Your Resume vs. AI: How to Make It Past the ATS

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You found the perfect job. You polished your resume. You hit “Submit.”

And then…crickets.

What happened? More than likely, your resume never made it to a real person. Instead, it got filtered out by an Applicant Tracking System (ATS). Modern ATS software uses AI to scan, sort, and rank resumes before a hiring manager ever lays eyes on them. With 70% of large companies and 20% of small and mid-sized companies using an ATS, there’s a good chance you’ll have to go through this checkpoint a few times during your job search.

This means, if your resume isn’t written in a way that a company’s ATS is programmed, most of your applications will get kicked out of the running—no matter how strong your real-life experience and expertise.

The good news? With the right approach, you can get past the bots and into the interview pipeline. As hiring experts, we know what works. Here’s how to beat the system and make sure your resume gets noticed.

Why Companies Use ATS

A single job posting may receive hundreds or even thousands of applications. Multiple this volume by however many jobs a company has open and it becomes clear that manually reviewing each application is not practical.

An ATS helps streamline the hiring process in four ways:

  • Saves Time: ATS instantly sorts through large applicant pools, helping managers focus only on the most relevant resumes.
  • Reduces Bias: AI-based screening helps standardize the selection process, ensuring decisions are based on qualifications rather than personal preferences.
  • Improves Hiring Efficiency: ATS integrate with job boards and HR systems, making it easier for employers to track applicants, schedule interviews, and manage hiring workflows.
  • Enhanced Compliance: Many industries have strict hiring regulations (e.g. equal employment laws), and ATS helps companies stay compliant by documenting hiring decisions.

The Challenges of Applying to Jobs Using an ATS

Think of an ATS as a gatekeeper. Its job is to filter out unqualified applicants and highlight the best matches by scanning resumes for relevant keywords, experience, and formatting. Your resume must be optimized in specific ways to be effective (more on that in a minute).

Common disadvantages of using an ATS are:

  • Over-Reliance on Keywords: If a resume doesn’t include the exact wording from the job description, an ATS may not recognize a candidate as a match, even if they have the right skills.
  • Formatting Issues: Many ATS systems struggle to read certain formats which can cause key details to be missed or jumbled.
  • Gaps or Non-Traditional Experience: An ATS often prioritizes structured, chronological work history. If an otherwise qualified candidate has employment gaps, career changes, or non-traditional experience, the system may rank them lower.

This is frustrating, no doubt. Employers are still learning to balance technology with the human touch. Until they do, it’s in your best interest to learn how to work around the ATS.

How to Beat ATS Filters

To be frank, crafting a strong resume that gets around ATS filters is not an option, it’s a requirement in the current job market. 75% of applicants are disqualified by ATS software before a manager even reviews the resume. Unless you want to spend your time submitting your resume into a proverbial black hole, it’s worthwhile to learn common resume mistakes and how to fix them.

Here are the key factors to keep in mind when creating an AI-optimized resume:

Formatting to Get Your Resume Seen

A “boring” resume is an effective resume. While a creative design may visually impress a human, ATS software isn’t looking for aesthetics—it’s looking for data.

  • Avoid Tables and Text Boxes: Many ATS can’t read tables and text boxes so key information gets lost. A single-column format, with 1-inch margins, section headers, and bullet points are ideal.
  • Skip the Fancy Fonts and Graphics: Stick to standard fonts like Arial, Calibri, or Times New Roman for readability. Avoid special characters and symbols that an ATS can’t read. Leave out photos and other graphic elements that may confuse the system.
  • Stick to Standard File Types: Submit your resume as a Word document (.docx) or a PDF.
  • Don’t Add Key Info in Headers and Footers: Some ATS won’t scan these sections, so don’t hide contact details there.

Keywords: The Secret to Passing ATS Scans

ATS software looks for keywords to determine whether you’re a good fit. The top-ranking keywords often come straight from the job description. Review the job description and incorporate these keywords (being honest, of course!) into your resume to increase your chances of moving past the ATS roadblock.

  • Match the Language: When listing responsibilities and skills, use the exact phrasing from the job description (e.g. if the job posting says “project management,” use that exact phrase instead of “leading projects”). Also, if your most recent title does not match the title on the job description exactly, consider adding it to a headline statement so the matching title is captured by the ATS.
  • Use Hard and Soft Skills: Include both technical abilities (e.g. Excel, SQL, financial modeling) and interpersonal skills (e.g. leadership, collaboration). Managers want to see if you’re a good fit culturally, so you need show the ATS that you have the right soft skills, too.
  • Use Action Words: All your bullet points should start with strong action words to assist the ATS with understanding your responsibilities.

Customization Is Key

Writing a resume is not a one-and-done task. An ATS can spot a generic resume from a mile away so tailor your resume for each job application. This process is time-consuming, but it’s your best defense against the bots.

  • Mirror the Job Description: Its worth mentioning again! Use exact language from the job description wherever possible. Customize how you describe your work history to align with how the job description explains the role.
  • Prioritize Relevant Experience: Even if you have 20 years of experience, ATS software prioritizes the most recent and relevant roles. Use a functional resume format instead of a chronological template.
  • Don’t Keyword-Stuff: Incorporate keywords naturally into your responsibilities and accomplishments. AI can tell when you’re attempting to game the system.

Balancing Your Resume for AI Optimization and Personality

Does getting past the bots feel, well, robotic? Job seekers often feel like their resume doesn’t fully encapsulate their personality and capabilities. It can feel frustrating and restricting to write a resume that feels too refined. While building an AI-optimized resume is a mechanical process, there is still room for authenticity

“A resume should be written in a professional, but human tone,” says Chris Chaput, Recruiting Manager at Top Stack. “After all, once you get past the ATS screening, a human is making the final decision.”

While using action words and job description keywords in your resume are critical for getting past an ATS, your bullet points must still include substance. For example, “Managed company budgets” starts with an action word and includes a potential keyword, but this statement is vague and doesn’t showcase any impact or results. Instead, include additional information that illustrates the task such as, “Managed a $2M annual budget, reducing costs by 15% through strategic vendor negotiations and process optimizations.”

Chaput also explains that job seekers can still showcase parts of their personality and soft skills by writing about their tasks and responsibilities strategically. “If all your bullets read as if you worked alone, this may come across disingenuous. Most of us don’t work in isolation so highlighting collaboration gives the reader a sense of your teamwork abilities and the kind of group dynamics you’ve encountered during your career journey.”

To keep your resume genuine and natural sounding, avoid using buzzwords and general phrases such as ‘I synergized’. Use clear, concise language that reflects your journey and shows why you are the right fit for the role.

“I like to remind my candidates that their resume is just a first step in selling themselves. A strong resume is the ticket to an interview where they can let their personality shine and fully elaborate on their professional wins and goals.”

The Human Factor: A Recruiter is Your Best ATS Defense

Even with the perfect ATS-friendly resume, nothing beats human connection. An agency recruiter has a direct line of communication with a hiring manager. They help you bypass the ATS altogether and get your resume in front of a human from the get-go!

A recruiter knows exactly what a manager is looking for in a perfect candidate, including skills, experience, and personality. They can offer recommendations on how to enhance your resume to better represent yourself and offer insight into the position that job description can’t convey.

Top Stack’s mission is based on the belief that real success comes from understanding people—their unique needs, goals and ambitions. We use tech to add efficiency, not replace connection. Our recruiters want to learn about your goals and ambitions to match you to a position with long-term success.

Want to get your resume in the hands of a decision maker? Contact us to learn how we can help you bypass the application process.