In today's competitive job market, getting your CV into the hands of a recruiter might feel pretty daunting. With many companies using Applicant Tracking Systems (ATS) to sift through applications, it's important to understand how these systems work, how they impact your CV, and more importantly, how to make sure your CV document stands out.
In this blog we share some useful insights on how ATS work, how it matches you, your skills and experience to a job description and what format is best to help your CV scan accurately.
Just a note of caution, not all ATS is created equal and the functionality may vary. The system could be as simple as helping an organisation track applicants through their hiring process. Whilst the more sophisticated systems are more likely to not only send standard responses but also match CVs to job vacancies, trawl the candidate database and wider internet for good matches and even reformat the CV so the hiring manager sees all information in the same order.
That means whilst we can share a good overview, unless you know what system the recruiter is using, what functionality it has and what the recruiter has input about the job vacancy you will never know exactly how your CV performs.
However, if you follow the tips below it will mean that your CV is far more likely to scan well and it will stop you making some of the simple formatting errors that make a big impact on how well your CV scans.
What is an Applicant Tracking System (ATS)?
An Applicant Tracking System (ATS) is software that automates parts of the recruitment process, helping companies manage the high volume of job applications they receive. The ATS scans, organises and ranks applications based on the criteria set by recruiters, such as keywords, experience, skills and education. While ATS makes the hiring process more efficient for employers, it can also be a barrier for applicants if they don't know about it and their CVs aren’t optimised for the system to scan easily.
What Does an ATS Look For?
To pass through an ATS successfully, your CV needs to be designed with its scanning process in mind.
Here’s what ATS looks for when evaluating your application:
ATS compares your CV to the job description by scanning for specific keywords, phrases, and skills that match the role.
If the job description mentions skills like "project management," "collaboration," or "stakeholder management,” those terms should appear on your CV if they reflect your experience.
ATS algorithms assess the relevance of your past job titles, experience, and skills. It will look at the period of time you've been in similar roles, so year and month are important when formatting dates.
If a position requires specific degrees, certifications, or training for example, the ATS will scan your CV to ensure that you meet these qualifications.
ATS is designed to scan text only, so if your CV format is confusing or uses elements the system can't read, like images or fancy graphics, it may be unable to scan your application. If a recruiter has 30 good matches it’s unlikely they will review those CVs that the system couldn’t scan. Part of your role is to make their job easy and present your CV in an easy to read and easy to scan format.
What CV Format Works Best for ATS?
When it comes to formatting your CV, simplicity is key. ATS isn't designed to handle elaborate designs or unconventional layouts. Here’s how to ensure your CV gets through the initial scan well.
Stick to a chronological format that highlights your experience starting with your most recent role at the beginning. Avoid using CV templates with tables, columns, or images, as these can confuse ATS.
Headings like "Work Experience," "Education," "Skills," and "Training" are common in ATS systems.
Use sans serif fonts like Arial or Calibri, that is a readable size 11 or 12.
Avoid using special characters such as ‘&’.
Ensure your file is saved in the format requested as part of the application process.
Want to find out more about formatting your CV for ATS then sign up to our monthly newsletter and get a free ATS factsheet to download.
How Does ATS Match Your CV to the Job Description?
ATS works by comparing the content in your CV to the keywords and qualifications in the job description.
Here's how it does it:
ATS is programmed with the job description and key words are highlighted. It then matches these keywords to the ones in your CV. The closer the match, the higher your chances of moving to the next round.
Some advanced ATS systems can even understand the context in which keywords appear. For example, if you have "project management" listed under work experience, that may weigh more heavily than a single mention of it in a skills section.
Your CV is categorised based on how well your experience, skills, and qualifications align with the job requirements. The recruiter will then receive different lists.
CVs that have been categorised as a strong match and likely to be a good candidate to interview.
CVs that may be a good match.
CVs that don't match the requirements or don’t have the skills needed.
It is unlikely an ATS will automatically reject your application. The only time this may happen is if specific qualifying questions have been set for the role. This is likely if you are asked to answer specific questions as part of the application process before uploading your CV such as have you got a full clean driving licence, do you have the right to work in the country in question, do you have a certain level of security clearance etc.
That said if a recruiter has three lists and starts with the strong matches and finds 10 good quality candidates they may not necessarily look further in any real detail. So whilst the system isn't automatically rejecting your application it is influencing the recruiter in the order in which they view the CVs.
Further Tips for Maximising Your Success
While it can be tempting to use the same CV for every application, tailoring it to the specific job description will be key to improving your chances of success. Make sure you include relevant keywords and emphasize experience that aligns with the role.
However avoid stuffing your CV with keywords, without context. Instead, integrate them naturally into your experience and skills sections, ensuring the document still reads well.
Pay attention to the format of the document that is required. While many ATS systems can handle both PDF and .doc files, some may prefer one over the other.
ATS doesn't take kindly to typos or spelling mistakes, if you spell manager as manger it won’t pick it up as a match. Checking and double-checking your CV for any mistakes is vital as it could cost you the job.
To Summarise
The world of job applications is forever changing, and understanding how to navigate Applicant Tracking Systems is a key part of getting noticed. By creating an ATS-friendly CV that highlights your experience, skills, and qualifications it will improve your chances of landing that all-important interview.
Optimising your CV with relevant keywords, sticking to standard text based formatting, and always tailoring your application to the specific role you're targeting. This way, both the ATS and the recruiter will be able to clearly recognise your potential.
If you're still concerned about your CV content and would rather get the help of one of our CV writers, get in touch.
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