10 Truths and Lies About Applicant Tracking Systems

Ever felt like your job applications disappear into the digital abyss of Applicant Tracking Systems (ATS)? You’re not alone.

ATS are often seen as the baddie of the recruitment world. You apply for a job, the ATS reviews your resume, and it automatically rejects or accepts your application. Right?

Not quite.

While ATS are a huge help to hiring managers, they aren’t sentient decision makers operating independently from the recruiter. ATS are programmed to work in a certain way.

And at the end of the day, humans are responsible for whether or not your application goes forward to the next stage. Not the ATS.

If this comes as a surprise to you, then check out these 10 other common truths and lies about what ATS can (and cannot) do.

TRUTH The recruiter may never see your original resume

Many ATS use resume parsing technology to extract relevant information from resumes and populate fields in its database automatically. The recruiter is then presented with a summary of your background and skill set for review. The idea is to make it as easy as possible for them to assess your application against their requirements, while identifying better fits faster and reducing bias. Although many recruiters do go and look at your original file (after all, ATS aren’t perfect), many others won’t.

LIE Every ATS works by keyword matching

ATS are primarily tracking tools, not filtering tools. Some ATS systems do prioritize resumes based on keyword matching, so tailoring your resume to include relevant keywords from the job description can definitely increase your chances of being selected for further review. However, their functionality very much depends on the sophistication of the program purchased by the hiring company.

TRUTH Graphics and fancy fonts are hard for ATS to ‘read’

ATS are designed to read and interpret text-based documents. They also parse line-by-line. Which means that any graphics, columns, text boxes, fancy uncommon fonts, and even colour are not readable by the ATS (and can sometimes appear as gobbledegook at the recruiter’s end). That’s why it’s recommended to stick to a clean, simple resume format – it’s easier for ATS and the recruiter’s eye.

LIE ATS are perfect screening tools

While ATS can absolutely help with initial resume screening (e.g. through enabling screening questions and in some cases application ranking/percentage matching), they are not infallible. ATS may sometimes overlook qualified candidates or mistakenly reject suitable resumes, often due to human error (e.g. through inefficient screening questions or by not detecting exact human-determined keyword matches if the applicant used differing terminology).

TRUTH ATS can reject you automatically

Yes, you can be rejected instantly by an ATS. But not for the reasons commonly supposed. There is a myth that ATS ‘read’ your resume and decide if you’re a suitable fit, then independently reject you if you’re not. The truth is, ATS almost always reject you only if you answer the screening (AKA knock-out) questions in a way that doesn’t meet the recruiter’s requirements; the human is essentially rejecting you, not the ATS. You may also receive an auto-rejection if there are technical errors with your document. A small number are sophisticated enough to assess keywords and reject you if you don’t match the necessary criteria. Otherwise, your resume will go to the next step: ranking and/or manual review by a recruiter.

LIE ATS prefer PDF documents

While some ATS systems may have limitations on acceptable document formats, many can parse and process various file types, including PDF, DOC, DOCX, and TXT. This ensures that job seekers can submit their application materials in the format they prefer.

TRUTH Recruiters use keyword searches to filter resumes

The vast majority of recruiters aim to review every resume manually. However, when they have tons of resumes to wade through, they may speed things up by conducting a manual keyword search to identify the most suitable applications (especially if their ATS is not sophisticated enough to do it for them). It’s another reason why it’s so important to read through the job description carefully and ensure any relevant keywords are included in your resume.

LIE Keyword stuffing ‘beats’ the ATS

We’ve all heard this one: ‘stuff’ the job description text in tiny white font somewhere in the resume document, and the ATS will detect all those keywords and assume you’re a perfect fit. Unfortunately, keyword stuffing is generally ineffective against modern ATS as they prioritize contextual relevance over keyword density. In fact, excessive keyword stuffing can result in your resume being flagged as spam by the ATS - or even rejected outright.

TRUTH ATS can mitigate human bias

ATS definitely ensure more consistency in evaluating candidates by applying the same criteria to all, reducing the potential for bias in the screening process. However, while ATS can help mitigate bias by standardizing the screening process, they are not entirely immune to biases inherent in the data or criteria used in the system, which can still influence hiring decisions.

LIE You need to write your resume for the ATS, not a human

Here’s the thing: recruiters and ATS are usually looking for the same thing: how closely you match the job description. In both cases, keywords are a great way to assess this. The method of resume assessment doesn’t matter as much as how tailored it is to the role you’re applying for. So there’s no need to fear the scary technology: if anything, it’s there to make your application experience as streamlined, unbiased, and fair as possible.

Conclusion

While ATS may seem like the mysterious high-tech gatekeepers of job opportunities, we’ve seen that they’re not the all-powerful decision-makers they’re sometimes made out to be.

However, there’s little doubt that knowing how ATS work can increase your odds of success. Understanding about keyword optimization, simple formatting, and tailoring your resume to the opportunity will make it easier for the ATS or human recruiter to assess how closely you match the requirements.

Remember: While ATS play a role in the hiring process, it’s ultimately humans who make the final decisions. So, write your resume with both ATS and human reviewers in mind, and you’ll be one step closer to landing your dream job!

Key takeaways:

Truths:

• The recruiter may never see your original resume

• Graphics and fancy fonts are hard for ATS to ‘read’

• ATS can reject you automatically (through screening questions, file errors, etc.)

• Recruiters use keyword searches to filter resumes

• ATS can mitigate human bias

Lies:

• Every ATS works by keyword matching

• ATS are perfect screening tools

• ATS prefer PDF documents

• Keyword stuffing ‘beats’ the ATS

• You need to write your resume for the ATS, not a human

For more insights, tips and strategies related to this topic, be sure to read our other articles: How to Use ChatGPT to Write The Perfect Cover Letter & Applicant Tracking Systems – Your Best Friend or Worst Enemy? & Cracking the Code of ATS - 10 Tips to Optimize Your Resume

Related questions

How can I optimize my resume for different applicant tracking systems?

To optimize your resume for different ATS, use a simple, clean format with standard fonts and avoid images or graphics. Tailor your resume for each job by including keywords from the job description, particularly in the skills and experience sections. Ensure your resume is in a compatible format, such as a Word document or plain text, to avoid parsing errors.

Do applicant tracking systems rank candidates based on keyword density?

While keyword inclusion is important, ATS typically focus more on the relevance and context of keywords rather than just density. Overloading your resume with keywords can appear unnatural and might be flagged by the ATS. Instead, aim for a balanced approach by incorporating keywords naturally throughout your resume, especially in job titles and descriptions.

Can a well-formatted resume improve my chances with an ATS?

Yes, a well-formatted resume can significantly improve your chances with an ATS. Use clear headings, bullet points, and consistent formatting to make your resume easy for the ATS to read. Avoid using tables, text boxes, and unusual fonts, as these can cause parsing issues, leading to your resume being incorrectly processed or even rejected.

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