# What is an ATS and how does it read your CV?

Source: https://www.cvsorted.co.za/blog/what-is-an-ats
Published: 2026-10-16

An ATS, or applicant tracking system, is software that employers and recruiters use to collect, store and sort job applications. It turns your CV into searchable text and fields, which people then review. Behaviour varies between systems, so the safest approach is a plain, well-structured CV that a person and a program can both read.

## Key points
- An ATS is mainly a filing and tracking tool for recruiters, not a robot that decides your fate.
- It reads text, so clear headings and plain formatting help it find your details.
- Many systems let a person search, filter and rank, and settings differ by employer.
- Honest keywords from the advert help a human and a search tool find you.
- You cannot know exactly how each system works, so aim for clarity and accuracy.

## What does ATS stand for, and what is it for?
ATS stands for applicant tracking system. It is a piece of software that helps an employer manage hiring. When you apply through an employer's website or a job board, your CV and answers are often stored in this kind of system.

Think of it as a digital filing cabinet with a search function. It keeps applications in one place, lets recruiters see who applied for which job, tracks stages such as shortlisted or interviewed, and helps the team talk to candidates. Some systems also offer tools to rank, tag or filter applications. Different employers set them up differently, and some use very few of these features.

## Does a robot reject my CV before a person sees it?
It depends on the employer and the setup, and nobody outside the company can say for sure. Some systems filter on simple questions, such as whether you have the right to work in the country or hold a required licence. Some let recruiters search by words and sort by match. Others are used only for storage and messaging, with a person reading every application.

So the honest answer is: it can happen, it is not the same everywhere, and you should not assume your CV is read by nobody. Write for both a person and software. If a person can read it quickly and the software can extract the text correctly, you have done what you can control.

## How does an ATS read a CV?
Most systems do three things when a CV arrives:

1. **Extract the text.** The software opens your file and pulls out the words, usually from the order they appear on the page.
2. **Sort the text into fields.** It tries to recognise your name, contact details, job titles, employers, dates, education and skills, and puts them into boxes.
3. **Store it for search.** Recruiters can then view the CV in its original form, see the extracted fields, or search by words.

This process is called parsing. A tool that does this is a CV parser. It works well on simple, single-column documents with clear headings. It can misread complex layouts, text in images, tables or boxes, because the order of the text becomes mixed up.

For a deeper look, see the article on how an applicant tracking system reads your CV.

## What can go wrong when software reads a CV?
These are the common problems, and they are about formatting rather than quality:

| Feature | What can happen |
| --- | --- |
| Two or three columns | Text from different columns is mixed into one confusing stream |
| Tables and text boxes | Content may be skipped or read in the wrong order |
| Text inside images or icons | The words are invisible to the software |
| Contact details in the page header | Some systems do not read headers and footers |
| Unusual headings | The section is not recognised as experience or education |
| Fancy fonts and symbols | Characters can be replaced by odd marks |

None of this makes a CV bad. It means the software may not capture your content as you meant it. A plain layout reduces the risk.

## What does an ATS look at to rank or match?
Where a system offers matching or search, it usually works from words and fields: job titles, skills, tools, qualifications and sometimes location and dates. A recruiter might search for a title, a licence or a software tool. A system may suggest a match based on how many of the advert's key terms appear.

This is why using the language of the advert, where it is true for you, can help. If the advert says "stock control" and you have done stock control, write "stock control", not only "managing inventory levels". Words alone are not enough, though. A real person normally still decides who is called.

## How should I write my CV for an ATS?
Use these practical rules:

- **Use a single column.** Left to right, top to bottom, with clear headings.
- **Use standard headings.** "Work experience", "Education", "Skills". Plain names are easy to recognise.
- **Put contact details in the main body.** Do not hide them in a header.
- **Write job title, employer and dates in a consistent pattern** for every role.
- **Use common fonts and plain bullets.**
- **Spell out terms the first time**, then use the short form, for example "Customer Relationship Management (CRM)".
- **Save as the file type the employer asks for.** If they do not say, a text-based PDF or a Word document is usual.
- **Avoid putting important information only in images, graphics or skill bars.**

These steps make your CV easier for people too, so they are worth doing even if no software is involved.

## Should I put keywords in my CV?
Yes, where they honestly describe you, and in the right places. Read the advert and notice the tools, tasks and qualifications it names. Where you have that experience, use the same words in your profile, experience bullets and skills list.

Avoid stuffing. Repeating a term many times or adding a hidden block of words does not help a person and may look dishonest. Use each relevant term naturally, in the context of what you did. See the articles on finding keywords and using them without stuffing.

