.”
Synonyms and Variations: If possible, use synonyms or variations of key terms to cover all potential matches. For example, if the job requires “customer support,” you might also use “customer service” to ensure a match.

How do I make my resume stand out in an ATS

To make your resume stand out in an ATS, you need to tailor it for both the system’s filtering process and the hiring team’s review. Here’s how to do it;

Align Keywords with the Job Description: Carefully read the job listing and identify keywords—like required skills, qualifications, and job-specific terms. Use these keywords naturally throughout your resume in sections like the summary, skills, and experience. This alignment can boost your ATS ranking and show you’re a strong fit for the role.
Customize for Each Job Application: Tailoring your resume for each job, rather than sending the same resume everywhere, is essential. Adjust keywords, responsibilities, and skills to reflect the job requirements, which helps the ATS see your resume as highly relevant.
Use a Clean, ATS-Friendly Format: Avoid graphics, columns, tables, and fancy designs, as these elements can confuse the ATS. Stick with a simple, single-column format, use clear headings (like “Experience,” “Skills,” and “Education”), and avoid embedding important information in headers or footers.
Showcase Quantifiable Achievements: Emphasize accomplishments using numbers, percentages, or metrics (e.g., “increased sales by 30%” or “reduced project costs by 20%”). Quantifying your achievements not only makes your experience stand out to the ATS but also shows measurable impact to hiring managers.
Include Both Hard and Soft Skills: List both technical skills (specific software or tools) and relevant soft skills (like communication, leadership, or teamwork) as required by the job. ATS systems often search for a balance of both skill types, so including both can improve your match score.
Use Standard Section Headings: Keep section headings simple and recognizable, like “Work Experience,” “Education,” and “Skills.” Avoid creative titles, which may be ignored or misinterpreted by ATS systems.
Save in the Right Format: Most ATS systems read Word documents (.doc or .docx) best, although some can handle PDFs if they are text-based. Check the application instructions for any format requirements.
Include Relevant Job Titles and Synonyms: Use the job title from the posting where it fits naturally in your resume, and include related titles or synonyms to cover variations. For example, if applying for a “Digital Marketing Specialist” role, also consider including “Digital Marketer” or “Marketing Specialist” if these fit your experience.
Proofread for Errors: Spelling or grammar errors can prevent the ATS from recognizing keywords. Thoroughly proofread your resume to ensure it’s error-free and polished for both ATS and hiring managers.
Use an ATS-Friendly Resume Template: Select a resume template designed to be ATS-compatible, with a straightforward layout and organized sections. ATS-friendly resume templates minimize formatting issues and increase the chance of accurate parsing.

What are common ATS mistakes to avoid in resumes

When optimizing your resume for an ATS, certain mistakes can hinder your chances of getting noticed. Here are some common ATS mistakes to avoid;

Using Fancy Formatting: ATS systems struggle to read resumes with complex formatting like tables, columns, graphics, or images. Stick to a simple, text-based format with standard fonts and a single-column layout to ensure the ATS can properly parse your information.
Including Unreadable PDFs: Some ATS systems have trouble reading PDF files, especially if they are image-based or scanned. Save your resume in a Word document (.doc or .docx) for better compatibility, unless the job posting specifically requests a PDF.
Using Creative or Unclear Section Headings: ATS systems look for standard section headings like "Work Experience," "Education," and "Skills." Using creative or non-standard headings, such as "My Career Journey" or "Professional Background," can confuse the ATS and cause it to miss important sections.
Not Including Relevant Keywords: Failing to incorporate keywords from the job description can lead to your resume being overlooked. Make sure to include relevant skills, qualifications, and industry terms that match the job posting to ensure your resume ranks higher in the ATS.
Overloading with Keywords: While including keywords is essential, overstuffing your resume with too many keywords (especially unrelated ones) can hurt readability and may even be flagged as keyword stuffing by some ATS. Use keywords naturally and in context.
Using Abbreviations or Acronyms Without Explanation: ATS systems may not recognize abbreviations or acronyms. Always spell out the full term the first time (e.g., "Project Management Professional (PMP)") to ensure the ATS can identify both versions.
Placing Important Information in Headers or Footers: Information in headers or footers might be missed by some ATS systems. Keep key details, like contact information and section headings, in the main body of the resume.
Using Fancy Bullet Points: Some bullet points, especially custom symbols or graphics, may not be read properly by ATS. Stick to basic bullet points like circles or dashes to ensure they are recognized.
Including Irrelevant Information: ATS systems often filter resumes based on job relevance. Including unrelated jobs, skills, or experiences might hurt your chances of ranking well. Focus on the most relevant details for the position you're applying for.
Using an Image or Photo: ATS systems can't interpret images or photos. Avoid including a picture on your resume, as it won't help with your ATS ranking and may even cause the system to misread your resume.
Not Tailoring for Each Job: Sending the same generic resume for every job may not give you the best chance. Customize your resume for each position by highlighting the most relevant keywords, skills, and experience to improve its relevance in the ATS.
Ignoring the Job Description: If the job description specifies certain skills, qualifications, or tools, make sure to incorporate them into your resume. ATS systems often filter resumes based on these criteria, so missing them can hurt your chances.

