Applicant Tracking System: Learn How To Optimise Your Resume

Ever applied for countless jobs and never heard back? You’re not alone. Many candidates don’t realise their Curriculum Vitae (CV) is being screened by an Applicant Tracking System (ATS) before a human even sees it. If your resume isn’t optimised, it might get rejected before reaching a recruiter’s desk. 
 

Understanding how an Applicant Tracking System works can highly enhance your chances of landing an interview. By using the proper format, keywords, and structure, you can ensure your CV gets through automated filters and directly to Hiring Managers. In this blog, we’ll show you exactly how to optimise your resume for ATS success. Let’s dive in!

What is an Applicant Tracking System? 
 

Consider this scenario: A recruiter faces 300 applications for a single position. Overwhelming, right? That's where an ATS comes in – the digital recruitment assistant that transforms hiring processes. This sophisticated software helps organisations streamline their recruitment by scanning, sorting, and ranking job applications based on how well they match the job requirements. 
 

Think of it as a highly efficient digital filing cabinet that can read CVs, parse information, and determine potential superstar employees. But unlike a human recruiter, it follows strict rules and patterns – which makes understanding its functionality crucial for job seekers. 
 

Most candidates simply don't understand how to optimise their applications for these systems. However, with the right knowledge and approach, these odds can be significantly improved. 

How Does an Applicant Tracking System Work?

An ATS functions like a digital assistant that accelerates the hiring process. Here’s how it operates:

a) Resume Parsing: When candidates apply, the ATS uploads and scans their resumes. It extracts key details such as contact information, experience, education, and relevant skills.
 

b) Candidate Screening: It filters applicants using preset criteria like qualifications, location or experience. It ensures only the most suitable candidates move forward.
 

c) Job Posting and Distribution: Recruiters can publish job openings to multiple platforms like job boards, social media, and internal sites directly from the ATS.
 

d) Applicant Interaction: The ATS streamlines communication through automated emails, scheduling tools and personalised updates. This keeps the candidates informed and engaged.


e) Candidate Management: It centralises the candidate data, allowing recruiters to track application stages, manage profiles and collaborate with hiring teams.


f) Interview Coordination: The built-in scheduling tools simplify interview planning. This reduces conflicts and improves the candidate experience.


g) Insights and Analytics: Advanced reports provide metrics such as time-to-fill, best candidate sources, and diversity data, helping organisations refine recruitment strategies and make better decisions.

Types of Applicant Tracking Systems

Here are the main types of Applicant Tracking Systems:

1) Basic Applicant Tracking Systems

These ATS platforms offer essential recruitment features and are ideal for small businesses or teams with low hiring volume. They usually include simple tools for posting jobs, collecting applications, and tracking candidate progress through basic stages.

2) Enterprise Applicant Tracking Systems

Enterprise-level ATS solutions are built for organisations that hire at scale or manage complex recruitment workflows. They offer custom pipelines, automation rules, advanced reporting, system-wide integrations and multi-team collaboration features.

3) Industry-specific Applicant Tracking Systems

Some ATS platforms are designed for particular industries such as healthcare, retail, or hospitality, where hiring processes require specialised compliance checks, shift-based roles, or niche skill matching. These systems address the unique needs of those sectors.

4) Open-source Applicant Tracking Systems

Open-source ATS platforms allow full customisation, enabling organisations to tailor features, workflows and integrations to meet unique requirements. They’re ideal for companies with strong IT capabilities or highly specialised hiring processes.

5) Recruitment CRM-based ATS

This type combines an ATS with candidate relationship management capabilities. Beyond tracking applicants, these systems help build long-term talent pipelines, engage passive candidates and maintain communication throughout the hiring cycle.

6) Mobile Applicant Tracking Systems

Mobile-optimised ATS platforms focus on flexibility and speed. They offer mobile-friendly application processes for candidates and allow hiring teams to review profiles, schedule interviews and communicate directly from mobile devices.

Things to Consider While Selecting an Applicant Tracking System (ATS)

While the Applicant Tracking System streamlines the whole hiring process, there are some vital points you need to keep in mind when harnessing its power. Consider the following:  

1) Align Investments with Organisational Capabilities

a) Assess current recruitment volume and hiring needs 

b) Analyse budget limits and expected Return on Investment (ROI)

c) Evaluate team size and technical skill levels 

d) Consider long-term scalability requirements 

e) Identify training needs and resource availability

f) Plan implementation timelines and migration processes

2) Identify the Problem That Requires Resolution

a) Review existing recruitment bottlenecks

b) List essential ATS features required for improvement

c) Check integration needs with current systems

d) Assess reporting and analytics expectations

e) Ensure compliance and security standards are met

f) Identify potential user adoption challenges

3) Evaluate Your IT Infrastructure

a) Check compatibility with your current technology stack

b) Confirm security and data protection requirements

c) Ensure full General Data Protection Regulation (GDPR) compliance

d) Verify integration capabilities with Human Resources Information System (HRIS) systems

e) Review backup and disaster-recovery plans

f) Clarify system maintenance and update procedures
 

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Benefits of an Applicant Tracking System (ATS) for Candidates 

Just like any Business Software, the advantages of an  Applicant Tracking System depend on user needs. However, certain benefits remain universal:

1) ATS Filters Applicants to Identify the Most Suitable Candidates

Manually scanning applications can be extremely time-consuming. An ATS automates this by using keywords and filters to spotlight the suitable candidates and flag potential issues. This helps the hiring teams focus only on qualified individuals, thus saving hours of repetitive work.

