Applicant Tracking System Glossary: 40 Key ATS Terms

Applicant tracking systems come with their own language. If you've ever struggled to make sense of acronyms, jargon, or specific terms that crop up daily in your ATS, this glossary is for you. It explains 40 key ATS and recruitment terms, with examples and how they affect candidate flow.

TL;DR: This glossary cuts through the noise. It's organised alphabetically by term groups and shows why each term matters in your workflow. Use it to speed up CV formatting, submittal, and compliance checks.

How to use this glossary

This glossary breaks down terms you'll see in ATS platforms and recruitment workflows. Each entry gives:

A clear definition
A practical example
Links to related terms or guides for deeper reading

We've grouped terms into four sections to help you find what you need fast:

Core ATS terms (A–E)
Workflow terms (F–N)
Compliance terms (O–S)
Tech terms (T–Z)

If you want more detail on parsing or CV formatting, check our ATS guides and glossary hubs.

Core ATS terms (A–E)

Applicant Tracking System (ATS)

Software that records, tracks, and manages candidates through recruitment stages. It stores CVs, job requisitions, and interview notes.

Example: Bullhorn and JobAdder are popular ATS platforms used by UK and Australian agencies.

Boolean Search

A search method using operators like AND, OR, and NOT to filter candidate records more precisely.

Example: Searching "Java AND Python NOT junior" returns candidates with both Java and Python skills, excluding junior-level profiles.

Candidate Management

The process of handling candidate data, communication, and status updates within the ATS.

Example: Marking a candidate as "Interviewed" or "Submitted" in Bullhorn updates their status for the hiring manager.

CV Parsing

Automated extraction of data from CVs into structured fields in the ATS (e.g., name, contact, skills). Parsers struggle with complex formatting like tables or columns.

Example: A CV with tables may have experience dates scrambled after parsing.

Data Export

The act of extracting candidate data or CVs from the ATS, usually for reporting or submittal purposes. Export formats include CSV, Excel, or Word.

Example: Exporting 50 CVs to Word docs before sending to a client.

Workflow terms (F–N)

Funnel

The recruitment stages candidates pass through from application to hire (e.g., applied, interviewed, offered).

Example: A recruiter tracks candidates moving down the funnel to identify bottlenecks.

Interview Slot

A scheduled time for a candidate interview, often managed by the ATS calendar integration.

Example: Booking 30-minute interview slots for shortlisted candidates.

Job Requisition

A formal request by a hiring manager to fill a vacancy, entered into the ATS with role details and approval status.

Example: The ops team creates job requisitions in the ATS before posting roles publicly.

Lead Source

The origin of a candidate's application, such as job board, referral, or agency database.

Example: Tracking lead sources helps measure which job boards deliver quality candidates.

Matching Algorithm

Software logic that ranks candidates against job requirements based on keyword or skill matches.

Example: Some ATS highlight candidates with 80%+ match scores automatically.

Nurture Campaign

Automated messaging sequences to engage candidates who aren't immediate fits but might be suitable later.

Example: Sending monthly emails to candidates with outdated CVs to keep your agency top of mind.

Compliance terms (O–S)

Offer Letter

A formal written job offer sent to a candidate, often stored as a document in the ATS.

Example: Uploading signed offer letters to candidate records for compliance audits.

Personal Data

Any information relating to an identified or identifiable individual, including name, contact, and ethnicity.

Example: Under GDPR, agencies must handle personal data securely and only retain what's necessary.

Right to Work Check

Verification process to confirm a candidate is legally allowed to work in the relevant country.

Example: Recording right-to-work documentation uploads in Bullhorn before submitting candidates.

See also: Compliance, Document Management.

Sensitive Data

Data revealing racial or ethnic origin, political opinions, religious beliefs, or health information.

Example: Agencies generally avoid storing sensitive data unless strictly necessary and with consent.

Submittal

The process of sending a candidate's CV and details to a client, typically following strict formatting and compliance rules.

Example: Agencies use formatted Word docs to submit candidates to clients via email or ATS portals.

Tech terms (T–Z)

Tagging

Assigning keywords or labels to candidate records for easy filtering and searching.

Example: Tagging candidates as "Java Developer" or "Urgent" to prioritise follow-up.

User Permissions

Settings controlling what different ATS users can see or edit to protect data and maintain security.

Example: Restricting junior recruiters from accessing sensitive salary details.

Version Control

Keeping track of document or record updates to ensure the latest version is used.

Example: Saving multiple versions of a CV after edits to avoid losing original data.

Workflow Automation

Using software rules to automate repetitive tasks like email follow-ups or status updates.

Example: Automatically moving candidates to "Interview" stage after calendar booking.

XML Feed

A structured data format used to send job or candidate information between systems.

Example: Exporting candidate data via XML feed into a client's ATS.