How to write a job description in a resume

How can I check if my resume is ATS-compatible

To check if your resume is ATS-compatible, you can follow these methods;

Use ATS-Friendly Testing Tools: There are online tools that simulate how an ATS reads and processes your resume. Some popular ones include:

Jobscan: It compares your resume with the job description and provides feedback on how well it’s optimized for ATS.
Resumake: This tool allows you to create an ATS-friendly resume and check if it meets the system’s formatting and keyword requirements.
Rezi: Offers an ATS compatibility test that analyzes your resume's content and provides suggestions for improvement.

Check for Standard Formatting: Review your resume to ensure it follows ATS-friendly guidelines:

Plain text: Ensure there are no images, graphics, or tables that may confuse ATS.
Standard headings: Use clear, standard section headings like "Work Experience," "Education," and "Skills."
Simple layout: Use a one-column format with basic bullet points and avoid complicated fonts or custom symbols.

Manual Keyword Check: Manually compare your resume with the job description:

Match relevant keywords: Ensure your resume includes keywords from the job description, such as required skills, tools, job titles, and industry terms.
Use the right job titles: Use job titles that match the ones in the listing, avoiding abbreviations unless they are commonly used.

Test with a Word Document (.docx): Save your resume in a .doc or .docx format, as these are most commonly read by ATS. Some ATS may have trouble processing PDFs, so check if the job posting specifies a preferred file format.

Run a Self-Check with ATS Software: If you have access to ATS software at work or through a career service, upload your resume to see how it’s parsed and reviewed. Some ATS tools give a scoring system based on relevance to the job description, keyword usage, and formatting.

Ask for Feedback from an Expert: You can also ask a career advisor or resume expert who understands ATS processes to review your resume. They can give feedback on how well your resume is optimized for ATS and offer specific suggestions for improvement.

How does an ATS rank resumes

An ATS ranks resumes by how well they match the job description and meet the employer's requirements. Here's how it works;

Keyword Matching

How it works: The ATS looks for keywords in your resume that match the job description, like skills, qualifications, and job titles.
Impact: The more matching keywords in your resume, the higher it ranks, especially in sections like "Skills," "Work Experience," and "Summary."

Relevance to Job Requirements

How it works: The ATS checks if your experience, skills, and qualifications align with the job requirements.
Impact: If your resume shows experience and skills that match the job posting, it ranks higher.

Use of Job-Specific Phrases

How it works: The ATS looks for specific terms and phrases from the job description.
Impact: Using the right terms helps boost your ranking, as the ATS favors these keywords.

Structure and Formatting

How it works: The ATS reads the resume's structure and formatting to ensure key sections are easy to find.
Impact: Clean, simple formats rank better. Resumes with complex designs (e.g., tables or images) may struggle to be read by ATS.

Section Organization

How it works: The ATS expects resumes to have standard sections like "Work Experience," "Education," and "Skills."
Impact: If your resume is organized, it’s easier for the ATS to read and rank it higher.

Job Title Matching

How it works: The ATS compares the job titles on your resume with those in the job description.
Impact: Exact matches improve your ranking, so use full job titles (e.g., "Project Manager" instead of "PM").

Skills and Certifications

How it works: The ATS looks for specific skills and certifications mentioned in the job description.
Impact: Listing relevant skills and certifications boosts your rank.

Use of Synonyms

How it works: Some ATS recognize synonyms for keywords (e.g., "customer service" and "client support").
Impact: Using synonyms along with keywords increases your chances of ranking higher.

Customization

How it works: Tailoring your resume for each job application increases its relevance to the position.
Impact: A customized resume ranks higher because it aligns better with the job’s requirements.
Experience Relevance
How it works: The ATS checks if your experience matches the level and scope needed for the job.
Impact: Relevant experience improves your ranking, as the ATS favors resumes that match the job experience closely.

