What You May Not Know about the Recruiting Process

Online job applications make it easier for applicants to search for openings and submit materials at any time from nearly anywhere. Exploring how these systems work can potentially help you understand how a prospective employer may review your materials.

On the organization's end, the shift from paper to digital means application volumes can add up quickly, with hundreds of submissions for a single opening in some cases.

With that volume, human resources specialists may use applicant tracking systems (ATS) to help manage and sort incoming applications. Depending on the platform and how it is configured, an ATS may parse application documents, look for role-relevant terms or criteria, and surface profiles that appear to match what the organization has defined.

In some hiring workflows, applicants who align more closely with the listed criteria may be more likely to move forward to a human review. That said, processes vary widely, and not every organization uses the same screens, scoring methods, or review steps.

Resume tailoring is often discussed because matching the language of a posting may help an ATS interpret how an applicant's experience relates to the role. Using the terminology and skills from the posting, where accurate, may also reduce confusion for both automated parsing and human reviewers.

Formatting can also influence how well a document is read by an ATS. Some systems may struggle with design-heavy layouts, including uncommon fonts, tables, columns, or text boxes, because the content can be harder to parse into a standard structure. A nontraditional format may still be usable in some systems, but it can introduce readability issues that may affect what information is captured and how it displays.

Applicant tracking systems may not be a perfect way to evaluate candidates, and they are not used the same way everywhere. Still, understanding a few basics may make the process feel more transparent.

A simple ATS-friendly formatting baseline often includes:

• Standard section headings such as Summary, Experience, Education, and Skills
• Clear, single-column layouts with consistent spacing
• Common file types requested in the posting, such as .pdf or .docx
• Plain text for key details like dates, titles, and organization names, which are easier to parse reliably

For learners building communication and organization skills that relate to application materials, coursework in areas like Business Administration may cover professional writing and business communication concepts that can apply across many fields. Learn more about AIU's BBA program and see how skill-building coursework might support stronger resumes, clearer communication, and more confident job-search preparation.

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REQ2212652 04/2026