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What is Applicant Tracking System? — Definition & Guide

An Applicant Tracking System (ATS) is software that employers use to collect, sort, scan, and rank job applications automatically before human recruiters review them.

What is Applicant Tracking System?

Most large companies and many smaller ones use ATS software to manage the overwhelming volume of job applications they receive. The system scans resumes for specific keywords, qualifications, and formatting, then ranks candidates based on how well their applications match the job requirements.

Why it matters

Understanding ATS is crucial because your resume might be rejected before any human sees it if it's not ATS-friendly. Studies show that up to 75% of resumes are filtered out by ATS before reaching hiring managers, making optimization essential for job search success.

How to use it

To work with ATS effectively, use standard resume formatting, include relevant keywords from job descriptions, and save your resume in ATS-compatible formats like .docx or .pdf. Focus on matching your skills and experience to the specific requirements listed in each job posting.

Applicant Tracking System in practice

Keyword Matching

A marketing job posting mentions 'SEO' and 'content strategy' multiple times. An ATS will rank candidates higher who include these exact terms in their resume rather than similar phrases like 'search optimization' or 'content planning'.

Format Recognition Issues

Sarah's creative resume with graphics, tables, and unusual fonts gets rejected by the ATS because it can't properly read the text. Meanwhile, John's simple, text-based resume with the same qualifications passes through successfully.

Experience Filtering

An ATS is set to filter candidates with '3+ years project management experience.' Even highly qualified candidates who write '2 years and 11 months' or 'nearly 3 years' might be automatically rejected because the system can't interpret these variations.

Common mistakes

  • ⚠Using creative formatting, graphics, or unusual fonts that ATS software cannot read properly
  • ⚠Not including specific keywords and phrases from the job description in your resume
  • ⚠Submitting resumes in incompatible file formats or with complex layouts that confuse the parsing system

Applicant Tracking System and Cowrite

Cowrite helps job seekers create ATS-optimized resumes and cover letters by suggesting relevant keywords and ensuring proper formatting that passes through applicant tracking systems.

FAQ

How do I know if a company uses an ATS?+
Most medium to large companies use ATS software, especially if you're applying through an online portal or company website. If you upload your resume to a system that asks you to also fill out additional fields with your information, that's typically an ATS.
What file format is best for ATS systems?+
Microsoft Word (.docx) and PDF formats generally work best with most ATS software. Avoid formats like .jpg, .png, or older .doc files, as these may not be parsed correctly by the system.
Should I use the exact keywords from the job posting?+
Yes, when they accurately reflect your experience. Use the same terminology as the job posting rather than synonyms, but never lie about skills you don't have. Focus on naturally incorporating relevant keywords throughout your resume.
Can I bypass the ATS completely?+
While most large companies require ATS submission, you can sometimes supplement this by networking with employees, attending job fairs, or reaching out directly to hiring managers on LinkedIn. However, you'll likely still need to complete the formal ATS application process.

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What is Applicant Tracking System? — Definition & Guide | Cowrite