An applicant tracking system (ATS) is software recruiters use to collect, store, and manage candidate information throughout the recruitment process.
What does an applicant tracking system do?
An ATS parses CVs, extracts key data, and organises it into a searchable database. When candidates apply, their CVs upload to the ATS, which scans for names, contact details, skills, experience, and qualifications. Recruiters then filter and sort candidates based on these fields.
It also tracks each candidate's progress through stages like application, interview, and offer. This helps recruiters avoid losing candidates or duplicating work. Some ATS platforms integrate with job boards, emails, and calendars to centralise recruitment workflows.
How does an ATS parse CVs — and where does it fail?
Parsing means converting the CV's layout into structured data. ATS software looks for patterns like headers, bullet points, and dates. But parsing isn't perfect:
- Tables and columns often confuse the parser, scrambling data order.
- Non-standard fonts or unusual formatting can cause fields to be missed or mixed.
- Graphics, photos, and icons are usually ignored or cause errors.
- CVs with inconsistent section titles or layouts reduce accuracy.
- Some ATS struggle with CVs in PDF format, especially scanned images.
These issues lead to missing or incorrect candidate data. Recruiters then spend time fixing errors or searching original CVs.
Examples of popular ATS platforms
Here are some widely used ATS systems in the UK, Australia, and Europe:
| ATS Name | Strengths | Known Parsing Issues |
|---|---|---|
| Bullhorn | Strong CRM features | Tables cause data scrambling |
| iCIMS | Good for large enterprises | PDF parsing inconsistent |
| Greenhouse | User-friendly interface | Struggles with non-standard layouts |
| Workable | Easy job board integration | Photos and graphics disrupt parsing |
| SmartRecruiters | Mobile-friendly | Columned CVs often misread |
Each ATS has quirks. If you send CVs to multiple clients, expect different parsing behaviours.
Related terms to know
- CV parsing: The process of extracting candidate data from CVs into ATS fields.
- Candidate database: The searchable collection of parsed candidate profiles.
- Job board integration: Linking ATS with external job boards for automatic job posting.
- Compliance tools: Software that ensures candidate data handling meets GDPR and other regulations. See our compliance guides for more.
- ATS guides: Troubleshooting parsing issues and formatting CVs correctly. Check out our ATS guides for practical fixes.
For a full list of recruitment terms, visit our glossary.
Where does Distill fit into ATS workflows?
Distill helps recruiters fix the parsing problems that slow down their workflows. It automatically reformats CVs to remove problematic elements like tables, photos, and personal data that ATS systems often reject or misread.
For example, if you send 20+ CVs a week to clients using Bullhorn or Workable, Distill strips out the tables and images, producing clean Word documents that parse correctly every time. It also anonymises sensitive candidate details to reduce compliance risk before submission.
Distill doesn't replace your ATS. Instead, it sits before submission, ensuring the CVs you send meet each ATS's parsing requirements. This saves recruiters hours spent fixing errors or reformatting documents manually.
If your team regularly encounters CV parsing errors, try Distill free and see how it simplifies your ATS submissions.