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If you ever applied for a job and never heard back, the chances are your resume was filtered out by the applicant tracking system (ATS) before it even made it to the recruiter. It’s most probably the reason why many job seekers think of ATS as a black hole where their resumes go in, but nothing ever comes out.
It might portray ATS as a candidate’s enemy. But once you learn about the best available ATS and how they work for you, you can get the best roles in no time. Before you think you can bypass ATS or that there is any other way out, just know that over 90% of the companies use ATS to manage their recruitment process. So ATS is no longer an option. The best way out is to stop fearing it and start using it in a smarter way that helps you find the best job for you.
What is an ATS, and Why Does it matter to you as a Candidate
ATS is a software used by companies to manage and streamline their hiring process. It filters out the candidates and organises resumes based on the qualifications and keywords.
But one thing about ATS, which is often overlooked, is that ATS also gets to decide which applications get seen first. So it happens that before your application gets to a human recruiter, it is screened out by the ATS depending on how much it matches the job description.
So why does it matter to you?
If your resume isn’t ATS-friendly, you would be the perfect candidate, but still get filtered out. On the other hand, if you understand ATS and then tailor your resume according to what fits the ATS metrics, you can increase your chances of making it through the ATS filter.
How Candidates Can Benefit from ATS (Not Just “Beat” It)
What most candidates focus on is how to beat ATS like it’s some obstacle in their way. Why don’t you change the mindset for a while and think of it as how candidates can benefit from ATS?
Smart candidates treat it as a shortcut. Here’s how you can too:
You Get Discovered Faster
Think of your resume as a content piece that is SEO but for a job application. The recruiters search for keywords, and then resumes that are aligned with those keywords appear at the top. If your resume is well optimised, it will appear in the search results. Keep relevant keywords in your resume because sometimes recruiters search for job roles that aren’t even posted yet.
Resumes Stay in the System for Future Roles
You applied for a job, it got filled, and you weren’t selected for it. So it doesn’t mean your resume is of no use to them. It stays in the applicant tracking system for future roles. Some ATS platforms even have an option for recruiters to bookmark or favourite the profiles, which might be useful for other roles.
If your resume is well-optimised, it can stay in the system for six months without you even reapplying for the job.
You Can Track and Automate Your Applications
Many job boards and career sites integrated with ATS platforms allow you to update your profile and resume. You can track job applications and also get alerts for any new job postings. Some systems even have a job hunting assistant on the side, which suggests jobs according to your resume.
ATS Reduces Bias
In an ATS, all the resumes are reviewed on the same level. The candidates are evaluated based on their experience, skills, and optimization. It leaves no room for bias based on gender, race, or background. The new automation feature in the ATS also gives you updates on the resumes and acknowledgement emails, which keep you in the loop.
You Tailor Your Applications With the Right Data
So now you know that ATS ranks your resume based on how well it matches the job description. Use it to your advantage. Align your resume with the relevant job terms and what the employer needs. You can use tools like Jobscan or Resume Worded to analyse job ads better and know your match score before submitting the resume.
How to Make Your Resume ATS-Friendly
Getting past ATS is not a challenge. Present your resume in a way that aligns with the system. An ATS-friendly resume is what suits both the algorithm and human eyes.
The common markers ATS scans in a resume are:
Keywords and Skills:
ATS looks for specific keywords mentioned in the job description, like skills, job titles, and other industry-related terms. Use the exact words used in the job description, and if you are using acronyms, also use their full terms with them.
Another tip that further validates if you have used the right keywords is to run your resume through tools like CVWizard, Jobscan, or Resume Worded. They compare your resume with the job description and give you a match score based on that.
Experience and Education:
ATS scans the resume based on whether the candidate has relevant experience and education for the job, and if these sections and properly segregated in the resume. If you have any strong hard skills, don’t forget to mention those, too. In terms of experiences and achievements, give evidence for them and write them in measurable results.
Certifications and proficiency in tools are also strong suits to mention in your resume.
Formatting:
ATS prefers a clean Word or PDF document without many images and complex layouts. Make sure the sentences are simpler with a standard font (like Arial, Calibri, or Times New Roman) and font size. Go for a reverse-chronological format that starts with the most recent experience and then moves towards the least recent ones, and the same with the education and all other sections.
Use a simple one-column layout instead of sidebars and tables, and keep it concise and not more than two pages.
Other factors:
ATS also looks for complete contact information, personalisation, and good grammar and spelling. Another thing that most people ignore is that they use a one-size-fits-all resume for all the jobs they are applying to. You should customise your resume, tweaking it around the job description.