ATS ranks resumes based on how well they match the job description in terms of keywords, skills, experience, and format. The closer your resume matches the job criteria, the higher it will rank. By using the right keywords, formatting it correctly, and tailoring it to the job, you can improve your chances of getting noticed by recruiters after passing the ATS screening.

Can ATS reject a resume for formatting errors

Yes, an ATS can reject your resume if there are formatting mistakes. While these systems are designed to read the content, poor formatting can make it difficult for them to understand the information. Here are some common formatting problems that can cause rejection;

Complicated Layouts

Problem: Using tables, columns, or images can confuse the ATS because it may not be able to read these elements correctly.
Solution: Use a simple layout with one column and clear headings like “Work Experience,” “Education,” and “Skills.”

Unusual Fonts

Problem: Fancy fonts can be hard for ATS systems to read.
Solution: Stick to basic fonts like Arial, Calibri, or Times New Roman in a size between 10 and 12 points.

Headers and Footers

Problem: Important details in headers or footers, like your contact information, might not be picked up by the ATS.
Solution: Place your name, phone number, and email in the main body of the resume, not in the headers or footers.

Images or Graphics

Problem: ATS can't read images, logos, or charts, so any info in them won’t be understood.
Solution: Use only text in your resume to make sure the ATS can read everything.

Unusual Section Headings

Problem: If you use non-standard headings, like “Career History” instead of “Work Experience,” the ATS may not recognize the section.
Solution: Use common headings like “Work Experience,” “Skills,” and “Education.”

Formatting mistakes can prevent the ATS from reading your resume properly, which can lead to a lower ranking or rejection. To avoid this, make sure your resume is simple, clear, and easy for the ATS to read.

Should I include my skills section in an ATS resume

Yes, including a skills section in your ATS-friendly resume is important. ATS systems scan for specific keywords and phrases related to the skills required for the job. By having a dedicated skills section, you can make sure that the ATS easily detects and ranks your resume higher for relevant skills. Here’s how to optimize the skills section;

Use Relevant Keywords: Include the skills mentioned in the job description, such as technical skills (e.g., software tools, programming languages) and soft skills (e.g., communication, teamwork).
List Both Hard and Soft Skills: ATS systems look for both technical abilities (hard skills) and interpersonal qualities (soft skills), so ensure you cover both types.
Be Specific: Instead of vague terms, be specific about the tools or technologies you’ve used (e.g., "Python programming," "Microsoft Excel," "Project Management").
Avoid Abbreviations: While using synonyms can be helpful, avoid abbreviations (e.g., use "Search Engine Optimization" instead of "SEO" unless it’s part of the job description).

How does an ATS affect resume layout and design

An ATS impacts how you should design and layout your resume. Since ATS scans resumes for specific keywords and organizes them based on relevance to a job description, the layout and design need to be simple and readable for the system. Here’s how ATS affects your resume’s layout and design;

Simple, Clean Layout

Impact: Complex designs with tables, columns, images, or graphics can confuse the ATS, as it may not be able to read these elements properly.
Solution: Stick to a straightforward, single-column format with clear headings. This ensures that the ATS can parse the information correctly.

Standard Section Headings

Impact: ATS relies on standard section headings to categorize information (e.g., "Work Experience," "Education," "Skills"). Using unusual headings might cause the ATS to misinterpret or skip these sections.
Solution: Use commonly recognized headings to make it easier for the ATS to identify your qualifications.

Font Choice and Size

Impact: Some fonts may not be readable by ATS, especially decorative ones. The ATS may fail to extract important data if it's in a difficult-to-read font.
Solution: Use simple, clear fonts like Arial, Calibri, or Times New Roman in a size between 10–12 points.

Avoid Headers and Footers

Impact: Information in headers and footers (e.g., your name, contact details) may not be detected by ATS, making it harder for the system to extract key details.
Solution: Place your important information in the main body of the resume rather than in headers or footers.

File Format

Impact: The format of your resume matters. ATS systems can have trouble reading certain file types, like PDFs or images.
Solution: Save your resume in a Word document (.doc or .docx) for better compatibility with most ATS systems.

Avoid Fancy Bullet Points and Graphics

Impact: ATS may not be able to read complex bullet points or graphics, which could affect the parsing of your information.
Solution: Stick to simple, standard bullet points (e.g., circles or dashes) to ensure clarity for the ATS.

