How to be successful in an applicant tracking system

More and more employers are using Applicant Tracking Systems (ATS). Understanding how they work should be a crucial part of anyone’s job search. Why? Picture this: You’ve spent hours perfecting your application, proofreading it meticulously, and you’re feeling confident that your skills and experience will shine. But the wait stretches on, and that hopeful optimism starts to fade… The interview you were sure was coming never arrives. So, where did things go wrong? The issue might have nothing to do with you. In fact, it could be that your application never even made it to a human!

Applicant Tracking Systems (ATS) help employers manage the overwhelming volume of applications they receive. If your application isn’t optimised for ATS, it might never make it to a recruiter’s desk. In this article, we’ll explain why ATSs are used and how you can optimise your applications to increase the chances that they will be picked up by the ATS and passed on to the recruitment team.

What is an applicant tracking system (ATS)

Submitting a job application has become easier than ever, but this also means job postings can attract a high volume of applicants. This can overwhelm recruiters, which is where Applicant Tracking Systems (ATS) come in. ATS is software used by recruiters and employers to manage the large number of applications they receive. The system filters applications based on criteria set by the recruiter, such as keywords, qualifications, and relevant skills.

ATS significantly reduces the time recruiters spend sifting through applications, but it also means that many CVs never get read by a human. This is the challenge job seekers face: if your CVs isn’t optimised for the system, it may never make it past the filter.

To avoid this, it’s important to consider how ATS reads your application. Ensure your CV is formatted properly and includes relevant keywords. There are various online CV-scanning tools available that simulate the ATS process and help you assess whether your CV is likely to pass through the system. These tools provide feedback on what the ATS will pick up from your application, ensuring it’s both readable and relevant.

It’s important not to view ATS as a tool designed to block out applications. In fact, ATS helps streamline the recruitment process by automating tasks like scheduling interviews and providing recruiters with valuable data about candidates. This enables recruiters to manage high volumes of applicants more efficiently and keep communication flowing smoothly with potential hires. While a rejection email is never ideal, it’s often better to know outright than be left hanging for weeks.

When are they used?

Large organisations are more likely to use ATS than smaller ones, but don’t assume that’s always the case. A medium-sized organisation might consider using an ATS, especially if they’re expanding and recruiting for a competitive role. Charities and governmental bodies may also use ATS to streamline their recruitment process.

ATSs are typically integrated into the early stages of hiring, acting as the first filter before a recruiter manually reviews applications. For roles that attract hundreds of applicants, an ATS helps recruiters quickly identify candidates who best match the job criteria, saving both time and resources. However, even in smaller hiring pools, organisations may use ATS to ensure a standardised and efficient selection process.

If you think about it, ATS can help you save time too. By ensuring your application is truly a good fit for the role, you can decide to quickly move onto another vacancy if you find during the write-up that your skills and experience don’t align quite as well as you might have thought. Also, if your CV does get picked up by and ATS and you end up with an interview, you can be confident that you’re in a good position to demonstrate why you’re a good match for the role.

What do they look for?

ATS filter applications based on keywords, qualifications, and relevant experience set by recruiters. The system scans for specific job-related terms, industry skills, and required certifications. While the exact criteria will vary by employer, matching your application to the job description improves your chances of passing the ATS filter.

What to include on your application to be successful in an ATS

If you want your CV to be picked up by an ATS, it’s important to think of it as being read by a computer. That means it needs to be formatted as clearly as possible to avoid ambiguity.

Here is some advice on building an ATS-friendly CV:

• Mirror the job description: While we’d always recommend a thorough read of a job description, it’s even more important when ATS comes into play. Use key terms and phrases, particularly those relating to essential skills or qualifications.
• Customise your applications: This does mean taking more time for each application, but it’s often worth it. Think about it – it’s best sending off a few well-crafted applications that will grab the attention of an ATS and human, than dozens of generic CVs that might not stand out to either.
• Use standard job titles: Make sure you use common words to describe your previous experience so that it’s easy for the ATS to recognise it.
• Keep it readable: Avoid using tables, images, or graphics unless the application specifically asks for it as it could confuse the software. Select an easy-to-read familiar font like Calibri.
• Use headings: These can be an excellent way to highlight all of your skills. Ensure your CV lists any certifications that align with your industry.
• Submit in the right file format: ATS generally work better with .docx files (Word documents are generally saved in this format).

Summary of tips

Don’t let ATS hold you back in your job search. Use it to your advantage! Make sure you read the job description carefully. While this is something we’d always recommend, the increase in use of ATS makes this more important than ever. We’d also recommend keeping things simple: use common words and avoid overcomplicated formatting. By avoiding complexity, you’re helping the ATS understand you. And finally, proofread thoroughly. Spelling or grammatical errors could make the ATS misunderstand some key information.

Now that you know how to optimise your job applications, start applying for jobs today!

This article was written by Lucy Hulton.

Last updated on 10 September 2025