ATS keywords, honestly explained
You'll read a lot of scary claims about robots rejecting CVs. Here's what applicant tracking systems actually do, and the few things worth acting on.
What an ATS is
An applicant tracking system (ATS) is software employers and agencies use to collect and manage applications. When you apply through a careers site or a job board's apply button, your CV often ends up in one. Well-known names include Workday, Greenhouse, iCIMS, Taleo and Bullhorn, but there are many.
Most of what an ATS does is admin: storing applications, moving people between stages, sending emails, and letting recruiters search.
What it does with your CV
- Reads it into text. Many systems pull the text out of your file, and some try to split it into fields such as job titles and dates.
- Lets recruiters search. A recruiter can search everyone who applied, or a whole database of past applicants, for words like "Xero" or "NMC".
- Asks screening questions. Many applications have yes/no questions such as "Do you have the right to work in the UK?" A wrong answer to a must-have question can end an application automatically. See how to answer screening questions.
- Sometimes ranks or scores. Some systems rank applicants against the advert. How, and how much recruiters rely on it, varies a lot between employers.
The myths
"Most CVs are rejected by a robot before a human sees them." You'll see precise-sounding percentages quoted for this. We haven't found good evidence behind them, and in many systems a person still looks at applications. Don't let it scare you into tricks.
"You must hide keywords in white text." Don't. Text you can't see is still text the recruiter sees when the system shows them your CV, and it looks dishonest.
"PDFs can't be read." Most modern systems read a normal PDF or Word file fine. Follow the advert if it asks for a format.
"You need a special ATS template." You need a clear, simple layout, which is good for human readers too.
What's worth doing
- Use the advert's exact words for things you have. If it says "Microsoft Excel" and "pivot tables", and you use pivot tables, write "pivot tables". A recruiter searching for that word finds you.
- Write both forms of a term once. For example "Disclosure and Barring Service (DBS) check" or "Search engine optimisation (SEO)".
- Name the tools, systems and qualifications. "Accounting software" can't be searched for; "Sage 50" can.
- Keep the layout simple. Standard headings (Experience, Education, Skills), one column, and no important text in headers, footers, text boxes or images.
- Put dates and job titles where they're easy to find. Some systems pull these into fields.
Only add a word if it's true. A keyword gets you found; the line around it has to survive the interview.
How SmashTheJob helps with this
When it reads an advert, SmashTheJob also picks out the exact words for each requirement: product names, abbreviations and spellings someone might search for. Under each meter you can see which of them your CV already has. It never adds them for you. It shows you where your closest line is, and you decide if the word is true for you.
Questions
How many keywords should my CV have?
There's no magic number. Aim to include the advert's words for every requirement you genuinely meet, once or twice, in real lines. Repeating a word many times doesn't help a human reader.
Should I have a skills section full of keywords?
A short skills section is useful for tools and qualifications. But a word in a list proves less than the same word in a line that shows you using it, so put the important ones in your experience too.
Can I check if my CV reads properly?
Copy all the text from your CV file and paste it into a plain text editor. If the order is jumbled or parts are missing, a system may struggle too, so simplify the layout.