An ATS requires a straightforward, text-based resume design to ensure that your information is read correctly and ranked accordingly. By focusing on simplicity, standard sections, and clear formatting, you increase the chances that your resume will pass through ATS successfully and get noticed by recruiters.

What does an ATS look for in a resume

An ATS looks for specific elements in a resume to determine if it matches the job requirements. The system scans the document, extracts key information, and ranks it based on relevance to the job description. Here's what an ATS looks for;

Keywords and Phrases

What it looks for: The ATS scans the resume for relevant keywords from the job description, such as skills, job titles, technologies, and industry terms.
Why it matters: The more relevant keywords that match the job posting, the higher the chances of your resume getting ranked favorably.

Skills (Both Hard and Soft)

What it looks for: The system looks for a section that lists both hard skills (e.g., technical abilities, software skills) and soft skills (e.g., communication, leadership).
Why it matters: Highlighting key skills mentioned in the job description can help improve your ranking and show that you're a good fit for the position.

Work Experience

What it looks for: The ATS checks if your work experience matches the required qualifications and if the job titles are aligned with those in the job posting.
Why it matters: Matching job titles and responsibilities with those listed in the job description improves your resume’s chances of passing the ATS screening.

Education and Certifications

What it looks for: The ATS checks for relevant degrees, certifications, and qualifications that are required for the role.
Why it matters: Including the correct educational background and certifications that match the job requirements can help your resume stand out.

Proper Formatting and Structure

What it looks for: The ATS looks for clear section headings (e.g., "Work Experience," "Education," "Skills") and standard formatting, ensuring that the resume is easy to parse.
Why it matters: A clean, organized resume with well-defined sections allows the ATS to easily extract and process the information.

Job Titles and Roles

What it looks for: The ATS matches the job titles on your resume to the ones in the job description. If the job titles are too vague or abbreviated, the ATS may not recognize them.
Why it matters: Using the exact job title as in the listing (e.g., "Project Manager" instead of "PM") can improve your chances of being recognized by the ATS.

Relevant Experience and Achievements

What it looks for: The ATS looks for relevant experience, including job duties and accomplishments that align with the job description.
Why it matters: Including measurable achievements and aligning your experience with the role increases your chances of scoring higher in the ATS ranking.

Customizations for the Job

What it looks for: The ATS checks for customization to the specific job description, meaning your resume is tailored to fit the position you’re applying for.
Why it matters: Customizing your resume for each job increases its relevance, which can improve your ranking in the ATS.

Does an ATS scan cover letters

Not all ATS scan cover letters, but some systems do. Whether a cover letter is scanned depends on the employer’s setup and preferences. Here's how ATS handles cover letters and what you should keep in mind;

Optional Scanning of Cover Letters

Some ATS systems are configured to scan both resumes and cover letters, while others are set to skip cover letters entirely.
Even if the ATS scans cover letters, it typically focuses more heavily on the resume when ranking candidates.

Keyword Relevance

If an ATS does scan cover letters, it often checks for keywords relevant to the job, similar to the way it scans resumes.
Including specific keywords and skills from the job description can make your cover letter more likely to pass ATS screening.

Attachments and File Types

Some ATS systems don’t handle cover letters well if they’re in the same document as the resume. Attaching it as a separate document can help.
Follow application instructions closely, as the system may specify whether to upload the cover letter separately.

Limited Weight Compared to Resumes

Cover letters, even if scanned, usually hold less weight than the resume in the ATS scoring process.
The primary focus of ATS is usually on assessing the qualifications and experience detailed in the resume.

How can I pass an ATS with my resume

To get past an ATS with your resume, you’ll need to make sure it matches the job description and is formatted so the system can read it easily. Here’s how to increase your chances;

Use Important Keywords

What to Do: Look at the job description and add specific keywords related to skills, qualifications, and job titles.
Why: ATS looks for these keywords to see if you’re a good fit. Including terms from the job description, like “project management” or “customer service,” can help improve your rank.

Keep the Layout Simple

What to Do: Use a clean, single-column format with clear headings like "Work Experience," "Education," and "Skills." Avoid using tables, images, or graphics.
Why: ATS can’t handle complex layouts well, so a simple format ensures your information is read accurately.

Choose a Basic Font

What to Do: Use easy-to-read fonts like Arial, Calibri, or Times New Roman in sizes 10–12.
Why: Fancy fonts may not be readable by ATS, so using a standard font helps ensure your resume isn’t missed.

Add a Skills Section

What to Do: Create a section for skills and list those relevant to the job.
Why: This makes it easier for ATS to find and recognize your skills, improving your ranking.