Beyond the Resume: How ATS Can Help You Network and Stay Visible
Don’t treat your resume as a one-time document; you can also leverage it as a networking opportunity. It is your digital footprint in the ATS and can be your source of networking once you are in the recruiter’s hiring system. So when you are applying for a job, don’t think you are applying for that specific job; it’s a seed that you have planted for the next three roles.
Here is how ATS will help you network:
You Stay in the Searchable Candidate Pool
Once you have created a profile to submit your resume, it stays in that ATS system even if you are hired or not. It includes all your contact information, resume, and the job you had applied for. Recruiters can look at your profile even six months after you have submitted your resume, as it stays in the searchable talent pool.
The Silver Medalist Advantage
Another thing that ATS does is to give you a silver medalist advantage. When you are nearly hired or almost the perfect candidate for the job, but didn’t get hired just by a small margin, recruiters tag that profile as a silver medalist or a runner-up. In that case, if a similar role or better-fitting role for you opens up, that runner-up profile is automatically more likely to get a call.
ATS as a Talent CRM
Recruiters use ATS in a similar way to how marketers use CRM. They manage the talent profiles and pipeline in the ATS. Potential employees can be tagged and sorted based on their strengths and suitability for specific types of roles. These profiles are more likely to be contacted and can get job offers directly through the ATS.
To increase your visibility in the ATS, ensure you have used the right and well-optimized keywords.
Common Mistakes That Get You Filtered Out
You could be the perfect candidate for the job, but get filtered out because of small, negligent mistakes. These things might not seem big on the surface, but they can be the sole reason your resume was filtered out.
- Overdesigned Resumes: Some people like to add too many images and tables in the resume, which might look polished to a person, but not to an ATS system, which filters it out.
- Wrong File Format: In a resume with any tables or scanned images, make sure the document is not a PDF but a Word document, because a PDF makes it hard for the system to parse the resume.
- Missing Relevant Keywords: One of the most common mistakes is when the candidate has the relevant skills but has forgotten to mention them or used other keywords than the ones mentioned in the job description. The system would recognise it as the lack of that particular skill.
- Not Customised to the Job Description: All it takes is two minutes to tweak your resume according to the keywords mentioned in the job post. When you use a generic resume, ATS automatically ranks it lower than the others.
- Inconsistent Job Titles and Dates: ATS tools look for certain job titles and date formatting in the resumes. When any inconsistent gaps are left or job titles are not clear, it shows that the resume is a weak candidate.
- Too Many Soft Skills: The most commonly used buzzwords are team worker, hardworking, and excellent communication skills. These words have been used so often in resumes that now they are instantly red-flagged. Make sure to mention the soft skills that are actually of some substantial importance to the role.
Bottom Line
It is common to lose hope after silent rejections, but now you know it isn’t all ATS that is out to get you. It is a tool that you can learn and leverage to your benefit. ATS was once a resume sorting software, but now it is a lot more than just that. It is now adapting to AI, the skill-based hiring trends, and automation. The more strategically you learn how to use it, the better outcomes you will get.
The most successful candidates aren’t always the most qualified ones; they just know how the system works and how to make it work for you.
Although ATS is specifically a recruiter-centric tool, and has no direct use for the candidates. But at BPO Wizard, we make sure that we are making it a smooth process for both recruiters and job seekers.
Frequently Asked Questions
There can be many different reasons why your resume was rejected by the ATS before it even reaches a recruiter. The most common ones are lack of the right keywords, poor formatting, and not aligning with the job requirements.
The best resume format for ATS is a .docx file with a simple layout and standard section headings (e.g., work experience, skills, education).
Not always. Many free resume templates from Canva and other design sites include columns, graphics, or text boxes that ATS systems may not read. So it is best to go for a clean, text-based template for job applications.
Not always. Many free resume templates from Canva and other design sites include columns, graphics, or text boxes that ATS systems may not read. So it is best to go for a clean, text-based template for job applications.
Not usually. Most ATS prioritize hard skills, tools, and certifications. Words like team player or strong communicator won’t help much unless used with measurable achievements or hard skills.
Yes. Customising your resume to each job, by adding specific keywords and requirements in the job description, increases your ATS score and chances of being seen by a recruiter.
Jobscan, ResuScan, SkillSyncer, Kickresume‘s ATS Resume Checker, and Wozber are the best tools to check if your resume is ATS-friendly.