I often get questions about Applicant Tracking Systems (ATSs). Job seekers are being made scared of them by headlines that suggest they are not getting their dream job because of the “bots” and selling ways to “beat” them.

Please, people. Do not obsess about Applicant Tracking Systems. Many of you have used software in your jobs that helps you be more efficient. It is no different with recruiters. The ATS allows employers to manage the hiring process. 

Like ice cream flavors can go from plain Vanilla to crazy combinations like Chocolate Macadamia Nut Mint, ATSs can go from basic to all the latest bells and whistles.  And even if the software does have all the bells and whistles, the recruiter and talent team decide what to use and what not to. 

Therefore, instead of being afraid, be smart. 

Here are some questions I often get and the answers I give to these questions. Learn so that you can work best with the ATS to make your job search more effective and efficient.

What Can I Do To Make My Resume Easier To Read By The ATS?

Applicant Tracking Systems are programmed to scan your resume to pull out (parse) important details like your name, job titles, and skills. The system looks for keywords, phrases, dates, and other information to create a profile of you as a candidate. Some ATSs do this better than others. Therefore, since you do not know the sophistication of the employer’s  ATS resume parsing programming, here are some best practices so most ATSs can parse your information.

• Use clear section headings and bullet points so your details are easy to find. This is not the time to use uncommon section headings (“Companies I’ve Worked For”)

• Include industry keywords naturally in your resume, but don't go overboard.

• Avoid using tables, text boxes, or columns. Keep it simple - these can confuse the systems.

• Graphics or symbols won’t be understood. ATSs are not sophisticated enough to be able to read graphics. If you want to include them for the human reader, remember that for parsing purposes, do not include any critical information in them. 

• Avoid fancy fonts. Sometimes, ATSs have a problem recognizing the letters, and your human reader may also have issues, especially if looking at the resume on a small screen.

Why Do I Still Have To Enter Data Into An Application When I Have Uploaded My Resume?

Many ATSs have parsing technology. They can take information from a resume and enter it into the appropriate field in an application form. Here are some reasons you still may have to enter data in online job application forms, even after uploading your resume:

• Computers can make mistakes! Programs to read resumes don't always get it 100% right. If it can’t figure out which information goes in a field, it may leave it blank, thus prompting you to type it in.

• It's easier for companies to compare applicants when they collect the same data type in the same format. Resume styles can vary a lot.

• Application forms allow companies to ask for specific details they want candidates to provide, like past salaries or skills. Resumes may not have this information.

I Have Heard About Adding Keywords In White Text To Your Resume To Rank Higher In The ATS. Is It A Good Strategy?

First of all, this isn’t a new strategy. This has been talked about for years. It seems what is old becomes new again because of social media.

As for this being a good strategy, I don’t think so. This strategy implies that putting these words in white on your resume will result in you getting ranked higher in the ATS; therefore, the recruiter will review your resume before others.

But here is the thing. In my experience, even using a ranking system does not guarantee that the highest-ranked person is the best fit (and only some ATS systems have ranking; when they do, only some recruiters use it). In my experience, keywords without context are generally meaningless. Plus, while the ATSs can only read the words, the human recruiter will understand nuance. Someone ranked lower may better fit the role than someone ranked higher.

Plus, here are two things to consider.

• It can be viewed as dishonest. You're trying to trick companies' screening programs by adding text they'll pick up, but recruiters and hiring managers won't see. Many recruiters are on to this and will look for it. If found, this can be a big red flag for the recruiter or hiring manager.

• The programs often catch hidden text anyway. They can tell if fonts are white or tiny. So, doing this can be counter-productive.

Is There A Preferred Format To Use When Uploading A Resume?

There are many ATS vendors, with each approaching file uploading very differently. Also, how old an employer’s system might be can vary. Most ATS will offer at least the option of uploading in a Word .DOC, .DOCX, or .PDF format. Some may take .RTF, .XLSX, .PNG, .JPG. As of 2023, most ATSs do not accept resumes in Google Docs.

Many years ago, an application was suggested to be uploaded as a .TXT file for better readability. While many ATSs will take a .TXT file, I believe choosing a Word or PDF version is better to make it a good reading experience for the human reviewer.

So which is best? There are pros and cons to each. Many experts say that submitting a resume in .DOCS over .DOC is preferred because the ATS can do a better job reading the information, thus resulting in better parsing, and fewer fields that the applicant has to enter manually. Yet, sometimes, the formatting gets a bit wonky when the resume is viewed in the ATS.

When submitting in a .PDF format, the formatting is better maintained, so it can look better when the resume is viewed in the ATS. Also, no one can edit your resume, purposefully or accidentally. 

My preference as a former recruiter was a PDF, because I never had to worry about it looking funny from the upload, but for applicants, choose the one that is the easiest for you.

Can the ATS Reject My Application?

When job seekers talk about the ATS rejecting their application, they usually refer to the auto-reject feature capability that is sometimes used. Some ATSs can auto-reject an applicant if they do not meet specific requirements. The recruiter sets this criterion. The ATS doesn’t decide it.

Let me give an example. Suppose you are applying for an Esthetician job. A requirement may be that you have a valid state license for that state. You are asked this question, and you answer “no.” Then, the system is programmed to auto-reject you because you do not meet the minimum requirement of this job. The ATS only carries out the action that the human has specified. So, be careful of how you answer questions. Making an error in your answers can eliminate you.

Can I Beat The ATS?

I read so many experts who use the term “beat” when it comes to an ATS, and I really dislike it. It implies that you have to outsmart the ATS to move forward in the hiring process. That is not correct. The recruiter is looking for the best-qualified applicants for the role. While making your resume easier for the ATS to read and adding keywords you can attest to is helpful, having the skills, achievements, and abilities related to the role on your resume is what matters most! Remember to showcase them. When you tailor a resume for a specific position, demonstrating the value you offer to this employer for this job, your application should get noticed.

So now your burning questions about Applicant Tracking Systems have been answered.

Shelley Piedmont is a Career Coach. She wants to help job seekers put their best foot forward by providing the tools for a successful job search. I help job seekers prepare for interviews. You can engage me to help you prep for any type of interview. Schedule a 15-minute no-obligation consultation.