Use the Right File Format

What to Do: Save your resume in .doc or .docx format, as most ATS systems read these better than PDFs.
Why: ATS is optimized for Word files, so using this format increases your chances of getting through.

Don’t Use Headers or Footers for Key Info

What to Do: Place important information, like your name and contact details, in the main body rather than in headers or footers.
Why: ATS might ignore headers and footers, so keeping this info in the main section ensures it’s seen.

Match Job Titles and Terms

What to Do: Use the job titles and terms from the job listing. If it says “Sales Manager,” use “Sales Manager” instead of abbreviations.
Why: Using exact titles and terms helps ATS recognize and rank your experience accurately.

Quantify Your Achievements

What to Do: Include numbers and results (e.g., “boosted profit by 25%”).
Why: Concrete achievements make your experience stronger, which helps with ATS ranking and recruiter interest.

Tailor Your Resume for Each Job

What to Do: Adjust keywords and highlight relevant experience for each job.
Why: Customizing your resume for each job improves relevance, which can boost your ranking.

Check for Errors

What to Do: Double-check for spelling and grammar errors, especially in keywords.
Why: ATS may not recognize misspelled keywords, so proofreading is important.

Can I bypass ATS with a creative resume

It’s challenging to bypass an ATS with a highly creative resume. ATS software is designed to scan resumes in simple, standard formats, so using a creative layout or design might hurt your chances of getting through to a recruiter. Creative resumes often include graphics, charts, or non-standard layouts, which ATS may struggle to read or may ignore entirely. Here’s why an ATS-friendly approach to follow;

ATS Struggles with Complex Formatting: ATS systems are built to scan text and identify specific sections, keywords, and job-relevant information. They may skip over or misinterpret graphics, unusual layouts, columns, and images. For example, a graphic skills chart or infographic-style resume may not be read correctly, resulting in a low or failed score.
Standardized Section Headings: ATS looks for common section titles like "Experience," "Education," and "Skills." Unique headings or creative titles (like "My Journey" or "Career Path") may be overlooked because the ATS doesn’t recognize them, meaning important information could go unread.
Keywords and Structure Matter More: ATS ranks resumes primarily on keywords and relevance to the job description. Creative designs don’t add value here; instead, they risk hiding keywords in graphics or custom elements. A straightforward layout makes it easier for the ATS to find and evaluate keywords in the text.
Alternative for Creative Roles: If you’re applying for a role where a creative resume might be valued, like graphic design or marketing, it can be a good idea to include an ATS-friendly version in addition to your creative one. This way, your resume can pass through the ATS first, and the recruiter will still see your creative portfolio later.

For most roles, the best approach is to create a well-organized, ATS-friendly resume focusing on keywords, qualifications, and clear formatting. You can then showcase creativity in other parts of the application process, such as through an online portfolio or personal website.

How do Applicant Tracking Systems impact the hiring process

ATS shapes the hiring process by streamlining how resumes are received, sorted, and assessed. Here’s a breakdown of how ATS influences the hiring process;

Automated Resume Screening: ATS automatically screens large volumes of resumes, reducing the time recruiters spend manually reviewing each application. This speeds up the hiring process, especially for roles with many applicants.
Keyword and Qualification Matching: ATS scans resumes for specific keywords and qualifications aligned with the job description, ranking candidates based on how closely their resume matches these criteria. This helps recruiters quickly identify applicants who meet core requirements, ensuring that only relevant candidates move forward.
Standardized Scoring and Ranking: ATS use algorithms to score and rank resumes objectively based on factors like relevant experience, skills, and qualifications. This standardization minimizes potential biases and provides a fairer initial assessment by focusing on measurable attributes.
Increased Efficiency for Recruiters: By automating much of the initial screening, ATS frees recruiters to focus on evaluating qualified candidates in greater depth. ATS can filter out unqualified applicants, allowing recruiters to spend time interviewing candidates who are better suited for the role.
Enhanced Compliance and Record-Keeping: ATS systems store all applicant information in one place, allowing companies to easily access records for future openings, comply with equal opportunity regulations, and track hiring metrics. This centralization ensures consistency in record-keeping and transparency in the recruitment process.
Candidate Pool Management: ATS can create and manage candidate databases, enabling recruiters to track applicants for other open positions that may be a better fit. Candidates who don’t fit a specific role may remain in the database for future opportunities.
Customizable Candidate Communication: ATS often includes features for automated messaging, allowing companies to maintain communication with applicants throughout the hiring process. This improves the candidate experience by keeping applicants informed about their status in the hiring process.

