Understanding how ATS Systems work and how to beat them
If you’ve ever applied for roles and not heard back, you’re not alone – and it doesn’t always mean you’re not a strong candidate.
Many applications are now reviewed (at least initially) by technology before a recruiter ever sees them. Understanding how this works can make a real difference.
How ATS systems actually work
An Applicant Tracking System (ATS) is software used by employers and agencies to manage applications efficiently – especially when there are high volumes.
Here’s what typically happens when you apply:
1. Parsing your CV
The system scans your CV and breaks it down into structured data:
- Work experience
- Job titles
- Skills
- Qualifications
This is why formatting matters – if the system can’t read it clearly, important information can be missed.
2. Matching against the job
The ATS compares your CV to the job description:
- Keywords (skills, tools, experience)
- Job titles
- Level of experience
3. Filtering and ranking
Applications are then:
- Scored or ranked
- Grouped into “strong match”, “possible match”, or “not suitable”
In many cases, recruiters will only review the highest-matching applications first.
Research suggests around 75% of CVs are screened by technology before a human sees them, and 90% of employers use automated filtering at this stage.
Automation vs AI in recruitment (what’s the difference?)
These terms are often used interchangeably – but they’re not the same.
Automation (rule-based):
- Follows set instructions (e.g. “must have 2 years’ experience”)
- Filters or sorts applications
- Fast, consistent – but not flexible
AI (more advanced):
- Looks for patterns, not just keywords
- Can assess transferable skills and career progression
- May rank candidates based on predicted fit
In reality, most systems use a combination of both.
- Around 87% of companies now use AI in recruitment
- 93% of recruiters use an ATS overall
But here’s the important part:
Even the most advanced systems are still tools – not decision-makers. Human recruiters are still involved, especially at shortlist and interview stage.
How keywords really work
Keywords are one of the biggest factors in whether your CV is surfaced.
But it’s not about “stuffing” your CV – it’s about alignment.
What counts as a keyword?
- Job titles (e.g. “Customer Service Advisor”)
- Skills (e.g. “CRM systems”, “Excel”, “stakeholder management”)
- Qualifications or certifications
- Industry-specific terminology
How many keywords do you need?
There’s no fixed number – but:
- Too few → your CV may not match
- Too many → it can look forced or repetitive
Why keywords are specific
Keywords are used to narrow large applicant pools.
That means small wording differences matter.
For example:
- “Customer support” vs “Customer service”
- “Revenue growth” vs “sales increase”
If your wording doesn’t match the job advert, you may not appear as a strong match – even if your experience is relevant.
What about keyword density?
- Relevance matters more than repetition
- Natural use across your CV (especially in your experience) is key
- Avoid copying the job description word-for-word
Top tips to help your CV get seen
1. Mirror the job description (carefully)
Use the same language as the advert – especially for:
- Job titles
- Core skills
- Tools or systems
This helps the system recognise your relevance.
2. Keep formatting simple and ATS-friendly
Avoid:
- Tables
- Text boxes
- Graphics or icons
Stick to:
- Clear headings (e.g. Work Experience, Education)
- Standard fonts
- Logical structure
Some systems struggle to read complex layouts.
3. Be specific about your experience
Instead of:
- “Handled customers”
Try:
- “Managed high-volume customer service queries via phone and email”
This improves both keyword matching and human impact.
4. Focus on relevance, not volume
Tailor your CV for each role where possible:
- Highlight the most relevant experience
- Bring key skills higher up
A generic CV is less likely to rank highly.
5. Include both hard and transferable skills
Especially if you’re changing sectors:
- Communication
- Problem-solving
- Organisation
- Stakeholder management
More advanced systems (and recruiters) will look for these.
6. Don’t forget the human reader
Your goal isn’t just to “pass the ATS” – it’s to progress beyond it.
Once your CV is seen by a recruiter, they’re looking for:
- Clear career story
- Evidence of impact
- Personality and motivation
👉 The best CVs balance both:
- Optimised for systems
- Engaging for people
Key Takeaways
If you’re applying for roles and not hearing back, it’s not always a reflection of your ability.
Technology plays a bigger role than many candidates realise – but with a few adjustments, you can significantly improve your chances of being seen.
And once you are seen – that’s where your experience, personality, and potential really come into play.
