What Is an ATS (Applicant Tracking System)?
By the Gray Hair Jobs Editorial Team · Published · 2 min read
The short answer
An ATS, or applicant tracking system, is software that many employers use to collect, store, and sort job applications. When you apply online, your resume usually goes into an ATS first. Hiring staff then search and review applications there. A simple, clearly organized resume is easier for this software to read correctly.
Key points
- ATS stands for applicant tracking system.
- Many online applications go into an ATS before a person reads them.
- Hiring staff often search the ATS using words from the job posting.
- Simple formatting helps the software read your resume accurately.
- A person still makes the hiring decision.
Why it matters in a job search
When you click "Apply" on a company website, your resume often lands in an ATS rather than in someone's email inbox. The software pulls out details like your name, job titles, and skills, and stores them in a database.
Recruiters then search that database, often using words from the job description. If your resume uses different words for the same skill, or if the software cannot read your formatting, you may be overlooked even when you are qualified.
What it looks like
You usually do not see the ATS itself. You see the application form it creates, which might:
- Ask you to upload a resume file
- Fill in boxes for you based on your resume, which you then check and correct
- Ask screening questions, such as whether you are authorized to work in the U.S.
- Send you an automatic email confirming your application
If an application asks you to create an account with a username and password, that account is usually part of the employer's ATS.
What to do next
- Keep your resume layout simple. Use regular headings like "Experience" and "Education," and avoid putting key information in tables, text boxes, or images.
- Read the job posting and note the skills it lists. If you have those skills, use the same words in your resume.
- Save your resume as a Word document or PDF, whichever the application asks for.
- After uploading, check any boxes the system filled in for you. Fix anything it got wrong.
- Keep a list of where you applied and the usernames you created.
Remember that the ATS is a tool, not the decision-maker. Its job is to help hiring staff stay organized. Once your resume reaches a person, clear writing and relevant experience are what count.
Learn more in how to upload a resume and how to apply for jobs online.
Frequently asked questions
Does an ATS automatically reject older applicants?
An ATS sorts and stores applications based on how employers set it up. It does not have a built-in age filter. However, choices like listing graduation dates or very long histories can reveal age to the people reading. Consider whether those details are necessary for the role. Age discrimination by employers is illegal under federal law for people 40 and older.
Should I use fancy resume templates?
Usually not for online applications. Designs with columns, graphics, icons, or text boxes can confuse some systems, and your information may come through jumbled. A clean, single-column layout with standard headings is the safer choice. You can keep a more designed version to hand out in person if you like.
Should I copy the job description into my resume?
No. Copying whole passages looks unnatural to the people who read your resume. Instead, use the same words for skills you genuinely have. For example, if the posting says "accounts payable" and you did that work, use that phrase rather than a different term. Never claim skills you do not have.
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