ATS impacts the hiring process by making it faster, more efficient, and consistent. ATS automates the early stages of recruitment, which lets recruiters focus on more qualified applicants and supports a more objective, structured hiring process.

Are ATS systems accurate in evaluating resumes

ATS systems are accurate at evaluating resumes based on specific, measurable criteria, but they are not flawless. While they help automate and streamline the hiring process, their accuracy and comprehensiveness are limited. Here’s a closer look at both the strengths and weaknesses of ATS in resume evaluation:

Keyword Matching: ATS is effective at identifying specific keywords, skills, and qualifications that match the job description. This allows them to quickly filter out resumes that don’t meet basic job criteria. However, ATS may struggle with variations in wording, so if a resume uses synonyms or different phrasing, the system might not recognize relevant skills.
Section Recognition: Most ATS accurately parse standard resume sections like "Experience," "Skills," and "Education," especially when they follow a conventional layout. Yet, if a resume has a non-standard format, uses unusual headings, or includes complex design elements like tables, columns, or images, the ATS may misinterpret or skip important information.
Experience and Skills Weighting: ATS systems are programmed to weigh certain qualifications and experiences heavily, such as relevant skills and years of experience. However, they may not always capture the nuances of each candidate’s experience, such as depth, quality, or context of achievements, which limits their ability to fully evaluate a candidate’s potential.
Challenges with Soft Skills: ATS focuses primarily on hard skills and keywords, as soft skills like communication, teamwork, and problem-solving are harder to quantify. While some ATS can scan for soft skill keywords, they cannot assess how these skills are demonstrated, which can lead to incomplete evaluations of a candidate’s suitability.
Synonym and Context Limitations: Some ATS systems are not sophisticated enough to recognize synonyms or varied phrasing. For example, if a job requires "project management" and the resume mentions "project coordination" instead, an ATS might not recognize them as similar. This limits its accuracy in identifying potentially qualified candidates.
Potential for Missing Contextual Relevance: ATS can’t assess the broader context behind a candidate’s experience, such as the significance of achievements or challenges overcome. It also can’t evaluate creativity, problem-solving ability, or other contextual factors that are better understood in a manual review by a recruiter.
Possible Formatting Errors: Some ATS may misread or ignore information due to formatting errors. Fancy fonts, headers or footers with contact details, or uncommon file formats can result in important sections being skipped, affecting the accuracy of the ATS in evaluating an otherwise qualified candidate.

Can I submit a resume directly to a hiring manager if ATS is used

Yes, you can still submit a resume directly to a hiring manager even if the company uses an ATS. Doing so can sometimes help you stand out. Here are some strategies to approach it;

Find the Hiring Manager’s Contact Information: Use LinkedIn or the company’s website to identify the hiring manager or the person responsible for recruitment in the relevant department. Avoid using generic emails like "info@company.com" whenever possible, and instead look for a direct email address.
Craft a Personalized Email: When reaching out to the hiring manager, write a short, tailored email expressing your interest in the position. Mention the job title, why you’re a good fit, and something specific about the company or its values that aligns with your skills or career goals.
Attach an ATS-Friendly Resume: Include a version of your resume that’s optimized for ATS, even if sending it directly to the manager. Since your resume may still be uploaded into the ATS by the recruiter or HR staff, this ensures it meets the system’s requirements.
Use a Strong Subject Line: In your email subject line, be specific (e.g., “Application for [Job Title] – [Your Name]”) to make it clear that you’re applying for a particular role.
Keep It Professional: Express your interest without coming across as bypassing the official application process. Mention that you submitted your resume through the ATS as well but wanted to personally connect and highlight your enthusiasm for the role.
Follow Up Respectfully: If you don’t receive a response, follow up after a week or two. Be polite and express your continued interest in the position without being too pushy.

