ATS Applicant Tracking Systems Guide

What Are ATS Applicant Tracking Systems and How Do They Work?

If you are applying for graduate roles in the UK, you have likely sent your CV into a digital portal rather than directly to an email address. These portals are powered by software designed to manage the entire recruitment process. But what exactly happens after you hit submit?

An Applicant Tracking System is a type of software used by employers to collect, scan, sort, and rank job applications. Instead of a human recruiter reading every single CV that comes through, the software acts as a digital gatekeeper. It parses the text in your document, extracts relevant data like your education, work history, and skills, and then compares this information against the specific requirements set by the hiring manager.

According to StandOut CV (2025), 70% of enterprise-size businesses in the UK use ATS software to screen CVs. This means that for most corporate graduate schemes, your first hurdle is a machine, not a person. The system assigns your application a relevance score based on how well your text matches the job description. If your score falls below a certain threshold, your CV goes straight into the rejection pile.

Understanding this mechanism is essential for your job search strategy. You are not just writing for a human recruiter; you are writing for an algorithm first. By formatting your CV correctly and using the right terminology, you can ensure your application makes it to the next stage. For more general advice on building your professional profile, explore our Graduate Careers hub.

Why UK Employers Use ATS Applicant Tracking Systems for Graduate Roles

Graduate recruitment in the UK is highly competitive. A single entry-level vacancy at a top firm can attract hundreds, sometimes thousands, of applications. Reviewing these manually is simply not feasible for most human resources departments.

Consider the time savings. If a recruiter spends 5 minutes reviewing each of 300 graduate applications manually, it takes 25 hours of continuous work. An ATS processes the same 300 CVs in approximately 5 seconds per CV, taking just 25 minutes total. This represents a 98% reduction in screening time, allowing recruiters to focus their energy on interviewing the strongest candidates.

Employers also use these systems to maintain compliance with hiring regulations and to keep candidate data secure. The software stores all communication, interview notes, and assessment scores in one centralised location. This makes it easier for multiple interviewers to collaborate on a hiring decision.

According to HESA (2025), 82% of graduates from the 2022/23 academic year were in employment or unpaid work. With so many graduates entering the job market simultaneously, companies need a reliable way to filter candidates quickly. The software helps them identify applicants who possess the exact skills required for the role, reducing the risk of a bad hire.

TIP: Always read the job description thoroughly and mirror the exact phrasing used by the employer to describe skills and qualifications.

How to Format Your CV for ATS Applicant Tracking Systems

The most common reason a qualified candidate gets rejected by an automated system is poor formatting. These algorithms are programmed to read text in a specific, predictable order. If your CV includes complex design elements, the software will struggle to parse the information, resulting in a low match score or a completely blank profile in the recruiter’s database.

To ensure your CV is parsed correctly, stick to standard formatting rules:

• Use a clean, professional font like Arial, Calibri, or Helvetica.
• Avoid using headers and footers for important information like your contact details, as some systems cannot read text placed in these areas.
• Do not use images, charts, graphs, or icons. The software cannot read text embedded in images.
• Use standard section headings like “Work Experience”, “Education”, and “Skills”. Creative headings like “My Profile” or “What I Do Best” will confuse the parser.
• Stick to a single-column layout. Multi-column designs often cause the text to be read out of order, jumbling your experience and qualifications.

Here is a quick comparison of what works and what fails when formatting your CV for these systems:

WARNING: Never use white text to hide keywords in your CV. Modern systems easily detect this and will instantly flag your application for rejection.

If you need help creating a layout that passes these digital checks, you can use the CV builder available in your dashboard, which is designed specifically to output clean, readable documents.

The Role of Keywords in Beating ATS Applicant Tracking Systems

Keywords are the foundation of automated CV screening. When a hiring manager sets up a job vacancy in the software, they input a list of mandatory and desirable skills, qualifications, and experience levels. The system then scans incoming applications for these exact terms.

According to Prospects.ac.uk (2025), many companies use Applicant Tracking Systems to filter CVs, making it essential to mirror keywords and phrases from the job description. If the job advert asks for “project management”, “data analysis”, and “Python programming”, these exact phrases must appear in your CV.

You can calculate your keyword match rate to estimate your chances of passing the screen. If a graduate job description lists 20 core skills and your tailored CV includes 15 of them, your keyword match rate is calculated as (15 ÷ 20) × 100 = 75%. Most systems require a match rate of 80% or higher to pass the initial screening. To hit this target, you need to identify the most prominent terms in the advert and weave them naturally into your work history and skills sections.

Context matters just as much as frequency. Do not just list keywords in a block at the bottom of the page. Instead, integrate them into your bullet points to show how you have applied these skills in real situations. For instance, rather than simply listing “Excel”, write “Analysed sales data using advanced Excel functions including VLOOKUP and pivot tables to identify market trends.”

NOTE: While an ATS scans your CV first, a human recruiter will still read it if you pass the initial filter. Keep your writing natural and engaging.

Common Mistakes That Cause ATS Applicant Tracking Systems to Reject You

Even highly qualified graduates often fall into traps that cause their applications to be automatically discarded. Understanding these common pitfalls can save you hours of wasted effort.

One major mistake is applying for multiple vastly different roles within the same company. The software tracks your entire application history with that specific employer. If a recruiter sees you have applied for a marketing executive role, a software engineering position, and an HR assistant job all in the same week, they will assume you lack focus and direction.

Another frequent error is saving your document in the wrong file format. While PDF is generally the safest option because it preserves your formatting across different devices, some older systems can only read Microsoft Word (.doc or .docx) files. Always check the specific instructions on the application portal. If the portal asks for a Word document, do not upload a PDF.

Failing to spell out acronyms is also a common issue. A human might know that “SEO” stands for Search Engine Optimisation, but the software might only be programmed to look for the full phrase. To be safe, include both the first time you mention it: “Search Engine Optimisation (SEO)”.

Here is a checklist of checks to run before you hit submit:

1. Have I matched the exact job title used in the advert?
2. Are my dates of employment and education formatted consistently (e.g., MM/YYYY)?
3. Have I removed all tables, text boxes, and graphics?
4. Did I include my location, as some systems filter out candidates outside a specific radius?
5. Have I proofread for spelling errors that would prevent the software from recognising a keyword?

For more detailed guidance on the entire submission process, visit our Applications section.

AI and the Future of ATS Applicant Tracking Systems in the UK

The technology behind recruitment software is evolving rapidly, with artificial intelligence playing an increasingly prominent role. Older systems relied purely on exact keyword matching, meaning that if you wrote “customer service” but the system was looking for “client relations”, you would not get credit for that skill.

Newer, AI-driven platforms use natural language processing to understand the context and meaning behind your words. They can recognise synonyms and infer skills based on your job titles and achievements. However, because you cannot know which version of the software an employer is using, it is always safest to use the exact terminology found in the job description.

Employers are adopting these new tools quickly. Research from the Institute of Student Employers (2024) indicates that 28% of employers are using AI in their recruitment processes. This shift means the screening process is becoming more sophisticated, assessing not just the presence of keywords, but the overall quality and relevance of your experience.

Candidates are also using AI to their advantage. Tools that help tailor CVs and draft cover letters are becoming standard practice among job seekers. However, you must review and edit any AI-generated content heavily. Recruiters are trained to spot generic, robotic language, and an application that lacks a genuine personal voice will struggle to stand out during the interview stage.

By understanding how these systems operate, formatting your documents cleanly, and strategically aligning your skills with the employer’s needs, you can beat the algorithm and secure your place on the shortlist.