From submission to decision - with emphasis on ATS processing
Application Submission
Candidate submits application through company career portal or job board, providing resume, cover letter, and other required documents.
What happens at this stage:
- Data validation checks ensure all required fields are completed
- System assigns a unique application ID for tracking
- Confirmation email is typically sent to the candidate
- Application data is formatted for ATS ingestion
Tips for candidates:
- Complete all required fields, even if optional
- Save confirmation emails and application IDs
- Check spam folders for confirmation emails
ATS Initial Processing ATS
The Applicant Tracking System receives and processes the application, creating a candidate profile within the system database.
What happens at this stage:
- Resume parsing extracts key information (skills, experience, education)
- Data normalization for consistent formatting across applications
- Initial categorization based on job requisition
- Information stored in structured database format
- Previous applications by the same candidate may be linked
Behind the scenes:
- OCR technology may be used to convert PDF resumes to searchable text
- Duplication checking prevents multiple applications
- Application is assigned to specific job requisition(s)
ATS Screening & Filtering ATS
Application is automatically screened against job requirements and filtered based on predefined criteria and keywords.
What happens at this stage:
- Keyword matching against job description requirements
- Automated screening for minimum qualifications
- Application scoring based on match criteria
- Elimination of applications missing mandatory requirements
- Ranking of candidates based on qualification match
Common filtering criteria:
- Education level and relevant degrees
- Years of experience in specific roles
- Technical skills and certifications
- Location/relocation willingness
- Work authorization status
ATS Candidate Ranking ATS
Qualified applications are scored and ranked according to match quality, with candidates sorted into tiers for recruiter review.
What happens at this stage:
- Point-based scoring system weighs various qualifications
- AI algorithms may analyze application quality
- Candidates grouped into tiers: Strong Match, Potential Match, Weak Match
- Automated notifications may be triggered for high-scoring candidates
- Application status updated in database
Ranking factors may include:
- Match percentage to required and preferred skills
- Relevant industry experience
- Career progression indicators
- Internal candidate status or referrals
- Assessment results (if completed at application)
Recruiter Review
A human recruiter reviews top-ranked applications and decides which candidates to advance to the next stage of the hiring process.
What happens at this stage:
- Human evaluation of top-ranked candidates
- Review of resume, cover letter, and application answers
- Cross-checking of candidate qualifications with job requirements
- Consideration of cultural fit and soft skills
- Decision to advance, hold, or reject the application
Recruiter actions in ATS:
- Adding notes and assessments to candidate profile
- Moving candidates between stages in hiring workflow
- Scheduling communication or interview invitations
- Coordinating with hiring managers on promising candidates
Interview Process
Selected candidates proceed through various interview stages, from initial phone screening to final rounds with hiring managers and team members.
What happens at this stage:
- Interview scheduling coordinated through the ATS
- Multiple rounds of interviews with different stakeholders
- Technical assessments or skill demonstrations
- Interview feedback collected and stored in ATS
- Candidates compared against evaluation criteria
ATS functions during this stage:
- Automated interview scheduling and reminders
- Standardized feedback forms for interviewers
- Candidate stage progression tracking
- Communication templates for follow-ups
- Historical data comparison with successful hires
Final Decision & Offer
Final candidate selection is made, with job offers extended to chosen applicants and rejection notices sent to others.
What happens at this stage:
- Hiring team consensus on final candidate selection
- Approval workflows for offer details and compensation
- Background checks and reference verification
- Offer letter generation and delivery
- Negotiation and acceptance tracking
ATS functions during this stage:
- Digital offer letter creation and e-signature
- Automated rejection notices for unsuccessful candidates
- Onboarding workflow initiation
- Compliance documentation and record-keeping
- Candidate disposition and hiring metrics reporting
Pro Tips for ATS Success
• Use keywords from the job description in your resume
• Avoid complex formatting, tables, and headers/footers
• Submit resumes in .docx or .pdf formats for best parsing
• Clearly list skills, qualifications, and experience that match requirements
• Quantify achievements where possible with metrics and numbers