How do I format my resume for ATS without using fancy design elements

To format your resume for an ATS, avoid complex design elements and keep your resume simple and easy to parse. Here’s how;

Use a Simple, One-Column Layout: Stick to a single-column format to keep information organized and easy for the ATS to scan. Avoid multi-column layouts, as ATS may have trouble reading them accurately.
Choose Standard Section Headings: Label each section with clear, common headings, such as “Work Experience,” “Education,” “Skills,” and “Certifications.” These are familiar to ATS, helping ensure each section is processed correctly.
Stick to Simple Fonts: Use readable, ATS-friendly fonts like Arial, Calibri, or Times New Roman. Maintain font sizes between 10–12 points for main text and slightly larger for section headings (e.g., 14–16 points).
Avoid Graphics, Tables, and Images: ATS systems often cannot interpret visual elements. Avoid charts, tables, icons, and images. Instead, rely on text to convey all relevant information.
Use Basic Bullet Points: When listing items, use standard bullet points (e.g., circles or simple dashes). Avoid special symbols, which ATS may misinterpret.
Align Text Left: Left-aligning text ensures that it reads clearly both for ATS and human reviewers. Centered or justified text can sometimes create formatting issues in ATS.
Save in a Compatible Format: Save your resume as a .doc or .docx file, as these formats are generally preferred by ATS. While some systems can read PDFs, .doc or .docx is typically a safer choice.
Use Keywords Naturally: Review the job description for relevant keywords related to skills, experience, and qualifications, and incorporate these naturally into your resume, especially in the skills and work experience sections.
List Skills in a Dedicated Section: Create a “Skills” section to highlight key competencies. This makes it easier for ATS to find specific qualifications and keywords.
Spell Out Acronyms: Initially spell out acronyms, followed by the abbreviation in parentheses (e.g., "Search Engine Optimization (SEO)"). This ensures both forms are recognized by the ATS.

What are ATS-friendly resume templates

ATS-friendly resume templates are designed to make your resume compatible with Applicant Tracking Systems by using a clean, simple format that ATS can easily scan and parse. These templates typically avoid complex elements that can confuse ATS, ensuring your resume reaches recruiters accurately. Here’s what makes an ATS-friendly template;

Simple Layout: They use a single-column structure, making it easy for ATS to scan from top to bottom without missing information.
Standard Headings: Headings like "Work Experience," "Education," "Skills," and "Certifications" are used to make sure ATS recognizes each section.
Clear Fonts: ATS-friendly templates use common fonts like Arial, Calibri, or Times New Roman in sizes 10–12 points to avoid readability issues.
No Graphics or Images: Visual elements like graphics, images, logos, or tables are avoided since ATS cannot interpret them.
Consistent Bullet Points: Simple bullet points, such as circles or dashes, are used instead of custom symbols to ensure that all information is captured.
Compatible File Format: These templates are typically available in .doc or .docx format, which is preferred by ATS systems over PDFs.

hipCV ATS-Friendly Resume Templates

hipCV offers a range of ATS-friendly templates tailored to make resumes both visually appealing and compatible with ATS. Here are some features of hipCV’s ATS-friendly templates;

Minimalistic Design: Templates are structured with clean lines and a straightforward, easy-to-read layout, prioritizing text over design elements.
Focus on Keywords: hipCV templates include dedicated sections for skills and qualifications, allowing job-seekers to add job-specific keywords easily.
Predefined Headings and Sections: Templates are designed with standard headings that ATS can recognize without confusion.
Customizable: These templates allow for customization in terms of font, style, and spacing while keeping within ATS guidelines.
Guidance for Keywords: hipCV also provides keyword guidance, helping users align with job descriptions for better ATS results.

Using an ATS-friendly template from hipCV helps ensure that your resume is not only appealing to human recruiters but also formatted to pass initial ATS screenings successfully.

How long does it take for ATS to scan a resume

An ATS scans a resume in just a few seconds, usually within 5–10 seconds. The process is rapid, as ATS is designed to quickly scan and categorize large volumes of resumes for specific job openings. Here’s how the time breakdown works;

Parsing Content: The ATS breaks down the text into readable sections, such as work experience, skills, and education. This part usually takes just a second or two.
Keyword Matching: The system matches keywords and phrases from the resume with those specified in the job description. This quick keyword search helps the ATS identify relevant candidates almost instantly.
Ranking & Filtering: Based on the resume’s alignment with job-specific keywords and qualifications, the ATS ranks or scores the resume. This scoring typically happens in under a second.

Should I customize my resume for each job to pass ATS

Yes, customizing your resume for each job is one of the most effective ways to improve your chances of passing an ATS. Here's why and how it helps;

Why Customize Your Resume?

Keyword Matching: ATS systems scan resumes for keywords related to the job description. By tailoring your resume to include the specific keywords from the job posting (such as skills, job titles, and qualifications), you improve your chances of getting noticed by the ATS.
Relevance: Customizing your resume ensures that your experience and skills match the specific requirements of the job.
Job-Specific Phrases: Each job might use different terminology or industry-specific terms. Customizing your resume to reflect these terms improves its alignment with the job description, helping the ATS recognize your suitability.

