Ever feel like you’re sending your CV into a black hole?
You spend hours perfecting it, hit ‘apply’, and then… nothing. It’s a common frustration for many jobseekers, and sometimes, the culprit is an Applicant Tracking System, or ATS for short.
Applicant tracking systems are a popular tool for recruiters, allowing them to sort and filter candidates. But what does this mean for your application, and how can you make sure your CV gets past the digital gatekeeper and into the hands of a human?
Don’t worry – we’ve got you covered. Here’s everything you need to know about what an ATS is, how it works, and how to optimise your CV to beat the bots and land that interview:
“To get past an Applicant Tracking System (ATS), your CV needs to be both smart and simple. Use keywords from the job description to show you’re a match and avoid overly complex formatting that could confuse the system. Stick to a clean, professional layout, and save your CV in a compatible format like .docx or PDF. It’s all about making sure your skills get seen by both the software and the people behind it.”
Adam Norris, Senior Area Manager | Reed
What is an ATS (applicant tracking system)?
ATS stands for Applicant Tracking System.
It’s a type of software, also known as a candidate tracking system or applicant tracking software, that employers use to manage job applications more effectively.
It works by scanning each CV submitted for a role, using keyword tracking to find candidates who have the essential skills and experience needed. The system then ranks applicants in order of suitability. For example, if a certain qualification is a must-have for a job, an ATS would filter out any candidates who don’t list it on their CV.
Why do employers use applicant tracking systems?
The main reasons employers use an automated tracking system are speed and organisation. With some popular roles attracting vast numbers of applications, it’s just not practical for a recruiter to read every single one in detail.
An ATS makes the process quicker and easier by:
- Filtering candidates: The system automatically filters and ranks CVs, allowing recruiters to quickly see the most relevant applications.
- Organising applications: It provides a structured way to keep track of all candidates for a specific role and across the company.
- Speeding up hiring: By automating the initial screening, companies can reduce the time it takes to hire, which is better for them and for you.
Given these benefits, it’s no surprise that ATS systems have become an invaluable tool for businesses across the UK.
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How do applicant tracking systems work?
When a recruiter uses an ATS, they set up searches using keywords specific to the job they’re hiring for. This is similar to how you might search for a job on Reed.co.uk.
For example, if they’re hiring a Social Media Manager, they might search for keywords like ‘social media’, ‘content creation’, ‘SEO’, or specific platforms like ‘TikTok’ and ‘Instagram’. Or, if a particular qualification is essential, like a CIPD qualification for an HR role, the ATS can specifically look for that.
The search covers your entire CV, from your personal statement to your work experience and education. Some ATS systems then score and rank candidates based on how well their skills and experience match the job description.
A key feature of these systems is their ability to store CVs long-term. This means that even if you’re not the right fit for the role you applied for, your CV could be found later for a new vacancy that’s a better match. So, a well-optimised CV can keep creating opportunities for you down the line.
Will an ATS stop a recruiter from seeing my CV?
It’s a common concern that an ATS might unfairly reject a perfectly good candidate. While these systems filter applications, they don’t entirely replace the human part of the recruitment process – contrary to popular myths.
The purpose of an ATS is to help recruiters manage their workload by ranking candidates. As long as your CV is well-tailored to the role, you shouldn’t have to worry about being filtered out. Once the system presents the top-matching candidates, a recruiter still needs to read through those CVs to decide who to invite for an interview.
Recruiters will often run several keyword searches to find the right people, so it’s not a one-shot-and-you’re-out situation. The key is making sure your CV contains the right information for the system, and the human, to see.
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How do I get my CV past an ATS?
Getting your CV past an automatic tracking system isn’t about tricking the software. It’s about making your CV as clear, relevant, and easy to read as possible for both bots and humans.
Here are our top tips to optimise your CV for an ATS:
1. Mirror the job description
This is the most important step. Carefully read the job description and identify the key skills, qualifications, and responsibilities. Use these exact keywords and phrases throughout your CV, especially in your work experience and skills sections. If the job ad asks for a ‘Project Manager with PRINCE2 certification’, make sure those words appear on your CV.
2. Use simple formatting
Fancy formatting might look nice to the human eye, but it can confuse an ATS. Stick to a clean, professional layout.
- Avoid using tables, columns, text boxes, headers, and footers.
- Use standard section headings like ‘Work experience’, ‘Education’, and ‘Skills’.
- Choose a professional and easy-to-read font like Arial, Calibri, or Times New Roman.
- Use bullet points to list your accomplishments – they’re easy for both software and recruiters to scan.
3. Spell out acronyms
Don’t assume an ATS will know what an acronym means. For the first mention, write out the full term and then put the acronym in brackets. For example, ‘Association of Accounting Technicians (AAT)’. Afterwards, you can just use the acronym. This ensures the system picks up the keyword, regardless of which term it’s searching for.
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4. Save your CV in the right format
Pay attention to the file format requested in the job application. Most ATS systems work best with .docx files. While PDFs are great for preserving your layout, some older systems can struggle to read them. Unless a PDF is specifically requested, a Word document is often your safest bet. And, never use image files like JPEGs or PNGs.
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5. Be consistent with dates
Use a standard and consistent format for dates of employment or education, for example, ‘September 2021 – Present’ or ’10/2021 – Present’. Stick to one format throughout your CV to avoid confusing the system.
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Frequently asked questions
Here are some quick answers to common questions about applicant tracking systems.
What is another name for an applicant tracking system?
Applicant tracking systems are also known as candidate relationship management systems, candidate tracking systems, applicant tracking software, or simply ATS systems.
What’s the difference between an ATS and a CRM?
While an ATS is focused on managing applications for specific job openings, a Candidate Relationship Management (CRM) system is used for building and maintaining a pipeline of potential candidates for future roles. Recruiters use CRMs for more proactive sourcing and engagement. Many modern platforms combine features of both.
How do I know if a company is using an ATS?
It’s safe to assume that most medium to large companies use some form of applicant tracking system, especially if you’re applying through their online portal. If the application process involves filling out a form field-by-field, you’re almost certainly interacting with an ATS.
Should I use a creative CV format?
For most roles, especially in corporate sectors, it’s best to stick to a traditional, ATS-friendly format. Creative formats with lots of graphics and unconventional layouts can be difficult for an ATS to parse. If you’re in a creative industry like design, you might consider having two versions of your CV: a simple one for online applications and a more creative one to share directly with hiring managers or as a portfolio.
Final thoughts
Understanding how to navigate an applicant tracking system is a crucial skill in today’s job market.
By optimising your CV with the right keywords and a clean format, you significantly increase your chances of getting noticed by recruiters.
Remember, the goal is to create a CV that works for both the software and the hiring manager. Think clear, think relevant, and think like a recruiter.
Ready to put these tips into action? View all available jobs now.
