Application tracking systems

What is it?

Applicant Tracking Systems (ATS) are a type of software application used by some organizations to manage their recruiting and hiring processes. The software is used to filter applicants by using keywords it scans for in application documents (e.g., résumé and cover letter). Key words are specific terms or phrases that are used to communicate essential information about the job, its requirements and the qualifications sought in potential candidates. By understanding how ATS works and following the tips below, you may improve the chances of having your job application successfully pass ATS criteria.

How and why is it used?

Organizations use ATS primarily to improve the efficiency and effectiveness of their recruiting and hiring processes. ATS are especially useful for companies that handle a high volume of job applications (sometimes in the thousands!) and need to streamline the process. ATS are designed to help organizations manage and automate various aspects of the hiring process, from job postings to selecting candidates for interviews. By automating administrative tasks and providing tools for better candidate management, ATS can save time, reduce errors and help organizations find the best candidates for their job openings.

TIP: While these systems help to streamline and make the hiring process more efficient, they do not entirely remove the human being from the equation Recruiters or hiring managers set the criteria ATS use to sort applications and often review applications as part of the hiring process as well. So, while it’s a good idea to optimize your application documents for ATS, it’s important to remember your main audience: the hiring manager! For tips on how to create persuasive documents check out the guides for writing résumés and cover letters.

How to find out if an ATS is used

If you’re applying to a mid-size to large organization, chances are that some sort of ATS is being used. The technology is readily available and often free to use
If you’re asked to answer a series of questions as part of the application, an ATS may be used to screen applications
If an application is available on a website or with an easy apply button, it is likely that an ATS is used
If you are redirected to a different webpage while applying, ATS may be involved. Check the webpage or vendor branding information. For example, Workday, Bamboo HR and ADP or advertisements like “powered by XYZ.”

Each ATS is unique and generally jobseekers will not know which system is being used and what the system is configured to prioritize. It’s safe to assume that if you are applying to a large organization, they are likely using some form of ATS. Here are some tips for successfully navigating an ATS to get you started:

Strategies

Tailor your résumé and cover letter to the job posting

Customize your résumé to align with the job description. ATS compare job applications to job requirements and the closer the match between the two, the more likely the application will pass through the ATS
Learn more about analyzing a job ad and matching it to your skills and experience under Deciding Whether to Apply

Keep the formatting of your documents simple

ATS can struggle with parsing intricate fonts and formatting details, and this can limit the system’s ability to properly review your application documents
Use a standard résumé format like reverse chronological Include consistent dates
Use minimal formatting on headings and bullet points
Use a standard font such as Verdana, Calibri or Arial Avoid using headers, footers, charts, images or tables
Use simple bullet points (e.g., a circle or square)

Include a “Summary of qualifications” (or equivalent) section on your résumé

Highlight keywords that are relevant to the job you are applying for, including both transferrable and technical skills

Use acronyms and jargon sparingly

Using industry-specific acronyms or jargon can sometimes demonstrate your knowledge and experience. However, ATS may not interpret acronyms or uncommon jargon properly

Avoid overusing keywords

While incorporating keywords is essential, avoid using them to the point that the document's quality suffers. There is a high likelihood that a human will read your application documents eventually so ensure it will make sense outside of the ATS software

Avoid including keywords in white text

Some job seekers try to trick ATS by adding keywords to their application documents in white text to increase the number of times the word is counted by the system or because they lack certain qualifications (Liu, 2023), While this may get your résumé noticed, if you don’t truly have the skills and experience required for the job you will likely not be offered an interview anyway and being dishonest may damage your professional reputation

Edit carefully for spelling, grammar and slang

Ensure your application documents are free of spelling mistakes, grammatical errors and slang. ATS rely on specific keywords, and errors may cause an ATS to overlook crucial information. Additionally, human readers may perceive these errors as a lack of attention to detail

References

Bajaj, A. (2023, February 9) How many companies use an ATS (Industry market share in 2024). Go Hire. https://gohire.io/blog/how-many-companies-use-applicant-tracking

Carlton University (n.d.) Application Tracking Software (ATS). https://carleton.ca/career/students-alumni/resumes-cv-cover-letters/applicant-tracking-software/

Henderson, R. (2024, March 27) What Is An ATS? 8 Things You Need to Know About Applicant Tracking Systems. Jobscan. https://www.jobscan.co/blog/8-things-you-need-to-know-about-applicant-tracking-systems/

Liu, J. (2023). A recruiter debunks the viral ‘white font’ resume trick: ‘It drives me nuts’. CNBC.

Sharma, A. (2023, February 22) ATS. A Complete Guide for Recruiters. Go Hire. https://gohire.io/blog/recruiters-guide-to-applicant-tracking-systems

York University (n.d.) Application Tracking Systems. https://careers.yorku.ca/files/2021/02/F-NE-Applicant-Tracking-Systems.pdf?x80908

York University (n.d.) Write a résumé that highlights your accomplishments. https://careers.yorku.ca/student_topic/write-a-resume-that-highlights-your-accomplishments