Applicant Tracking Systems AKA The “Resume Robots” That May Be Wrecking Your Job Search

If you’ve been in the job search at all in the last few years, you’ve likely heard about the dreaded applicant tracking systems (ATS). ATS, also known as the “resume robots,” are those pesky systems that jobseekers submit application materials to when applying for jobs online. These systems are quite efficient for organizations with limited resources (human and otherwise) to spend on reviewing and vetting dozens of applicants for roles that they have posted, but they can be a big headache for jobseekers. 

Have you ever submitted an application for your dream job that you were well-qualified for only to never hear anything back? Maybe you spent hours painstakingly applying for that perfect position, only to receive an auto-generated email explaining that you were not selected less than 24 hours later? If either of those scenarios sounds familiar to you, it is likely that applicant tracking systems are creating a challenge for your job search. 

The good news is that with some working knowledge of how these systems operate, it is absolutely possible to meet their expectations, dramatically increasing your chances of having your résumé reviewed by an actual person, and allowing yourself to shine in an interview. 

What is an Applicant Tracking System (ATS)?

An applicant tracking system (ATS) is a software application that helps companies manage the hiring process. ATS automates many of the tasks involved in hiring, such as collecting and sorting résumés, screening candidates, and scheduling interviews. This can save companies a significant amount of time and money, and it can also help them to make better hiring decisions.

How does an ATS work?

When a jobseeker applies for a position through an ATS, their résumé and cover letter are uploaded to the system, then the ATS scans the documents for keywords that are relevant to the job opening. If the applicant's résumé contains enough of the right keywords, their application will be passed on to a human recruiter or hiring manager for further review.

ATS can also be used to track the progress of candidates through the hiring process. For example, the ATS can keep track of which candidates have been interviewed, who has received job offers, and who has accepted or declined an offer. This information can be helpful for companies that need to keep track of their hiring metrics.

How Can Jobseekers Beat the ATS?

There are a few things that jobseekers can do to increase their chances of getting their résumé noticed by an ATS.

Keywords are key: Use keywords that are relevant to the job opening in your résumé and cover letter. For example, if you are applying for roles as a patient navigator in a clinic setting, you may want to include keywords such as navigation, access, or trauma-informed care.  Although our movement is very specific in our language and jargon, hiring managers and ATS programs are generally programmed to use more corporate workplace language, which means people with more soft skills can be overlooked. This is why a clear, well-written cover letter is critical.

Functional formatting: Make sure that your résumé is formatted in a way that is easy for an ATS to read. Avoid using special characters or formatting such as many of the artistic and eye-catching designs you may find on Canva or a similar program. While these resume formats may be aesthetically pleasing, they are not built to function as plain text and it is unlikely that an ATS can properly read and parse the information you submit. You can also use a tool like Jobscan.co to scan your résumé for ATS compatibility.

Clean up your language: This means using clear and concise language to tell the story of your work. Begin each bullet in your resume with a strong action verb that describes your work and deliver each bullet in complete sentences. Avoid passive language wherever possible (for example, instead of saying “worked in a team to develop…” you should simply say “developed…” - the “worked in a team” part is understood), and try to keep each experience point to one sentence only, rather than stacking 2-3 sentences in one bullet. 

Proofread your papers:  Don't forget to proofread your résumé and cover letter carefully before submitting them. Typos and grammatical errors can be caught in the system and too many will trigger your application to be rejected.. We’ve written about avoiding cover letter fails and quick tips for polishing your application materials before. 

Applicant tracking systems are an important part of the hiring process for many companies. By understanding how an ATS works, jobseekers can increase their chances of getting their résumé and cover letter noticed and landing the job they want.

If you’d like a more in-depth look at how ATS are affecting the job search and how you can improve your application materials to address this challenge, please join us for a workshop on Understanding Applicant Tracking Systems on May 25, 2023 at 7:30 pm ET.