What is an Applicant Tracking System?
When you apply for a job or internship online, your application and materials (e.g. your resume and cover letter) are uploaded into an Applicant Tracking System (ATS), a software tool that helps companies organize, track, and manage applications. This system stores your information and allows recruiters and hiring managers to review and manage applications. The ATS can be used to search for relevant keywords, such as specific skills or job titles, to help filter and find candidates who match the job description. Hiring professionals can also use the system to contact candidates, send assessments, and schedule interviews.
There are many myths surrounding Applicant Tracking Systems that can create confusion for job seekers. Some people believe that these systems automatically reject applications, or that you need to “beat” the system with exact keywords to get noticed. Others think fancy resume designs help applications stand out, or alternatively, prevent your resume from being reviewed at all. In reality, the ATS is a tool that helps recruiters manage applications, not an automatic gatekeeper. While it’s important to optimize your resume for relevant skills and qualifications, the ATS is just one part of the hiring process, and human recruiters ultimately make the final decision about who moves forward.
Reality: Complex resume designs with intricate formatting, graphics, or unusual fonts can hinder Applicant Tracking Systems from parsing your resume correctly. Parsing refers to how the ATS extracts key information like contact details, job experience, and education. If the ATS struggles, you may need to manually enter or correct information in application fields, and it could affect how your resume is retrieved by keyword searches.
However, this doesn’t mean the recruiter won’t be able to open and read your resume – there is always a way to view your application materials. While clean, simple resumes in PDF or Word format that are easily read by both ATS and recruiters are generally recommended, creative industries may value seeing a reflection of your skills and creativity in your application materials.
Reality: There isn’t a one-size-fits-all “right” file type for resumes and cover letters. While Word documents (.doc or .docx) and PDFs are typically the safest and most common options, the application will specify if a particular file type is required. As long as your materials are accepted by the system upon submission, they will be viewable.
Different professionals may have varying preferences on file types, and opinions in the industry can differ. The key is to follow any given instructions and ensure your materials are in a clear, easy-to-read format.
Reality: Some applications include “knockout” or screening questions to assess whether candidates meet essential qualifications, such as degree requirements, years of experience, or willingness to relocate. Answering “no” to these questions may automatically disqualify an applicant, preventing a recruiter from ever seeing their application and resulting in a rejection notification being sent to the candidate.
However, ATS systems do not automatically reject resumes based on AI algorithms. Some ATS platforms use AI to analyze keywords and match qualifications, ranking applications based on relevance. While higher-ranked resumes may be reviewed first, recruiters still decide which applications to move forward.
To improve your chances when applying, focus on clearly aligning your resume with the job description by emphasizing relevant experience and skills. Attempts to “trick” an ATS, such as hiding keywords in white text, won’t work—ATS systems are designed to help recruiters, not to be outsmarted.
If you’re not hearing back from applications, the issue is likely misalignment with job qualifications, lack of clarity in your resume, or strong competition—not a failure to outsmart an AI screening.