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Вікторія ГорбікWork
29 January 2025, 09:00
2025-01-29
“It is only after the skills match with the must-have technologies in the vacancy that you can move on.” What automated systems do recruiters use to work and process resumes?
Part of Linkedin is ablaze with comments from outraged IT professionals who say they are not receiving responses to their submitted resumes and assume that recruiters are probably not even reading their documents.
dev.ua decided to leave the ethical issue of correspondence without answers alone for now, but was interested in how resume selection can take place, whether recruiters use automated systems and AI in this process, and how ranking occurs in this case. We asked these questions to recruitment specialists. What we managed to find out will be useful for both recruiters and candidates.
Part of Linkedin is ablaze with comments from outraged IT professionals who say they are not receiving responses to their submitted resumes and assume that recruiters are probably not even reading their documents.
dev.ua decided to leave the ethical issue of correspondence without answers alone for now, but was interested in how resume selection can take place, whether recruiters use automated systems and AI in this process, and how ranking occurs in this case. We asked these questions to recruitment specialists. What we managed to find out will be useful for both recruiters and candidates.
With or without automation?
In general, recruiters note that automated systems for evaluating resumes are not cheap. This is confirmed by Maria Samoiluk, IT recruiter at Upwork. Therefore, according to the specialist, such systems are often implemented by large companies that have separate budgets for HR.
Independent recruiters, like Maria herself, do most of the processes manually. She also sees a certain advantage in this approach: given the experience gained, a recruiter can often assume that if something is not indicated in the resume, then the reason for this may be that the candidate was too lazy to write it, but in fact it is there. However, Maria Samoiluk adds that not all recruiters do this. And most, on the contrary, will not guess.
According to the expert, automated systems do not have such a function, so they simply index the candidate’s resume with a lower coefficient just because he did not indicate the entire list of skills.
«You can be eliminated just because you decided that if you have 15+ years of experience, then ‘it’s obvious that I know all that, what’s written in your vacancy!’ The system doesn’t know!», emphasizes Maria. And that’s why she advises filling out your resume wisely.
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Systems that make the recruiter’s job easier
Companies use various automated systems and certain tools to speed up and simplify the recruiter’s work. Here’s what they say.
HR Director and Co-Founder of IT Company Codica Natalia Klymenko
Our company uses several automated systems that greatly facilitate the work of recruiters at all stages of interaction with candidates:
CRM system. It stores all resumes, communication history, candidate statuses, and notes about the hiring process. This allows you to quickly find the information you need and avoid confusion.
Auto-responders. Wherever possible, we set up automatic notifications to confirm receipt of resumes through job sites. This is an important point for the convenience of candidates — they immediately know that their resumes have reached us.
Video interview tools. We use Zoom, Google Meet with CRM integration. This allows us to automatically add interview recordings to the candidate’s profile.
Recruitment process analytics. We use Excel to analyze the speed of closing vacancies, the percentage of positive reviews, etc. This helps optimize the team’s work.
Platforms for test tasks. Not for everyone and on demand, but we use services that automatically evaluate the results of test tasks (for example, HackerRank).
Communication templates. We use templates to send invitations, thank-yous, or rejections, which saves time on routine tasks.
Taras Popovych, Tech Recruiter
As a good option to save time when communicating with a candidate, I can mention SimplyMeet, Calendly, or even sending a link to your Google Calendar to organize a so-called prescreening call (I recommend using it so as not to manually transfer slots or specify the same slots 100,500 times).
Iryna Chesnokova, HR BP at MeGaDev OU
In the previous company, we tested candidates' English language skills using a special program. For example, a person had to go to a special office and a bot (the candidate knows that it is a bot) would ask him three questions in English, and the candidate’s knowledge could be assessed based on the answers. The manager could review these video answers and assess the person accordingly based on this criterion.
And of course, automation of internal processes in the company itself occurs using HR programs such as the HURMA HRM platform, which automates the accrual of vacations, sick leave, and other types of absence; the PeopleForce all-in-one HR platform and others, which help automate processes and create a Talent Pool of candidates.
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Resume ranking systems
If we talk about ranking the resume itself, from which the selection of candidates begins, then it is important how the «calibration» process will take place. Artem Nikityuk, Senior Talent Acquisition Specialist at Deloitte, says that every recruiter has must-have and will-be-a-plus competencies, and hard skills that are fundamental to him. For example, currently, according to him, for many recruitment specialists, the English language and its level in IT candidates is a very critical indicator.
«That is, if a person’s resume does not contain a critical technology that is directly necessary for a particular vacancy, they do not pass the screening and their resume is immediately eliminated,» the specialist explains.
Ranking can be done manually or using AI or automated tools.
«It is only after the skills match with the must-have technologies in the vacancy that you can move forward,» adds Artem Nikityuk.
The specialist cannot name the list of tools he uses himself due to NDA, but he recommends using ChatGPT, Gemini for such needs. Other recruiters also shared their experiences.
For example, the company where Iryna Chesnokova works does not have any ATS (Applicant Tracking System), however, for example, when posting a vacancy on various websites, recruiters can use the site’s filters, setting the criteria specified in the vacancy. They simply do not look at candidates whose skills are below those mentioned.
Viktoriya Zakharova, HR BP, IT Recruiter at Nayax, uses Comeet (Recruit) — a modern ATS that stores all resumes and allows you to effectively manage the entire recruitment process in the company. Other recruiting specialists also use ATS. In particular, Tech Recruiter Taras Popovych notes that with its help he tracks where the candidate is (i.e. in which part of the pipeline).
«This greatly facilitates work with both incoming applications and cold outreach, as well as processing their resumes and managing the stages of the process,» adds Taras.
Regarding ATS, Alyona Kashchuk, Lead of Recruitment at FlowJobs, said she can’t give any specific advice, as each system has its own advantages and disadvantages. Alyona herself currently uses individual AI tools to automate the process and is looking into new versions of ATS with adequate AI implementation.
In addition, among the other most popular automated systems that Taras Popovych uses to process resumes, Tech Recruiter named tools such as Hubspot, Greenhouse, Lever, and BambooHR.
Although most resumes are processed manually by a certain number of recruiters, certain tools can still speed up and make this work easier. In particular, Maria Samoiluk uses a plugin that highlights keywords in a resume.
«It saves me a lot of time, because I can quickly see if a candidate has certain skills,» she adds.
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