What Is an Applicant Tracking System?#
An Applicant Tracking System (ATS) is software that employers use to manage the hiring process. It collects, scans, and ranks resumes based on how well they match a job description. Over 97% of Fortune 500 companies use an ATS, and an increasing number of small and mid-size businesses rely on them too.
Understanding how these systems work is the first step to beating them.
How ATS Screening Works#
When you submit your resume online, it rarely goes straight to a human recruiter. Instead, the ATS parses your document into structured data — extracting your name, contact information, work experience, education, and skills. Then it compares that data against the job requirements.
Here's a simplified breakdown of the process:
- Parsing — The ATS extracts text from your resume file
- Categorization — It maps content to standard fields (experience, education, skills)
- Keyword matching — It scores your resume based on keyword relevance to the job posting
- Ranking — Resumes are ranked, and only the top candidates are surfaced to recruiters
7 Strategies to Optimize Your Resume for ATS#
1. Use a Clean, Standard Format#
ATS software struggles with complex formatting. Avoid:
- Multi-column layouts
- Tables and text boxes
- Headers and footers (many ATS skip these entirely)
- Unusual fonts or special characters
Stick to a single-column layout with clear section headings like Work Experience, Education, and Skills.
2. Match Keywords from the Job Description#
This is the single most impactful thing you can do. Read the job description carefully and mirror the exact language used. If the posting says "project management," use that phrase — not "managing projects."
Tip
Use Pronesis to automatically extract and match keywords from any job description. Our AI analyzes the posting and optimizes your resume in seconds.
3. Use Standard Section Headings#
ATS software looks for conventional headings to categorize your information. Use widely recognized labels:
| Use This | Not This |
|---|---|
| Work Experience | Where I've Made an Impact |
| Education | Academic Journey |
| Skills | My Toolbox |
| Certifications | Credentials & Badges |
4. Include Both Acronyms and Full Terms#
Different ATS may search for either form. Include both to maximize your chances:
- "Search Engine Optimization (SEO)"
- "Project Management Professional (PMP)"
- "Customer Relationship Management (CRM)"
5. Tailor Your Resume for Every Application#
A generic resume will never score as well as a tailored one. For each job you apply to, adjust your:
- Professional summary to reflect the role
- Skills section to prioritize relevant skills
- Experience bullet points to emphasize related achievements
6. Submit in the Right File Format#
Most ATS handle .docx and .pdf files well. However, some older systems have trouble parsing PDFs. When in doubt, check the application instructions for a preferred format.
7. Quantify Your Achievements#
Numbers stand out to both ATS and human reviewers. Instead of vague descriptions, be specific:
- "Increased sales by 35% in Q3 2025"
- "Managed a team of 12 engineers"
- "Reduced customer churn by 20% through improved onboarding"
Common ATS Myths Debunked#
Myth: ATS rejects resumes automatically. Reality: Most ATS rank resumes rather than outright reject them. A low-scoring resume may still be reviewed if the recruiter scrolls far enough.
Myth: You need to stuff your resume with keywords. Reality: Keyword stuffing can backfire. Modern ATS use contextual analysis, not just keyword counts. Use keywords naturally within your experience descriptions.
Myth: Creative resumes impress recruiters. Reality: Creativity is great for portfolio roles, but for most positions, a clean and well-structured resume performs better through ATS and is easier for recruiters to scan quickly.
How Pronesis Helps You Beat the ATS#
Instead of manually comparing your resume to each job description, Pronesis uses AI to:
- Extract key requirements from any job posting
- Match your experience to the most relevant keywords
- Generate an ATS-optimized resume tailored to that specific role
- Ensure proper formatting that ATS can parse correctly
The result? Resumes that consistently pass ATS screening and land in front of real recruiters.
Optimizing your resume for ATS doesn't have to be tedious. With the right approach — or the right tool — you can significantly increase your interview rate and spend less time on applications that go nowhere.