Recruiters spend an average of just 7.4 seconds scanning each resume, according to eye-tracking studies. Thankfully, ATS resume extraction softwarespeeds things up by automatically parsing resumes, extracting relevant information, and ranking candidates accordingly.
But even the best software can struggle with poorly formatted CVs.
When resumes include complex designs, visuals, or headers packed with critical info, even the smartest resume parsing software can miss vital details. This can lead to great candidates being screened out too early. That’s why it’s essential to create and use ATS-friendly resume templates that work seamlessly with your software.
Need help formatting resumes at scale? Allsorter’s resume parsing softwareis designed to help recruiters and agencies get more from their ATS.
Here’s how to ensure your ATS resume extraction software reads resumes accurately and helps you surface the best-fit candidates, faster.
What is ATS resume extraction software?
ATS resume extraction software is a key component of modern applicant tracking systems (ATS). It scans incoming resumes and pulls out structured resume data such as work experience, skills, education, and certifications. This parsed candidate data helps recruiters quickly compare qualifications and make informed hiring decisions.
But if a resume is overly designed or poorly structured, it can break this process.
That’s why using ATS-compatible resume templates is critical to making the most of your software investment.
How to build resume templates that work with extraction software
1. Use compatible file formats
Your ATS may struggle with certain file types. While PDFs are often preferred by candidates, some ATS tools can’t parse them properly. Stick to .doc or .docx formats to ensure smooth processing.
2. Prioritize chronological layouts
Chronological resumes are best for ATS extraction. They follow a structured, predictable order. This makes it easier for the software to identify job titles, companies, and dates. Functional or hybrid formats may confuse the system or misclassify information.
3.Optimize for keywords naturally
Resume extraction software often relies on job-specific keywords to identify qualified candidates. Your resume templates should encourage job seekers to tailor their keywords based on the job description, but in a natural way.
Too many keywords can trigger spam filters or confuse the ATS. If your software allows it, configure keyword density thresholds to spot attempts at keyword stuffing. Resume templates should be tailored to reflect the language and skill requirements listed in your job postings.
4. Keep the resume design simple
Fancy visuals may impress humans but often trip up machines. Avoid:
- Columns or tables
- Icons or images
- Unusual fonts or symbols
Instead, use simple layouts with clear headings, bullet points, and consistent formatting. Clean formatting ensures your AI resume parser can accurately extract relevant details.
Even the most advanced tools can struggle with overly designed layouts or inconsistent formatting. Resume extraction software performs best when it can follow a clean structure and clear hierarchy.
Tip: Design your templates with an F- or E-pattern layout, where key information naturally draws the reader’s eye.
Avoid resume formatting mistakes
Headers and footers
Avoid placing contact information in headers or footers, as most ATS tools won’t be able to extract it correctly. Ensure your template keeps key candidate information like name, phone number, and email in the body of the document.
Graphics, charts and tables
Any information embedded in visuals may be completely missed by resume extraction software. Encourage candidates to provide skill summaries or metrics in text form instead.
Long paragraphs
Dense blocks of text bury important qualifications. Instead, guide your candidates to use short, scannable summaries that highlight accomplishments. For example:
"Delivered 99.9% uptime across all systems while maintaining compliance with data security standards."
Don’tskip the extra sections
Encourage candidates to include additional qualifications that your CV parsing software can pick up, such as:
- Certifications
- Awards
- Online courses
- Languages
- Volunteering or side projects
Ensure your template includes space for these sections. Configure your extraction software to scan for them.
Every agency’s ATS works differently
Different ATS resume parser comes with different parsing capabilities and limitations. Some are better at handling non-standard layouts. Others allow keyword tuning and field mapping.
But the foundation remains the same: clean, consistent formatting leads to better data extraction and more accurate candidate ranking.
The combination of optimized templates and advanced extraction tools can dramatically streamline your recruitment process.
Let Allsorterdo the heavy lifting
Instead of manually reformatting every resume for better ATS compatibility, Allsorter can automate the process for you. Upload resumes and convert them into clean, keyword-optimized formats that parse easily with any ATS.
Whether you're recruiting at scale or for high-skill roles, our AI-enhanced tools help you streamline the hiring process and surface the best candidates.