How to Make an ATS-Friendly Resume That Still Wins Over Humans

With the rise of advanced language tools such as ChatGPT, coupled with the increased focus on remote work brought on by the COVID-19 pandemic, recruiters have become more reliant on external systems to vet and process incoming job applications. One of the most important of such systems are application tracking systems (ATS), a tool recruiters use as the backbone of their hiring process.

What is an ATS?

An ATS is a specialized computer program that makes it easier for recruiters to process and manage everything that happens in the hiring process. While specific features differ from one program to another, most ATS solutions help the recruiter receive, filter and vet incoming job applications as well as keep track of individual applicants' stages in the hiring pipeline - from initial screen to final interview - and streamline communications with candidates.

Some of the most popular ATS are:

• Workday
• Greenhouse
• Ashby

Though it's important to note that the term "ATS" covers a very broad category of software, meaning that there are also more specialized systems catering to more niche industries or use cases, such as high-volume hiring in retail hospitality, specialized recruitment for healthcare or technology, or deep analytics and candidate engagement in white-collar fields. Regardless of their specialty, these platforms all aim to create a more organized, efficient, and consistent recruitment workflow.

Why an ATS Impacts Your Resume

You may have heard of applicants trying to “beat” or “game” the systems recruiters use to screen resumes. With the rise of technologies like ChatGPT, and the increasing ease of applying to jobs with just a few clicks on platforms such as LinkedIn or Indeed, recruiters often receive hundreds or even thousands of applications in only a few hours. To cope with this volume of applications, many companies use an ATS to help organize and track candidates through the hiring process.

1. Keyword-Based Filtering

One of the most well-known (and sometimes misunderstood) methods to do this is keyword-based filtering, where the system supposedly scans each resume for relevant and job-specific terms before a human ever sees it. While some ATS solutions can check for specific words or phrases, true auto-rejection solely based on missing keywords is much rarer than people think. In reality, most systems are configured to help recruiters manage high volumes of applicants, keep track of who meets essential requirements, and ensure no one slips through the cracks. They might automatically knock out an applicant who answers “no” to a hard requirement, like a particular degree or security clearance, but otherwise, a human reviewer typically decides whether to proceed.

So, do keywords matter at all? Yes, they still play a role in highlighting your most relevant skills. Tailoring your resume to the job description, by using terms that naturally fit your experience, can help you stand out. However, experienced recruiters often emphasize that genuine qualifications matter far more than keyword-stuffing, especially since humans ultimately make the final call.

2. Formatting and readability

Beyond keywords, another crucial factor influencing how an ATS interprets your application is your resume's format. Many systems receive and parse resumes (typically in PDF or DOCX format) to categorize and extract key details like job titles, skills, and education. Contrary to popular belief, flashy multi-column designs or colorful layouts can actually hurt your chances, since they're often misread by ATS software.

Instead, it's recommended to keep your design straightforward: use clear headings (e.g., “Work Experience,” “Skills,” “Education”), standard fonts, and bullet points. By making your resume easy for both machines and humans to navigate, you'll significantly boost your chances of getting noticed.

Quick Tips: Do's and Don'ts for an ATS-Friendly Resume

Pre-screening questions: another important ATS feature

Now that we've explored how formatting and keyword usage can affect how an ATS processes your resume, let's turn our attention to another critical component: pre-screening questions. Many ATS platforms allow recruiters to set up quick yes/no or multiple-choice prompts, such as “Are you authorized to work in [Country]?” or “Do you have at least two years of [Skill/Experience]?”, which help them determine whether candidates meet non-negotiable criteria. In many cases, answering “no” to these hard requirements can lead to an automatic disqualification. While these questions may seem basic, they play a major role in whether your application moves forward.

Not all pre-screening questions are straightforward, though. Some recruiters include open-ended prompts to gauge qualities like creativity, communication skills, or cultural fit. For example, you might see something like:

"When was a time you came up with an out-of-the-box solution to a problem?"

Although these are less about immediate knockout, they're still managed through the ATS and can influence how the hiring team perceives your application. Here, clarity and relevance matter most. Use a concise structure, like the STAR (Situation, Task, Action, Result) method, to walk the reader through your thought process. Highlight how your example ties directly back to the job requirements, focusing on the actions you took and the impact you made. Avoid rambling; overly lengthy answers can be skimmed or even truncated in some systems. Lastly, proofread for spelling and grammar. Since recruiters typically see your answers exactly as typed, small errors can leave a negative impression.

By treating these prompts as opportunities to showcase your genuine strengths, and keeping your responses straightforward, you'll make it easier for both the ATS and hiring managers to see why you're a strong candidate. Ultimately, combining thoughtful responses with a clear, ATS-friendly format can improve your odds of landing that all-important interview.

Conclusion

While it's true that recruiters use ATS platforms to handle the flood of applications, particularly in a competitive, post-pandemic job market, fears of an automated "gatekeeper" that rejects perfectly qualified candidates are often overblown. An ATS primarily helps organize applications, flag knockout criteria, and streamline the hiring process; it doesn't hand out job offers or final rejections without human oversight.

The real key to getting interviews isn't about "beating the computer" with keyword-stuffed resumes, it's about applying to roles where your qualifications genuinely align, and presenting them in a clear, readable format. For more insights on writing an effective resume overall, check out our article on Crafting a Standout Resume. When you focus on genuine skills, thoughtful answers to pre-screening questions, and an ATS-friendly layout, you'll stand out to both the software and the people who make the final decisions.