If you apply for jobs online, your resume almost certainly passes through an applicant tracking system (ATS) before a person reads it. Understanding what these systems actually do, and what they do not do, helps you write a resume that gets seen.
What is an applicant tracking system?
An ATS is software that employers and recruitment agencies use to manage hiring. It collects applications, stores candidate profiles, lets recruiters search and filter them, and tracks each candidate through stages such as screening, interview and offer. Well-known systems include Workday, Greenhouse, Lever, iCIMS, Taleo and SAP SuccessFactors, but there are hundreds of others.
How an ATS reads your resume
- Parsing: when you upload your resume, the system extracts text and tries to sort it into fields such as name, contact details, job titles, employers, dates, education and skills.
- Storing: your parsed profile is saved in the employer's database, sometimes for future roles too.
- Searching and filtering: recruiters search for keywords (for example "Python" or "CPA"), filter by knock-out questions (such as work authorization) and sort candidates.
- Ranking (in some systems): some tools score or rank applications by how closely they match the job description. How much weight this gets varies widely between employers.
Myths and facts
| Myth | Reality |
|---|---|
| "An ATS automatically rejects most resumes." | Most rejections are decisions made by people or by knock-out questions you answered. The software mainly organizes and searches. |
| "You need a special ATS template." | You need a clean, simple layout. Fancy design is the bigger risk, not the lack of a special template. |
| "Hiding keywords in white text helps." | Parsers read hidden text, and recruiters who see it will likely reject you. |
| "There is one universal ATS score." | Every system works differently, and most do not show candidates any score. |
What actually causes problems
- Complex layouts: tables, columns, text boxes and graphics can scramble the parsed text.
- Information in headers and footers: some parsers skip them, so keep contact details in the main body.
- Unusual section names: "Where I've Been" instead of "Experience" can confuse field mapping.
- Image-based PDFs: a scanned resume contains no readable text at all.
- Missing keywords: if the recruiter searches for "account management" and your resume only says "client relationships", you may not appear.
What is an ATS score?
"ATS score" usually means one of two things:
- An employer-side match score: some applicant tracking systems rank applications by how closely they match the job description. Candidates normally never see this number, and every system calculates it differently.
- A checker score: online resume checkers, including our free Resume Analyzer, estimate how readable and well-matched your resume is. These scores are useful checklists, not a copy of any employer's system.
So there is no official or universal "good" ATS score. Use a checker to find concrete problems (missing contact details, unreadable layout, missing keywords), fix them, and stop chasing a number.
How to check your resume's ATS score with a job description
- Copy the full job description, including requirements.
- Open the Resume Analyzer, upload your PDF or DOCX and paste the job description.
- Review the missing keywords and add only the ones you genuinely have, in context.
- Fix the highest-priority issues first, then check again.
How to work with an ATS
- Use a single-column layout with standard headings.
- Save as a text-based PDF or DOCX (follow the employer's instructions).
- Mirror the important keywords from the job description that honestly describe you; see our guide to ATS keywords.
- Write out abbreviations once: "Certified Public Accountant (CPA)".
- Fill in the application form carefully; those fields are often what recruiters filter on.
Frequently asked questions
Do small companies use an ATS?
Many do, often through job boards or HR software that includes basic applicant tracking. Very small employers may still read emailed resumes directly.
Is PDF or Word better for an ATS?
Modern systems handle both. A text-based PDF keeps your formatting; use DOCX if the employer asks for it or if the upload form recommends it.
Can I see how an ATS parsed my resume?
Sometimes. Many application forms auto-fill fields from your resume; if the result is messy, your layout is probably too complex.
Conclusion
An ATS is a filing and search system, not a robot judge. Keep your resume simple and readable, use the right keywords honestly and fill in applications carefully. Then make sure your resume reads well for the human who opens it next.