## Does the file type matter?
It can. Many systems read both Word documents and text-based PDFs. A PDF made by exporting from a word processor usually keeps the text readable. A scan or a photo of a CV saved as PDF is an image, which the software cannot read as text.

If the advert gives an instruction, follow it. If the employer's form lets you paste text or fill in fields, do that carefully. When unsure, a clean document with real text is the safest choice.

## Do cover letters and online forms matter?
Often the answers you type into an online form are used as much as your CV, so complete the form fully and carefully. Short answers should be clear and consistent with your CV. Some systems store a cover letter, and a person may read it. Keep it honest and specific.

## Is an ATS the same as a CV builder or a job board?
No. A job board is a place where adverts are posted and people search for them. A CV builder is a tool that helps you make the document. An ATS is the employer's or recruiter's own system for handling what comes in. Your CV may pass through all three, and each one only does its own job. Knowing the difference helps you see why a clear, text-based CV matters: it is the one thing that travels through every step unchanged.

## Should I be worried about being "rejected by a robot"?
It is understandable to worry, but the worry can take over. You cannot see the settings of each employer, and the useful response is practical: make your CV easy to read, make it truthful and specific, and apply to jobs you fit. Beyond that, the things that decide results, such as how many people apply and what the employer needs, are not in your control. Put your energy into the parts that are.

## What can I do if I do not hear back?
Not hearing back does not always mean software rejected you. There can be many applicants, the role may be on hold, or the employer may take time. Check that you have a working email and phone number, look at your spam folder, and consider a polite follow-up if the advert allows one. Meanwhile keep applying and improve how clearly your CV matches each role.

## Common myths about ATS
- **"I need a special ATS format."** You need a clear, simple format, not a secret one.
- **"Software scores everyone and only the top few are read."** This may happen in some places and not others.
- **"A designer template is always bad."** It depends on how it is built. Many are fine, and some hide text in boxes or images.
- **"If I add white text with keywords I will pass."** This is a poor idea. Reviewers and software can see it, and it is not honest.

For more, see the article on ATS myths.

## What does the same CV look like when read well and badly?
Take a fictional applicant, Alex Morgan. In a clean version, the text reads in this order: name, phone, email, profile, "Work experience", job title, employer, dates, bullets, "Education", then "Skills". The software can put each piece in the right box.

In a cluttered version, Alex's contact details sit in the page header, the skills are drawn as bars in a left sidebar, and the dates are inside a small table. The extracted text may come out as the sidebar words first, then half the job titles, then dates with no employer. A recruiter looking at the stored fields would see a mix of fragments, even though the original page looks fine.

The fix is not clever. Move everything into one column, write skills as words, and put dates on the same line as the job title. The CV then reads the same way for the software as it does for a person.

## How do I test whether my CV is readable?
Try three simple checks:

1. Copy all the text from your CV file and paste it into a plain text editor. Is the order correct, and is every section there?
2. Open the file on your phone. Can you read it without zooming?
3. Ask a friend to find your last job title and dates in under ten seconds.

If the pasted text is jumbled, your layout is probably too complex.

## Frequently asked questions
### What is an applicant tracking system?
An applicant tracking system, or ATS, is software that employers and recruiters use to receive, store, search and manage job applications. It reads your CV into searchable text and fields and tracks candidates through stages such as shortlisted, interviewed and hired.

### Does every company use an ATS?
No. Some employers, especially small ones, use email and a folder. Others use a basic tool or a full system. You cannot always tell which, so it is safest to write a CV that is clear for both a person and software.

### Can an ATS read a PDF?
Many systems can read a PDF that contains real text, such as one exported from a word processor. A scanned image or photo of a CV saved as a PDF cannot be read as text. If the advert specifies a file type, use that.

### Will adding keywords get my CV through an ATS?
Adding honest, relevant keywords can help a CV be found and understood, but no wording makes a result certain. People usually make the final decision. Use words from the advert where they truly apply to you, in the context of real examples.

## Next steps
Copy your CV's text into a plain text file and check that the order and sections are intact. Then adjust any layout feature that scrambled it. If you want a guided way to put this together, you can build your CV step by step with [CV Sorted](/cv): it is free to build and preview.

## Related reading
- [How an applicant tracking system reads your CV](/blog/how-ats-reads-your-cv)
- [ATS-friendly CV format: what to do and what to avoid](/blog/ats-friendly-cv-format)
- [ATS myths that make job seekers lose confidence](/blog/ats-myths)