What is an ATS?
An Applicant Tracking System is software that companies use to receive, parse, and manage job applications. When you submit a resume online, an ATS stores it, extracts structured data (name, contact details, work history), and often ranks or filters candidates based on keyword matches against the job description.
Popular ATS platforms include Workday, Greenhouse, Lever, iCIMS, Taleo, and SuccessFactors. Each has its own quirks, but the basics of parsing are consistent enough that a well-formatted resume works across all of them.
What ATS software actually does
- Extracts your contact information and stores it in the candidate profile.
- Breaks your resume into structured fields — jobs, education, skills.
- Scores the resume against the job description based on keyword matches.
- Surfaces the resume to a recruiter with parsed fields displayed alongside.
- Frequently keeps the original file so a human can review it if needed.
The parsing step is where resumes fail. If your resume has a table, an icon-based contact section, or a text layer embedded in an image, the ATS may not extract anything at all.
Formatting rules that matter
- Single column layout. Multi-column layouts confuse most parsers.
- Standard fonts. Arial, Calibri, Helvetica, Times New Roman, Georgia.
- Standard section headings. "Work Experience" beats "Where I've Been."
- No tables, text boxes, or images for content that matters.
- No headers or footers for contact info — parsers often ignore them.
- Save as a text-based PDF. Never export as an image or scan.
- No special characters for bullet points. Use a plain hyphen or a standard bullet.
- Simple dates in a consistent format: Jan 2022 – Present, not 01.22–now.
Keywords: the heart of the matter
Recruiters search ATS databases with the same phrases that appear in the job description. If your resume uses different words for the same thing, you won't show up. To improve your keyword coverage:
- Copy the job description into a plain text file.
- Highlight recurring nouns — skills, tools, methodologies, certifications.
- Add these keywords to your skills section and naturally weave them into experience bullets.
- Match the exact phrasing where it makes sense. If the description says "project management" and you would write "managing projects," use both.
- Use both spelled-out and acronym forms of key terms: "Search Engine Optimization (SEO)."
Section headings ATS software expects
- Work Experience, Professional Experience, or Experience
- Education
- Skills or Core Competencies
- Certifications or Licenses
- Projects
- Summary or Professional Summary
You can add creative headings for sections the ATS ignores, but keep the main sections boring and standard.
Testing your resume
Before you submit, do three quick checks:
- Copy the entire text of your exported PDF and paste it into a plain text editor. If the sections come through in order and words are readable, parsing should work.
- Search for one of your company names in the pasted text. It should be there.
- Open the PDF in a browser's built-in viewer, not just your desktop reader. Confirm the text is selectable.
Frequently Asked Questions
Do all companies use an ATS?
Most mid-size and large companies do. Smaller companies and startups often review applications manually, but an ATS-friendly resume is still easier to read and works just as well for humans.
Can an ATS reject my resume automatically?
Some systems auto-reject when the parsed score falls below a threshold, but most flag candidates rather than reject them. That said, a resume that fails to parse cleanly is far less likely to be reviewed.
Do fancy templates hurt my chances?
Yes, if they use tables, columns, or graphics that contain important text. The visual design doesn't need to be dull, but the underlying structure has to be simple and text-based.
Should I use a PDF or a Word document?
PDF is safest and preserves formatting. Some ATS systems handle Word files better, so if the application portal explicitly asks for a .docx, follow that instruction.
How many keywords should I include?
Enough to cover the main requirements of the job without stuffing. If a term appears in the job description three or more times, it should appear at least once in your resume.