2) ATS Provide Clearer Visibility of Candidates

Instead of juggling multiple job sites, recruiters can manage all the applications within a single system. ATS software helps with seamless comparison, status updates and communication. This reduces any risk of losing track of candidates and saves valuable time.

3) ATS Lowers Cost-per-hire and Time-per-hire

More than 99% of Fortune 500 companies use ATS solutions to streamline their recruitment process. They can reduce hiring cycles and translate into substantial savings for large-scale recruitment efforts.

4) ATS Support Greater Diversity and Inclusion

Modern ATS tools use AI-driven assessments to minimise the risks of unconscious bias. This promotes fair hiring and encourages diversity of thought and background. These are key drivers of innovation and long-term organisational success.

5) ATS Shortens the Hiring Timeline

In a competitive job market, speed is necessary. An ATS enables recruiters to manage all the applications, shortlist more efficiently and make faster hiring decisions. This ensures that the top candidates aren’t lost to faster-moving competitors.

6) ATS Enhance the Candidate Experience

A transparent and well-communicated hiring process leaves a positive impression. Even those candidates who aren’t hired are more likely to speak favourably about the company. This could boost employer branding and increase reapplication rates for future opportunities. 

How to Optimise Your Resume For the Applicant Tracking System (ATS)?

Here are a few key steps to follow when optimising your resume for ATS:  

Learn how to optimise your resume for ATS 

1) Use Standard Section Headings 

a) Choose conventional headers like "Work Experience" instead of creative alternatives 

b) Maintain consistent heading hierarchy throughout 

c) Use clear, recognisable section titles 

d) Avoid industry jargon in section headings 

e) Include all standard sections (Education, Experience, Skills) 

f) Ensure proper spacing between sections 

2) Tailor Each Resume 

a) Analyse the job description for key terms 

b) Include relevant industry-specific keywords 

c) Match skills to the exact job requirements 

d) Use both abbreviated and full versions of terms 

e) Incorporate company-specific language where appropriate 

d) Maintain a natural flow while including keywords 

3) Use an Online Tool to Check Your Resume 

a) Test regularly with ATS simulation tools 

b) Compare different versions of the CV 

c) Verify keyword optimisation and density 

d) Check formatting compatibility 

e) Review for potential parsing errors 

f) Analyse overall ATS compatibility score 

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4) Stick to Standard Fonts 

a) Choose from Arial, Calibri, or Times New Roman 

b) Maintain consistent font size throughout 

c) Use bold and italic sparingly 

d) Avoid underlines and special characters 

e) Keep text alignment simple 

f) Ensure proper line spacing 

5) Avoid Headers and Footers 

a) Place all contact information in the main body 

b) Remove automatic page numbering 

c) Eliminate custom headers and footers 

d) Keep all content in the main document area 

e) Use simple page breaks if necessary 

f) Maintain consistent margins throughout 

6) Use Simple Formatting 

a) Avoid tables and text boxes for layout 

b) Skip graphics, images, and charts 

c) Use standard bullet points only 

d) Stick to basic formatting options 

e) Keep paragraph formatting consistent 

f) Use clean, simple layouts 

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The Future of Applicant Tracking Systems 

The landscape of Applicant Tracking Systems (ATS) is undergoing essential transformations, driven by advancements in technology. Here are some key trends and developments to look out for: 

a) Integration of AI and Machine Learning: Future ATS will leverage advanced Artificial Intelligence (AI) and Machine Learning (ML) to not only screen CVs but also predict candidate success, identify skill gaps, and suggest development opportunities. 

b) Enhanced Matching Algorithms: Sophisticated algorithms will improve the accuracy of matching candidates to job roles, making the recruitment process more efficient. 

c) Innovative Assessment Methods: Platforms will incorporate video interviews and gamified assessments to evaluate candidates in a more dynamic and engaging manner. 

d) Predictive Analytics: These systems will use historical data and pattern recognition to forecast which candidates are likely to excel in specific roles and even suggest tailored interview questions. 

e) Candidate-centric Features: Future ATS will focus more on the candidate experience, offering personalised career development suggestions, skills gap analysis, and custom learning pathways. 

f) Chatbots and Instant Feedback: The use of chatbots will become more prevalent, providing candidates with immediate feedback and guidance throughout the application process. 

g) Virtual and Augmented Reality: Virtual Reality (VR) and Augmented Reality (AR) technologies will allow candidates to take virtual tours of workplaces or complete simulated tasks, enhancing the assessment of their skills and cultural fit. 

Conclusion 

Mastering the Applicant Tracking System (ATS) optimisation proves essential in today's competitive job market. Following certain instructions significantly increases your chances of advancing past the digital screening stage. Success lies in balancing ATS-friendly formatting with your unique professional narrative. 

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