Application Tracking Systems (ATS)

Owned by Amanda Vos
Last updated: Nov 08, 2024 by Linda Liu
4 min read

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 filters applicants using keywords it scans for in application documents (e.g., résumé and cover letter). Keywords are specific terms or phrases 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. 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 creating persuasive documents, check out the guides for writing résumés and cover letters.

 

  • If you’re applying to a mid-size to large organization, chances are 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

Expand the following content for more information.

  • 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 to apply.

  • 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.)

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

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

  • 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.

  1. Next: Cover letters and its layout, writing style and template

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