{"id":1481,"date":"2022-09-29T15:00:42","date_gmt":"2022-09-29T19:00:42","guid":{"rendered":"https:\/\/theforage.wpengine.com\/?p=1481"},"modified":"2024-03-22T12:32:54","modified_gmt":"2024-03-22T16:32:54","slug":"applicant-tracking-system","status":"publish","type":"post","link":"https:\/\/theforage.wpengine.com\/basics\/applicant-tracking-system","title":{"rendered":"What Is an Applicant Tracking System? Your Questions Answered by the People Who Use Them!"},"content":{"rendered":"\n

You\u2019ve probably seen the stats that say a majority of resumes are screened out<\/a> by the applicant tracking system (ATS) and never seen by a human. Or you\u2019ve heard that if you don\u2019t use enough of the right resume keywords<\/a> throughout your application, it will sink to the bottom of the pile. <\/p>\n\n\n\n

The fact is these aren’t facts, yet these ATS myths persist. That may be because there’s a tiny kernel of truth to them. For example, keywords can play an important role in your job search, just not in the way you might think! Today, we’re separating fact from fiction to help you understand the ins and outs of ATS.<\/p>\n\n\n\n

What Is an Applicant Tracking System and What Do They Do?<\/h2>\n\n\n\n

As the name implies, an applicant tracking system (ATS) is a system to track applicants. The crucial word in “applicant tracking system” is tracking<\/em>. ATSs are similar to a customer relationship manager (CRM<\/span>). Christine Assaf of HRTact and senior human resources consultant at Archbright explains.<\/p>\n\n\n\n

\u201cIt\u2019s basically just a program that allows recruiters to keep track of the entire candidate process, usually from start to finish. We can review resumes<\/a>, type up notes, communicate with the candidate, and many other things all from one spot.\u201d<\/p>\n\n\n\n

Why Do Companies Use ATS Systems?<\/h3>\n\n\n\n

Not all companies use applicant tracking systems, but many do. \u201cWhen you have larger organizations or high volume roles, it becomes vital to use an ATS to process the job openings \u2014 especially since most recruiters are handling 20 to 30 openings at a time,\u201d says Assaf.<\/p>\n\n\n\n

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Forage Find<\/p>\n\n\n\n

One study<\/a> found that in 2023, 97.4% of Fortune 500 companies use an ATS!<\/p>\n<\/div>\n<\/div>\n\n\n\n

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While the ability to track where candidates are in the hiring process is a significant reason recruiters use applicant tracking systems, ATSs also make it easier for candidates to apply for open roles. Instead of emailing or even snail-mailing a cover letter<\/a> and resume, applicants upload their documents and receive instant (or near-instant) confirmation that the company has them. This opens the candidate pool to a wider and more diverse range of applicants, helping companies connect with top talent.<\/p>\n\n\n\n

How Do Recruiters Use Applicant Tracking Systems?<\/h3>\n\n\n\n

Recruiters use applicant tracking systems to stay organized, Margaret Buj, senior talent partner at MixMax, says.  <\/p>\n\n\n\n

\u201cImagine if a recruiter working on 10 open positions got even just 50 applications for each role via email, it would be a complete chaos to manage the process, whereas, in an ATS, you can quickly review applications, reject candidates, request their availability for an interview, schedule further interviews, and then manage the offer.\u201d<\/p>\n\n\n\n

An ATS is also a database and some recruiters use the data to learn more about what\u2019s working and what isn\u2019t to improve their hiring efforts. For example, they can see how long it typically takes their company to go from posting a job to filling the role. Or they can analyze how well candidates match the job description to fine-tune job descriptions.<\/p>\n\n\n\n\t

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Do Applicant Tracking Systems Rank and Reject Resumes Based on Keywords? <\/h2>\n\n\n\n

You may have heard that the best way to beat the ATS is to include the “right” keywords on your resume enough times so the applicant tracking system ranks it high enough that you make it through to the next round.<\/p>\n\n\n\n

While some applicant tracking systems can be programmed to look for resume keywords and some are configured to rank your resume, it’s highly unlikely that your application is rejected is due to a lack of keywords. \u201cIn my experience, from what I\u2019ve used and know of ATS programs, I\u2019ve never seen one that auto-rejects based on keywords,\u201d says Assaf. <\/p>\n\n\n\n

\u201cMost recruiters do actually screen through all the resumes to determine whether or not an applicant is qualified,\u201d she continues. \u201cI think the biggest misunderstanding is that recruiters are experienced in knowing the qualifications, scanning a resume, and being able to decide very efficiently. Many job seekers would attribute the rejection to not being seen, but I\u2019d argue it\u2019s usually due to other reasons. Firstly, not being qualified, but also it can be just timing and competition.\u201d<\/p>\n\n\n\n

Interestingly, a joint study<\/a> between Accenture<\/a> and Harvard Business school found that over 90% of employers use applicant tracking systems to filter and rank candidates.<\/p>\n\n\n\n

However, the same study also found that a vast majority of respondents, 88%, believe that  qualified, highly-skilled candidates are being screened<\/em> out<\/em> because of how the ATS is configured. Even more, 92%, feel it was the same problem for middle-skilled candidates.<\/p>\n\n\n\n\t

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ATS systems help the hiring process run more efficiently. But this efficiency has led to some applications being screened out of consideration because it’s difficult to configure the ATS in a way to ensure middle- and high-skills candidates aren’t overlooked.<\/p>\n\n\n\n

Some applicant tracking systems use what the study calls “negative” filters. As an example, an ATS may be configured to look for a college degree because it can be an easy way to filter out applicants who aren’t qualified for the position. However, candidates who posses the skills and experience the company is looking for may be excluded from consideration simply because they don’t posses a degree.<\/p>\n\n\n\n

This is likely why most recruiters look at nearly every resume that’s submitted. \u201cIn my 17 years of recruitment experience, we recruiters always looked at every single application. The good thing about an ATS is that you can quickly review all the candidates and either move them to the next state or reject,\u201d says Buj.<\/p>\n\n\n\n

If ATS Don’t Rank Resumes, How Are They Sorted?<\/h3>\n\n\n\n

Assuming the ATS isn\u2019t configured to rank resumes based on keywords, it will sort resumes chronologically, meaning the order they were received. Here\u2019s a screenshot from the backend of Forage’s applicant tracking system (Greenhouse). I submitted chronologically numbered resumes to the ATS and, as you can see in the recruiter view, they are presented in chronological order:<\/p>\n\n\n\n

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Here\u2019s another view for a different role from a different applicant tracking system:<\/p>\n\n\n\n

\"Backend
Photo courtesy of Margaret Buj<\/em><\/figcaption><\/figure>\n\n\n\n

No resume is ranked higher than another. Much like at the deli counter, your application is assigned a number, placed in line, and when your number is called, a human reviews your resume.<\/p>\n\n\n\n

What Are \u2018Knockout\u2019 Questions?<\/h3>\n\n\n\n

Knockout questions are often included in the ATS as part of your initial application. These questions are designed to quickly eliminate candidates who aren\u2019t suited for the role and ask for details about your abilities, education, or experience. Knockout questions can include:<\/p>\n\n\n\n