What Happens When Your Resume Gets Scanned by ATS

Wondering what happens when your resume gets scanned by ATS? You spend hours perfecting it, hit “submit,” and then wait, only to hear nothing…

What many job seekers don’t realize is that before your resume ever reaches a human, it often goes through a digital gatekeeper: the Applicant Tracking System (ATS). And if your resume isn’t formatted correctly or doesn’t include the right keywords, it might get rejected before it’s even read.

In this post, you’ll learn how the ATS works, what it’s looking for, and how to make sure your resume gets seen.

What Is ATS and Why Do Employers Use It?

An Applicant Tracking System (ATS) is software that helps employers sort, organize, and filter job applications. It’s designed to streamline the hiring process, especially when companies receive hundreds of resumes for a single role.

Here’s what ATS helps companies do:

  • It collects resumes from online applications.

  • It parses and organizes applicant information.

  • It searches resumes using keywords or filters.

  • It ranks candidates based on relevance.

  • It removes unqualified or poorly matched applicants.

If your resume doesn’t align with the ATS criteria, the system will filter it out, even if you’re highly qualified. That’s why understanding this system is essential for your job search.

What Happens During an ATS Resume Scan

Here’s what typically happens behind the scenes once you click “Apply.”

Step 1: Your Resume Is Uploaded into the ATS

Whether you apply through a company’s website or a job board, the system uploads your resume into the employer’s ATS. Some systems store the full PDF or Word file, while others extract your information into fields like:

  • Name
  • Contact information
  • Education
  • Work history
  • Skills

Why this matters: If your resume includes graphics, columns, or tables, the ATS may misread or skip important details. That means critical content could go missing or end up in the wrong fields.

Tip: Use a clean, single-column format with clear section labels like “Experience,” “Skills,” and “Education.” Avoid images, text boxes, or fancy fonts.

Learn more about resume formatting best practices.

Step 2: The ATS Scans for Keywords

Next, the system scans your resume for keywords and phrases that match the job description.

It’s looking for:

  • Relevant job titles.
  • Industry-specific skills.
  • Tools and software.
  • Certifications.
  • Experience levels.

For example: If the job description says “experience with HubSpot,” the ATS will look for that exact phrase. If you use “email marketing platform” instead, the system might not recognize it as a match.

What to do: Match your wording to the job description. Use their language when it matches your experience.

Want to learn how to pick the right keywords? Read our keyword selection guide.

Step 3: The ATS Scores or Ranks Your Resume

Most systems score your resume based on how well it aligns with the job. Some recruiters only review the top-scoring submissions.

The ATS ranks you based on:

  • Keyword matches.
  • Job title alignment.
  • Relevant experience.
  • Education requirements.

If your resume lacks critical keywords or uses generic language, it could drop to the bottom of the list.

Tip: Tailor your resume for every role. One-size-fits-all resumes are less likely to make it through the scan.

Step 4: The Recruiter or Hiring Manager Searches the Database

Even if you’re not selected immediately, the system keeps your resume searchable. Recruiters often use filters to find candidates later on.

For example: A recruiter might search for “project manager AND Salesforce AND remote” to narrow down a list of candidates.

What this means: If your resume includes the right keywords, you still have a chance, even weeks later.

Step 5: Your Resume Is Reviewed by a Human

Once your resume passes the ATS filters, a recruiter or hiring manager reviews it manually. This is where design and readability matter again. A cluttered layout can still cause someone to skip over your qualifications.

What recruiters look for:

  • Easy-to-read format.
  • Relevant accomplishments.
  • Clear career progression.
  • Alignment with the job description.

Your resume should be just as readable for people as it is for the ATS. Here’s what recruiters are actually looking for in resumes.

Common Mistakes That Can Get You Filtered Out

  • Using tables, images, or text boxes that ATS software can’t interpret.
  • Saving your resume in formats other than .docx or PDF.
  • Leaving out keywords or job-specific phrases.
  • Using outdated job titles or terminology.
  • Including headers and footers for important info (some ATS skip them).

The Bottom Line: You’re Not Getting Ghosted, You’re Getting Filtered

If you’ve been applying and not hearing back, your resume may never reach a real person. That doesn’t mean you’re unqualified, it means your formatting and keyword choices might be holding you back.

Understanding how the ATS works is the first step in building a resume that actually gets seen.

Here’s what you can do:

  • Use clear, ATS-friendly formatting.
  • Select the most relevant keywords from the job description.
  • Tailor each application for the specific role.
  • Test your resume using a trusted tool like this free ATS resume checker

With the right tweaks, your resume will stand out, to machines and humans alike.

Want to Make Sure Your Resume Gets Seen?

At ProTouch Careers, we help job seekers craft resumes that are both ATS-optimized and human-friendly. Whether you need help with keywords, formatting, or strategy, we’re here to support your next move.

Start with a free resume review, or explore our resume writing packages and let’s get your resume working smarter.

Your next opportunity is waiting. Let’s make sure your resume gets through.

Contact Us

Have some questions before getting started?

If you have any questions about the right package for you, our services, or the process, please submit the form.

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