There’s so much misinformation about Applicant Tracking Systems (ATS) floating around, especially from people who’ve never actually worked with one. If you’ve been frustrated with job applications and feel like your resume is being “ignored” by bots, this post will clear things up.
What is an Applicant Tracking System (ATS)?
At its core, an ATS is a relational database. This means it organizes and stores information—like job applications—in a way that allows users (e.g., recruiters, HR, and hiring managers) to view, manage, and retrieve data easily.
Many applicants assume an ATS is built to screen them out, but the reality is quite the opposite. An ATS is a tool for recruiters to streamline the hiring process. Every applicant is visible to the recruiter, and the system itself is designed to ensure no resume goes unseen.
Knockout Questions and Chatbots: What You Should Know
First, let’s clear up a common misconception: there is no bot deciding your resume’s fate. When people refer to “bots,” they’re usually talking about chatbots, which are sometimes part of an ATS but are rare and primarily serve to assist in automating routine queries.
Here’s how the process works:
- Knockout questions are simple, yes/no questions included in many job applications. They cover basic qualifications like your legal right to work in a country or your possession of specific certifications. Answering “no” to a knockout question typically disqualifies you, and this is where automation might come in. The system may automatically reject your application, but only after you’ve failed to meet basic job requirements.
- Chatbots may be used to ask these questions interactively, but they are still rare and not a primary ATS feature.
It’s crucial to remember that regardless of any automation, every recruiter can still access every applicant’s resume. If you’re concerned about how the ATS processes your application, understanding this key detail should give you peace of mind.
What Happens When You Upload Your Resume?
Once you upload your resume to a job application system, several things can happen:
- Your resume gets attached to your application: Most ATS will simply save your resume as an attachment.
- The system may scan your resume: This process is called parsing, and it helps the ATS extract information like your work history, skills, and education to populate the application fields.
But here’s where things get tricky: the parsing technology, called OCR (Optical Character Recognition), reads resumes in a specific format—usually left to right, top to bottom, similar to how a human reads. If your resume has an unconventional format (e.g., columns, charts, or icons), the system might struggle to pull the correct information. As a result, you might need to manually correct fields in the application.
Another common misconception is that companies use ATS technology to rank, score, or sort candidates based on the keywords in their resumes. In the vast majority of cases, this is simply not true – the parsing technology I mentioned above is generally pretty dumb, so you wouldn’t want it doing anything that involves removing candidates or even dropping them in the rankings. There are exceptions to this (iCIMS is one), and most larger ATS software has optional plug-ins that can do it as well, but a very large percentage of companies (particularly large ones) are simply taking resumes in the order they’re received.
For an in-depth look at the best resume formatting practices, check out my article on Resume Writing.
Why Keywords Matter for ATS
There’s a lot of confusion around keywords, especially when it comes to optimizing resumes for an ATS. Let’s break it down:
When recruiters or hiring managers need to fill a position, they often search for candidates using Boolean searches. This is a specific way of searching databases (like an ATS or even LinkedIn) using keywords related to the job, such as “project management,” “Python,” or “marketing strategy.” The ATS ranks candidates based on how often these keywords appear in their resumes.
For job seekers, the takeaway is clear: keywords matter. But stuffing your resume with unnecessary keywords can backfire. Your best bet is to tailor your resume to the job description, using relevant terms that naturally align with your experience.
Debunking the Myth: “Recruiters Don’t Read Resumes”
One of the most frustrating myths out there is that “X% of recruiters never read your resume.” Here’s why that’s wrong:
- Legal and compliance reasons: Employers are required by law to keep records of all applicants for each role. This means your resume is always accessible in the ATS, even if you’re rejected due to an auto-reply.
- Recruiters work outside normal business hours: Many recruiters review resumes in the evenings or on weekends when they have uninterrupted time to focus. If you receive a rejection email late at night or shortly after submitting, don’t assume it’s automated. A recruiter likely reviewed your resume during off-hours.
It’s also important to note that while a position may appear open on the company’s job board, it could already be in the offer stage with another candidate. This explains why you might apply for a job that quickly closes after your submission.
To learn more about what happens after you apply, check out our guide on job hunting.
Conclusion
Don’t fall for the myths about ATS and job applications. The system is designed to help recruiters manage large volumes of applications, but every resume is seen. Use your resume strategically by including relevant keywords, using clear formatting, and double-checking your details when the ATS parses your resume.
For more insights on job searching, resume optimization, and navigating today’s hiring landscape, be sure to visit our blog.