Last week, I was speaking to a client who had spent two days updating her resume and writing a cover letter, which she finally submitted at 1.03 am.
At 1.07 am, she received a rejection email. WTF?
No matter how diligent talent acquisition managers might be, I think it is highly unlikely that someone was up at 1 am reviewing resumes, unless they had seriously delayed circadian rhythms. This immediately suggests that my friend’s resume was rejected by an Applicant Tracking System (ATS for short) or, in other words, rejected by a ‘bot’.
Have you ever applied for a role that you thought was the perfect fit, only to be rejected within 24 hours, or worse still, heard crickets?
Welcome to the ATS Dimension
Most mid-size and large employers (think a few hundred employees to Fortune 500) use Applicant Tracking Systems. They’re more than digital filing cabinets. Instead, they act as gatekeepers to save the recruiters and talent acquisition teams valuable time reviewing hundreds of resumes. These systems parse (or scan) your resume for job titles, dates, skills (technical and people-centric skills), education, and match them to keywords in the position description. Most systems then rank applicants based on the closest match (i.e. Tier 1: Awesome Fit, Tier 2: Okay Fit, Tier 3: Meh.
And guess what? Only the candidates that make it into the ‘awesome’ pile are likely to have their resume ever reviewed by a human. Unfortunately, the rest are moved into the ‘thanks, but no thanks’ column and sent a bulk rejection email (if the recruiters remember to hit ‘send’). So, if nobody ever reviews your resume, are you really “rejected”? Technically, no. But practically……. absolutely. You’re being filtered out, not for lack of talent or ability, but for lack of matches in the ATS algorithm.
The Real-World Consequences
Not being reviewed isn’t just frustrating, it can be career-impacting. You may be more than capable of excelling in the role, but if the ATS doesn’t spot the “right” words or you are screened out by an algorithm, your resume won’t be ranked in the top tier of applicants. Whether it’s scores out of 100, star ratings, or simple tiers, low-ranked resumes get ignored, period. Potentially having a damaging effect on your career progression and your income-earning potential.
Legal Storm on the Horizon
Dr. Natalie Sheard, McKenzie Postdoctoral Fellow from the University of Melbourne, published a journal article in May 2025 titled “Algorithm-facilitated discrimination: a socio-legal study of the use by employers of artificial intelligence hiring systems”. As part of her research, Dr Sheard looked at how more employers in Australia are using artificial intelligence (AI) tools to help them in the hiring process. These tools are being used not only to review resumes but also to facilitate online testing and even review video interviews without a human being involved. As part of her research, Dr Sheard spoke to recruiters, talent acquisition managers, people who design AI systems and career advisors. She found that while the systems are supposed to create efficiency and remove bias, the research shows they can discriminate against disadvantaged or non-traditional jobseekers on many levels.
Dr. Sheard found that the AI systems can be unfair because they’re trained on old data that may include hidden bias, like preferring younger people or people without gaps in their work history. This means the system might unfairly reject someone older, has had time out of the workforce or speaks with an accent. Some systems also have features like short time limits for online interviews or video formats that are not inclusive for everyone, making it harder for people with disabilities or non-native English speakers to do well. The study warned that the government needs to take urgent action if we don’t want disadvantaged groups to be subject to algorithm-facilitated discrimination.
What This Means for Job Seekers
For now, jobseekers need to accept that many organisations are using AI in the screening process, even if it seems unfair. However, knowledge equals power, and there are some things that you can be doing to try and level the playing field. Here are my tips below:
1. Tailor your resume for every role. Mirror the language in the job description – same job titles, including the right keywords and skills (technical and ‘people-centric’ skills). It may take more time, but I would choose quality over quantity of applications every time.
2. Use ATS-friendly formatting. No fancy fonts, graphics, or layouts. Stick to resumes that parse smoothly, and beware of heavily designed templates from platforms such as Canva (as much as I love Canva for other functions)
3. Use human connections where possible. Online applications are only one way to search for a job, and it is often not effective for ‘non traditional’ candidates. Think jobseekers who have had an extensive career break, a non-linear career or for a career changer. You need to use referrals or reach out directly to people and organisations. My mantra is always ‘look for people, not jobs’.
4. Prepare for online video interviews. Be aware that some recruitment processes will use one-way video interviewing as part of the process. Typically, you have 30 seconds to prepare your response and 2 minutes to record. This takes preparation and practice to be able to provide succinct and compelling examples that are full of keywords related to the skills being tested (contact us if you need help with this).
5. Request an alternate review process (i.e. a human one). The law requires that ‘reasonable adjustments’ in interview processes be provided to people with disability (this is broadly defined and includes mental health conditions such as anxiety) and those with parenting or caring responsibilities.
In summary, an ATS might decide your fate before a person ever glances at your resume. But by understanding how it works and optimising your resume and video presentation accordingly, you can tilt the odds back in your favour.
If you are interested in further information on these topics, you might also be interested in the following: ABC Article – https://www.abc.net.au/news/2025-07-21/ageism-work-employers-age-bias-hiring/105543944
Life Matters Podcast (Wed 23 July) – https://www.abc.net.au/listen/programs/lifematters/surprising-research-on-what-s-seen-as-older-in-the-workplace/105560564
Get in touch if you need help writing an ATS-friendly resume or preparing for a video interview. You can find out more on the Relaunch Me website, or you can email me at leah@relaunchme.com.au
Until next time, Leah
