Getting Past Applicant Tracking Systems

Somewhere between the "Apply" button and a human reader, there is often a piece of software. Most medium and large employers use an applicant tracking system, or ATS, to receive applications, store them and help recruiters search and manage them. The internet is full of folklore about these systems: that they instantly reject most applicants, that you need secret keywords, that fancy resume designs are invisible to them.

Some of it is partly true, much of it is exaggerated and all of it creates unnecessary anxiety. The practical lesson is simple: make your resume easy for both software and people to read, and do not rely on software alone.

Systems differ widely, and they change. This guide describes common features and quotes no statistics on how many applications are filtered. It is general information, not career advice. Follow each employer's instructions, because they know their own system.

What an ATS does

An applicant tracking system typically:

• Collects applications through an online form.
• Parses resumes, extracting information such as name, contact details, education and experience into fields.
• Stores applications in a database.
• Lets recruiters search and filter by keywords, location, dates or answers to screening questions.
• Manages workflow: moving candidates through stages, scheduling interviews and sending messages.
• Sometimes ranks or scores applications based on criteria set by the employer, depending on the system and settings.
• Records communication and decisions.

Smaller employers may use simpler systems or email and spreadsheets.

What it does not do

• It does not usually make the final decision. People decide who is interviewed and hired.
• It does not read like a human. Parsing can fail with complex layouts.
• It is not always set up to reject. Many recruiters read all applications for popular roles only if volume is manageable. Others use filters, especially for high-volume roles.
• It cannot judge your potential, only data and keywords.
• It is not a trap. The aim is to manage large volumes.

Because practices vary, assume that both software and a person will read your application, and write for both.

Formatting for readability

Parsing problems come from layout. To avoid them:

• Use a simple, single-column layout.
• Use standard section headings such as Education, Work Experience, Projects, Skills. Creative headings like "My Journey" may confuse parsing.
• Use a common font at a readable size, such as a standard sans-serif or serif.
• Use plain bullet points.
• Avoid tables, text boxes, columns and graphics for key information. Some systems skip or scramble them.
• Do not put contact details in headers or footers. Some systems cannot read them.
• Avoid images, icons, logos and skill bars. They do not convey information to software and can distract humans.
• Use standard date formats, such as "June 2025 to August 2025."
• Write out acronyms at least once, with the abbreviation: "Search Engine Optimization (SEO)."
• Save in the format requested. If the employer allows a choice, a PDF or a standard word-processing file are usually safe. Some older systems prefer word-processing files. If the instructions are unclear, check them.
• Use a clear file name, such as "Amina-Khan-Resume."

Test by copying your resume into a plain text editor. If the text appears in a sensible order, a parser is likely to read it too.

Using keywords honestly

Recruiters and systems search for terms from the job description.

1. Read the posting. Note skills, tools, qualifications and tasks.
2. Identify the key terms. For example, "data analysis," "customer service," "Python," "project management."
3. Use those terms where they truthfully describe your experience. If you analyzed data in a course project, say "data analysis."
4. Use the employer's wording where possible, including both the full term and acronym.
5. Place keywords naturally in your profile, skills and bullet points.
6. Do not stuff. Lists of keywords without context, hidden text and copied paragraphs are obvious to people and can be penalized.
7. Do not claim skills you lack. You may be tested or asked about them.

Applying online

• Create an account if needed, and keep your login safe.
• Fill in every required field. Missing information may block submission.
• Be consistent. Dates and details should match your resume.
• Upload your tailored resume, and a cover letter if requested.
• Answer screening questions honestly. They may ask about work authorization, availability, qualifications or experience. Some are knockout questions, such as whether you have the right to work in a country. Answer truthfully.
• Check for assessments or video questions that follow.
• Proofread before submitting.
• Save confirmation and a copy of your application.
• Apply before the deadline. Some systems close automatically.
• Do not apply repeatedly to the same role.

Common problems and fixes

Your resume parses badly. Simplify the layout, remove tables and text boxes and use standard headings.

You do not know which keywords matter. Read several similar postings and look for common terms.

You have little experience. Use coursework, projects and activities, described with relevant terms.

You are changing fields. Highlight transferable skills in the profile and bullets, using the target field's terms.

You are an international student. Provide required authorization information clearly and honestly. Mention eligibility in your cover letter if helpful.

Your resume is too long. Trim to the most relevant items.

The system asks you to re-enter everything. Take your time, and copy from a master document.

Don't rely on the system alone

Online applications can feel like a black hole. Balance them with human contact.

• Network. Referrals are often reviewed more carefully.
• Contact the recruiter or hiring manager politely after applying, if their details are available, to express interest. Keep it brief.
• Attend career fairs and events, where you can meet recruiters.
• Use informational conversations to learn about the team.
• Ask your careers service about employer relationships.
• Follow up appropriately.

A real person who knows your name can help your application get seen.

Myths about ATS

• "The system rejects 75 percent of resumes." Statistics like this circulate widely but are not reliable. Practices differ by employer.
• "You need a perfect keyword match." Fit matters, but exact matching is not always required. Honest, relevant language works.
• "White text hacks work." Hidden keywords are dishonest and often detected.
• "Creative designs are always bad." For online applications, simple is safer. Creative fields may accept designed documents in addition to a plain one. Check instructions.
• "If you do not hear back, you were rejected by a robot." Many applications are simply not processed quickly. Recruiters may be waiting for deadlines or other candidates.
• "You must pay for a resume scan." Be wary of services that charge for scanning or promise a high score. Free guidance and advice are available from your careers service.

Safety

• Apply through official employer sites or reputable job boards.
• Do not pay to apply.
• Be careful with personal data. Do not give bank details, passport scans or government ID numbers in an initial application.
• Beware of fake postings that collect data. Check the employer's real website.
• Use strong passwords for application accounts.

Our guide to avoiding student money scams lists patterns.

Keeping a master document

Keep one master file that holds every experience, project, skill and achievement in plain text. When you apply, copy the relevant parts into a clean, simple template and tailor the wording. This makes it easy to keep your information consistent across applications and online forms, and it speeds up the many forms that ask you to retype your history.

Checking your own application

After you submit, save a PDF of the posting, because it may disappear when the role closes. Note the date, the version of your resume and any answers you gave. If you are invited to interview, you can review what you sent and prepare to talk about it.

Common mistakes

• Using fancy templates with tables and graphics.
• Keyword stuffing.
• Failing to tailor.
• Uploading the wrong version.
• Answering screening questions carelessly.
• Relying solely on online applications.
• Believing myths and paying for gimmicks.

A quick checklist

• Is my resume simple, single-column and parsed correctly in a plain text test?
• Have I used standard headings and honest keywords from the posting?
• Have I answered screening questions accurately?
• Have I saved a copy and confirmation?
• Have I also contacted a person where appropriate?

Final thoughts

Applicant tracking systems are tools, not gatekeepers with secret rules. Make your resume simple and clear, use honest keywords from the job description and answer questions accurately. Combine online applications with human contact. Ignore the myths, and focus on what you can control: a tailored, readable and truthful application.