When uploading resumes to the ATS, you might sometimes see an error message letting you know the document couldn’t be parsed. This usually happens when the resume file isn’t in a format the system can read, such as a scanned PDF or an unusually formatted document. In this guide, we’ll explain why certain files don’t parse and share some quick tips for ensuring your applicants' resumes are ready for the system.
The Usual Suspect: Scanned or Photocopied PDFs
If a PDF resume looks like it came straight from a scanner or was photocopied and then saved as a PDF, the ATS can’t "see" the text to parse it. It’s like taking a photo of a book page: while we humans can read the photo just fine, the computer sees only an image, not the individual words.
How to Spot a Scanned PDF
Here’s a quick trick to test if a PDF is truly text-based or just an image:
- Download the PDF from the Files section of the Applicant Profile.
- Try to highlight and copy some text. If you can select and copy the text, it's a true PDF, and our system should be able to parse it, though it might take some additional time.
- If you can’t highlight any text, the document is likely a scanned image. In this case, the file won’t parse correctly because it lacks actual text.
But What if it IS a Verified PDF?
On rare occasions, a resume might technically be a text-based PDF but still won’t parse correctly. Why? Sometimes, resumes get “fancied up” so much that the ATS has trouble sorting through the formatting. Here are a few common culprits:
- Heavy use of images: If the file is image-heavy, it can interfere with parsing.
- Busy backgrounds: Text over colorful or intricate backgrounds can be hard for the system to read.
- Unique or decorative fonts: Fancy fonts may look great, but they can leave the ATS stumped!
If you suspect any of these design elements are the issue, try reaching out to the applicant to see if they can send a simpler version of their resume. Please note: If you need to replace an existing resume, you’ll have to add it to the Files section as a new file. Unfortunately, you can’t replace the one an applicant provided if they applied directly.
A Quick Note on Downloading
Even if a resume can’t be parsed, you’re still able to view and download it from the Files section of the Applicant Profile. This allows you to review it as needed, even if it doesn’t display in the Resume tab.
Still have questions? Please contact our support team and we'll be happy to help!