Applying for Jobs – Applicant Tracking Systems

In recent years, preparing a job application has become much more complex. In the past, most people would:

  • Respond to an advertised job vacancy and post their printed job application to the employer.

Or

  • Make direct approaches to employers to find out if a job is coming up. Printed job applications would be delivered to the employer.

Today, technology helps employers and recruiters screen job applications. Many businesses, agencies and recruitment companies use Applicant Tracking System (ATS) software. This makes recruitment and hiring employees more efficient and cheaper. When you apply for a job online there is a strong chance that your résumé and cover letter will be screened by a robot, or ATS1.

A few years ago, mainly large organisations used ATS software, but these systems have become cheaper and free cloud based ATS options are now available. This means that medium size or even smaller organisations may use ATS software. Even when you email your résumé to an employer, it may be scanned by an ATS.

How Does ATS Software Work?

ATS software works a bit like a search on Google. With Google, you type in your search criteria and a list of results appears. You begin clicking on results and can tell within a matter of seconds if the item fits what you were looking for. If it does you’ll read further. If it doesn’t you’ll click onto the next result. The same is true with the ATS2.

It will take the ATS less than one second to review your application. Some estimate that 75% of applicants are rejected by the ATS. These job applications are not seen by a human!2, 3

The ATS will search for keywords and other criteria set by employers. It will use this information to rank applications.

ATS software varies, but it is generally unable to read:

  • Photographs
  • Infographics
  • Tables
  • Borders
  • Fancy fonts
  • Information in headers and footers
  • Shading
  • Watermarks
  • Unusual document formats – some ATS systems cannot read PDF or Mac documents. Word documents in the .doc format is best.

What Does This Mean for You?

  • Read the job advertisement carefully to identify the keywords and other criteria
  • Prepare a tailored job application that uses keywords and other criteria in the job advertisement
  • Check spelling in your job application documents. The ATS does not understand spelling errors
  • Avoid images, tables, and fancy fonts

      • 1Fraser, R. (2014, Summer). E-recruitment tools and résumé writing in the digital age. Australian Career Practitioner, 25, 20-21.

      2Kelly, G. (2017, February 14). Beating applicant tracking systems. [Video File]. Retrieved from
      https://www.youtube.com/watch?v=20fo77OhN00.

      3Herbertson, R. (2017, June 14). Beat the bots. [Webinar]. Career Development Association of Australia.