ATS Glossary — Understanding automated recruiting

An ATS, or Applicant Tracking System, is application management software used by companies to automate and organize their recruiting process. It centralizes incoming resumes, filters applications according to predefined criteria, and tracks each candidate through the various stages of recruitment.

In 2026, more than 98% of large Fortune 500 companies and around 75% of mid-sized companies use an ATS. These systems have become unavoidable in modern recruiting. The best-known ATS are Workday, Taleo (Oracle), iCIMS, Greenhouse, Lever, BambooHR, and SAP SuccessFactors.

An ATS works by analyzing the content of your resume using parsing algorithms (data extraction). It extracts your personal information, work experience, skills, education and other relevant data. This information is then compared to the job offer's criteria to assign a compatibility score to your application.

Resume parsing is the automatic process of extracting and structuring the information contained in a resume. The parsing software analyzes the document (PDF, Word, etc.) and identifies the different sections: contact details, work experience, education, skills, languages, etc.

Parsing quality depends heavily on the resume's format and layout. A resume with a complex format (multiple columns, tables, images, headers/footers) will be harder to parse correctly. That's why a simple, structured format is recommended to maximize ATS compatibility.

Common parsing errors include: confusing sections with one another, extracting dates incorrectly, failing to recognize job titles, and losing information embedded in graphic elements.

In a recruiting context, keywords are the specific terms recruiters and ATS look for in resumes. They generally correspond to the skills, qualifications, certifications, technical tools and industry terms mentioned in the job offer.

Optimizing the keywords in your resume is essential to get past ATS filters. It's not about "stuffing" your resume with keywords, but about integrating them naturally into your experience descriptions and skills. Keywords can be technical skills (Python, Excel, Salesforce), soft skills (leadership, project management), certifications (PMP, AWS, GDPR), or industry-specific terms.

Tip: reuse the exact terms used in the job offer. If the posting says "project management", use that exact phrase rather than "project coordination" or "project leadership".

The compatibility score (or matching score) is a grade the ATS assigns to each application based on how well it matches the job offer's criteria. This score, usually expressed as a percentage, determines the ranking of applications and directly influences the chances that a recruiter will look at your resume.

The score calculation takes several factors into account: the presence of required keywords, the relevance of work experience, education level, technical skills, and sometimes geographic location. A high score (generally >70%) significantly increases your chances of being shortlisted for an interview.

CVforge uses algorithms similar to those of ATS to analyze your resume and give you a compatibility score with the targeted offer, along with improvement recommendations.

An ATS-friendly resume is a document formatted so that recruiting software can read and interpret it correctly. Best practices for an ATS-friendly format include:

• Using a simple PDF or Word (.docx) format
• Avoiding complex tables, multiple columns and text boxes
• Not embedding images, logos or icons in the main content
• Using standard fonts (Arial, Calibri, Times New Roman)
• Structuring with classic section headings (Experience, Education, Skills)
• Avoiding headers and footers for important information
• Not using exotic special characters

The PDF format is generally recommended because it preserves the layout while remaining readable by most modern ATS. However, some older ATS may handle Word files better.

The cover letter is a document that complements the resume, allowing the candidate to express their motivation for the position and highlight the most relevant aspects of their background. Although some recruiters consider it optional, it remains an important element in many recruiting processes, particularly in France.

In the context of ATS, the cover letter can also be analyzed and parsed. It is therefore important to include relevant keywords from the job offer. CVforge automatically generates a personalized, optimized cover letter based on your resume and the targeted job offer.

Sourcing is the set of techniques and methods recruiters use to identify and attract potential candidates. It can be active (headhunting, direct outreach on LinkedIn) or passive (posting job ads, employer branding).

Modern ATS often include sourcing features, such as searching resume databases, integration with LinkedIn Recruiter, and multi-posting job offers to different job boards (Indeed, Monster, Welcome to the Jungle, etc.).

For candidates, understanding sourcing helps you position yourself better: optimize your LinkedIn profile, be present on the right job boards, and make sure your resume is properly indexed in recruiting agencies' databases.

Onboarding refers to the process of welcoming and integrating a new employee into the company. Although it happens after recruitment, onboarding is often managed by the same ecosystem as the ATS, as it is the logical continuation of the hiring process.

Good onboarding includes administrative management (contract, health insurance, IT access), initial training, introduction to the team and company culture, and follow-up during the first weeks. Modern ATS like Workday or BambooHR include onboarding modules to smooth this transition.

AI is profoundly transforming recruiting by automating time-consuming tasks and providing finer analysis of applications. AI applications in recruiting include:

• Automatic resume screening with intelligent scoring
• Semantic analysis of skills (beyond simple keyword matching)
• Candidate pre-qualification chatbots
• Culture fit prediction
• Automatic writing of job offers
• Video interview analysis

CVforge uses AI ethically to help candidates optimize their resume. Our approach focuses on improving the presentation of the candidate's real skills, without ever inventing or exaggerating experience. The AI analyzes the job offer and suggests the best ways to showcase your background.

The General Data Protection Regulation (GDPR) imposes strict obligations on companies regarding the processing of candidates' personal data. Resumes contain a lot of sensitive data: name, address, phone, email, professional history, sometimes a photo and date of birth.

Companies must inform candidates about the collection and processing of their data, limit how long resumes are kept (generally 2 years maximum in France), and guarantee the rights of access, rectification and deletion. Modern ATS include GDPR compliance features to automate these obligations.

CVforge takes data protection very seriously. All your resumes are processed on European servers, anonymized during the optimization process, and you keep full control over your data at all times. See our privacy policy to learn more.

An unsolicited application is a proactive approach in which the candidate applies to a company without responding to a specific job offer. Although less common in the ATS era, unsolicited applications remain effective in certain contexts: SMEs, sectors with talent shortages, or companies known for their employer brand.

For an unsolicited application to be processed by an ATS, it must be as structured as a standard application. Some companies have a dedicated form for unsolicited applications on their careers site, feeding directly into their ATS.

A job board is an online platform specializing in publishing and searching job offers. The most widely used job boards in France include Indeed, LinkedIn, Pôle emploi (France Travail), Welcome to the Jungle, Apec, Monster, and Glassdoor.

Most job boards are connected to companies' ATS via APIs. When you apply through a job board, your application is usually transmitted directly into the company's ATS. Your resume is then parsed and analyzed like any other application.

Tip: tailor your resume to each application rather than sending a generic resume. ATS compare your profile against each offer's specific criteria, so a personalized resume will always score higher than a one-size-fits-all resume.