How to Customize Your Resume for ATS

Review the Job Description: Look for keywords and phrases that are frequently mentioned, especially in the "Skills," "Responsibilities," and "Qualifications" sections.
Update the Skills Section: Add relevant skills, certifications, and technologies mentioned in the job description. This helps the ATS easily find the match.
Use Job-Specific Titles: Ensure that the job titles you list match the ones in the job description. If the job is titled “Project Manager,” don’t abbreviate it to “PM” or use a different title like “Lead Project Coordinator.”
Highlight Relevant Experience: Tailor the work experience section to focus on achievements and responsibilities that align with the job you're applying for.
Modify Your Professional Summary: Your professional summary should reflect key points that match the role and include specific keywords that the ATS might be looking for.

How does an ATS handle resume updates and changes

When you update or change your resume and submit it to an ATS for a job application, the ATS will treat it as a new submission. Here’s how it handles resume updates and changes;

Re-Scanning and Parsing: Once you upload an updated resume, the ATS will re-scan and parse the document. It breaks down the resume into sections like work experience, skills, and education and searches for relevant keywords and job-related terms again.
Ranking and Scoring Again: The ATS will re-score your updated resume based on the new content. If the changes include relevant keywords and match more closely with the job description, it may improve your ranking within the ATS.
Replacing Older Versions: In most systems, your updated resume will replace the previous version on file. Some ATS keep only the most recent version, while others may save a record of past submissions, which is generally accessible only to hiring managers.
Notification to Recruiters: Depending on the settings, some ATS may notify recruiters when an applicant has uploaded a new resume, particularly if it aligns better with the job requirements. However, this feature varies across ATS platforms.
Maintaining History: In some cases, ATS can track the changes and date of submission, allowing recruiters to see if an applicant has refined their resume for the role, which can indicate dedication to the position.

Can ATS systems identify spelling or grammar mistakes in resumes

Yes, many ATS systems can detect spelling and grammar mistakes in resumes, though their capabilities in this area may vary. Here’s how ATS handles these types of errors;

Keyword Recognition: ATS relies on keywords to determine if your resume matches the job description. Misspelled keywords can prevent the system from recognizing your skills or qualifications, which may lower your ranking. For instance, if a resume says "mangemet" instead of "management," the ATS might not identify it as a relevant skill.
Basic Spell Check: Some ATS have built-in spell-check tools that flag common misspellings. However, these systems are not as sophisticated as traditional grammar-checking tools, so they may miss more complex grammar issues or nuanced errors.
Impact on Ranking: While a minor typo may not automatically reject a resume, a series of spelling and grammar mistakes can negatively affect its ranking. ATS and recruiters both value resumes with polished, professional language, and errors can imply a lack of attention to detail.
Parsing Issues: Spelling and grammar mistakes can interfere with the ATS’s ability to parse and categorize sections accurately. For example, a misspelled section heading, like “Experince” instead of “Experience,” may lead the system to overlook that section entirely.

Using a grammar tool before submitting can also help improve your resume's readability for both ATS and recruiters.

FAQs

Q1. What file types are supported by ATS?

Word documents, like .docx and .doc files, are easily recognized by the ATS application. Several ATS trackers will also recognize plain-text resumes. But because many applicants prefer to send their resumes in PDF document, you must select ATS tools that can review PDF files and verify that all individuals are checked.

Q2. What is resume parsing?

Numerous ATS include resume parsing technology. It refers to the computer's willingness to retrieve valuable data from applicants' job applications, even if the resumes are structured separately. For instance, one candidate's abilities may be listed at the bottom of their resume, whereas someone's expertise may be integrated into their experience segment.

Q3. How to pass the ATS software?

There is no one-size-fits-all method for passing ATS.

Making it past an ATS and getting a job interview necessitates a well-crafted resume that considers both the ATS algorithms and the individuals pressing the button. Here's our most basic piece of advice for beating ATS;

Customize your resume to the job advertisement.
Match your resume key phrases to the job requirements to optimize for ATS search and rating algorithms.
For optimum searchability, utilize both the long-word and abbreviation versions of keywords, such as Master of Business Administration (MBA) or Bachelor of Science (BSc).
Employ the reverse-chronological order or combination resume format.
Tables and columns should be avoided because they regularly lead to significant parsing mistakes.
Use a classic resume font such as Arial, Garamond, or Georgia.
Use of headers and footers is not recommended because the information may be lost or affect a parsing error.
Employ normal resume section headings such as 'Work Experience.'