Into the Details: Applicant Tracking Systems (ATSs) 

When job seekers are writing or editing their resumes and cover letters, they are not always thinking about what happens to their application documents once they are submitted. In this post, we’ll talk about Applicant Tracking Systems (ATSs), which are often the first hurdle to get past in the job search process.

What is an ATS? Why do employers use them?

The ATS is software that scans the text of your resume (and/or cover letter), for certain pieces of information (including keywords), to determine how well you match the requirements of the position. 

Employers large and small use ATSs; when you submit your resume via an online application (uploading or copy/pasting) or email, you should assume that it will be scanned by an ATS. They are used because they are a way to sort and filter large numbers of applications. You can think of the ATS as the first “reader” of your document(s), and if it doesn’t find what it is seeking, your resume is less likely to be read by a human being.

Pros and Cons

The ATS ranks the applicants, putting the ones who have the highest number of the relevant keywords, and who seem to meet at least the minimum requirements, at the top of the rankings. Those that have fewer of the right keywords will be further down on the list; staff can then focus on the applicants who are (according to those keywords) the best qualified, saving time and effort. 

To be sure, this is an imperfect way of screening applicants. Job seekers who know how to customize their documents for the ATS have a big advantage over those who don’t, in getting interviews. But being able to “get past” the ATS doesn’t necessarily mean those applicants would succeed and thrive in the job if hired. Conversely, someone who could be a fantastic hire may have little chance of getting an interview if they are not tailoring their documents for the ATS.

Tips

• Apply only for those jobs where you meet most or all of the requirements. You want to make good use of the time you put into your job search.
• Don’t put keywords in your documents unless you actually have those desired or required skills, aptitude, experience, degrees, certificates, interests, etc. Lying, and/or giving false or misleading info during the job search is always a bad idea.
• Use a reverse-chronological format (most recent job first).
• Put the relevant keywords and phrases throughout your documents. It is best to use the exact same wording that is in the job posting. ATSs only “know” what they are set to scan for; they cannot perceive synonyms as a human being can. 
• Spell out abbreviations the first time they appear on the document.
• Check and double check spelling (of the entire document of course, but especially for the keywords).
• Some things to look for when determining what keywords to use: requirements for the position, things that are emphasized in the job description, anything that is mentioned more than once, words you see again and again in the job descriptions of positions you are interested in.
• Use clear, traditional headings for the sections of your resume (Experience, Education, Certifications, Volunteering, Additional Skills, etc.)
• Avoid graphics, images (never put a picture of yourself on your resume!), tables, columns, boxes around text, colored text or backgrounds - these may interfere with the ATS’s scanning and can mean your resume ends up lower in the ranking. Simpler is better with regard to the ATS, and for the human reader too. What will get you the interview is the content of your documents, not fancy design elements.
• Choose a file name that includes your name and indicates whether it is the resume or cover letter, like “FirstnameLastnameResume2022”
• Many ATSs can scan both MS Word docs and PDFs, but some employers prefer Word docs. Read job postings carefully to see if the employer is specifying a preference. When in doubt, use Word.
• There are companies online which offer feedback on your resume re: optimizing it for an ATS, including Jobscan and Emsi. These companies often have a free version and also offer an enhanced version, for a fee. Be sure to research any such services before using them, especially if you are paying for it.

Further reading:

How to Use Resume Keyword Scanners to Get Your Application Noticed (Indeed)

8 Things You Need To Know About Applicant Tracking Systems (Jobscan)

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