A Job Seeker’s Guide to the Basics of ATS Software – What is an Applicant Tracking System [ATS] and Why is it So Important for You?
We all know that submitting an online application is a pretty straightforward process. First, you carefully review information about the position. Next, with the hiring team in mind, you do your best to represent yourself on paper, highlighting your relevant strengths, skills, and experience. Then, you compile and design it with what you think is a savvy looking document. Finally, you send your application to the company and voila! 3 weeks later you’re offered the job! Simple as that, right?
While a resume is all about making a good impression on the hiring team – there’s often an important part of the hiring process that many people overlook.
What happens before that recruiter or hiring manager lays eyes on your application? How do we know which resumes will make it to the top of their pile?
This process is mediated by an automated software called an applicant tracking system (ATS). Don’t worry – the robots aren’t taking over! Your resume will eventually reach its human audience. An applicant tracking system is just going to influence when, and how, that audience will read it.
Here’s what you need to know about how applicant tracking systems work, and why they matter to you – the applicant.
What is ATS Software?
Let me first preface that you should make every effort, above all, to make an outstanding impression with your resume on its “human” reader. Before that happens, however, you’ll need to make a good impression on an applicant tracking system. Simply speaking, an ATS is a database for collecting, organizing, and accepting mass amounts of online applications as well as managing the entire candidate “experience” while interacting with the company.
Greenhouse ATS Dashboard
If you’ve ever been in sales, it’s essentially the same thing as a CRM system (like Salesforce), except it’s for job candidates. Greenhouse, Lever, and BambooHR are some common ones but companies (like Google) can create their own. When it’s all said and done, they are a useful resource for sorting through applicants, filtering out those who best meet the desired criteria, and documenting prior and on-going candidate communications. Additionally, depending on the company, matching and scanning features can be used, although this is not always the case (more on this later).
Why Do Companies Use This Software?
Most large and small companies rely on ATS software, and not only when it comes to judging new applicants. It’s also the interface for resumes submissions that are filed for future reference, offering accessible and organized storage.
In addition, ATS software facilitates external job postings on sites like Indeed and LinkedIn as well as application submissions for in-house candidates.
In fact, the entire corporate hiring process hinges on applicant tracking systems. According to Jobscan, “99% of Fortune 500 companies use applicant tracking systems.”
ATS software is also an easy way for companies comply with the U.S. Equal Employment Opportunity Commission’s hiring guidelines. The bottom line is that ATS software saves companies time, money, and effort.
How Does an ATS Work? And Where Are the Robots?
So, you submit your application on a form through a company’s website. What happens next? Typically, this application form is part of the ATS. As your application enters the system’s database, it is sorted by predefined rules that the company established for the job description based on certain keywords.
These keyword “rules” relate to the job in question, the listed qualifications on the posting, and predetermined factors chosen by the hiring manager or team.
If your resume has keyword “matches” then the ATS algorithm “robot” will pick it up and subsequently rank your resume – which is another algorithm all on its own. However, it’s not a perfect system as syntax is nuanced as hiring teams don’t enter in all permutations of the keyword syntax so the “keyword rules” the hiring team defined sometimes are inaccurate. This is why I stress on not trying to “game” the applicant tracking systems. If you focus too much on them, it will end up costing you valuable time in your search when you should be networking or creating collateral material.
Furthermore, some ATS software offers additional features, such as a preprogrammed response that is sent out based on those keyword results. Additionally, qualified applicants may receive an automatic scheduling request for an interview. To the frustration of hardworking job-seekers, some ATS can also instantly bury applications due to insufficient keyword results.
Not to despair! Plenty of hiring professionals search beyond the top applicant as the software is not always accurate (described in the “syntax” above). Most seasoned recruiters know this and do their best to take a quick look at every incoming application or even “mine” the database for exceptional resumes. An ATS ranking helps to determine just how quickly they look at your resume, if at all. Now you know the answer to “What is an applicant tracking system and why it’s super important for you to know how to use it to your advantage in your job search!
Applicant tracking systems also track how and when posted positions get filled. Similar postings (with overlapping qualifications and keywords) are taken into account when your application is stored on file. The ATS also keeps valuable analytics to track and refine this process. The database of prior applicants is an important resource for finding the right fit when the time comes.
Your Application Vs. the Applicant Tracking System
If you were a strong contender for a job but got beat out by another applicant, there are a few possibilities to consider. Maybe that company’s ATS recognizes you as an asset, ranking your resume at “the top of the pile” for future opportunities. Or, maybe your application ended up in the blind spot of an automated process. If you never heard back, this could be the case.
The truth is, you may have been a great fit for that job. But if your application didn’t align with that algorithm, it might’ve been eclipsed by others that did. ATS software is a highly effective tool, but the ranking feature doesn’t always favor every worthy candidate. So, how do you make sure your application gets the attention it deserves?
Resume and Online Application Optimization
Here are some resume and online application best practices to make sure your application is given a fair shake:
- Customize the language in your resume to reflect the job description – that’s where those keywords come into play
- Use a conventional resume format, font, section headings, etc. – don’t try to get fancy (no tables!). Keep it straightforward so the algorithm can interpret its content
- Don’t overdo it with the keywords – a transparent attempt to “beat the system” doesn’t look good when it reaches an actual human being
Optimizing your online application is a precaution, not a viable strategy in and of itself. Please don’t over-index on what the “robots” think or see! At the end of the day, a human will still view your resume at some point.
But it’s a good practice, regardless of the ATS, that your resume is tailored to the job you’re applying for and ATS is an important factor to keep in mind. I always stress that specific, relevant language and easy-to-understand formatting are top priorities.
In addition to online application optimization, you can hire an Ideal Career Coach ATS expert to review and update your resume and LinkedIn account. We’d love to help you out!
Let the Applicant Tracking Software Help You
Next time you apply online, remember that the ATS can help you reach your human audience. You can’t trick the algorithm into favoring your keyword-stuffed resume – trust me, that won’t work out. A human being will be reading it at some point, and that’s the impression that matters most.
You can make sure your resume isn’t ranked poorly due to language or formatting choices. Pay close attention to the job description in the posting. Consider what the best applicant tracking system will see in your resume. That’s the way to make sure you land that interview!
