Applying to ICON: How Applicant Tracking Systems Are Used in Hiring

An Applicant Tracking System (ATS) is software used by organisations to manage the recruitment process from job posting through to hiring. It acts as a searchable database of candidates and supports recruitment teams in filtering, tracking and communicating with applicants. 

At ICON, we use Workday as our ATS. This system allows us to manage applications efficiently, ensure fair and consistent recruitment processes, and keep candidates informed at every stage. When you apply for a role through the ICON Careers site, your application is submitted and processed through Workday.

Here is a step-by-step overview of how Workday supports your application journey with ICON. 

1. Job Posting and Application Submission

All ICON vacancies are published via Workday. When you click “Apply” on the ICON Careers site, you are redirected to Workday to complete your application. You will be asked to upload your CV and answer a few screening questions. Once submitted, Workday automatically creates your candidate profile within the system. 

2. Upload, Parsing, and Storage

Workday extracts key details from your CV and application form such as your name, contact details, qualifications, job titles, skills and experience. This process, known as parsing, ensures that your information is searchable and consistent within the database. Your profile is stored securely within Workday and can be accessed by ICON recruiters and hiring managers. 

3. Screening, Filtering, and Ranking

Workday allows ICON recruiters to search for and filter applications using location, current job title, employer, and qualifications. This helps our hiring teams review the most relevant candidates first while still maintaining visibility of every application. 

4. Recruiter and Hiring Manager Review

After filtering, a recruiter and/or hiring manager will personally review shortlisted applications within Workday. They can see your full profile, CV and any answers you provided in your application form. Each stage of the process, from “Under Review” to “Interview Scheduled”, is tracked in the system to ensure consistency and visibility for both candidates and recruiters. 

5. Interview Scheduling, Feedback and Communication 

Workday supports ICON recruiters by managing interview scheduling with HireVue, recording feedback, and sending automatic status updates (for example, “Application Under Review” or “Interview Invitation Sent”).

This allows you to monitor your progress through the system and ensures that communication remains clear and timely. 

6. Offer or Future Consideration

If you are successful, your offer and onboarding will also be managed through Workday. If you are not selected, your profile remains in ICON’s Workday database, meaning you may be considered for future roles that match your skills and experience

When you apply for a role, the recruitment team can view:

• A searchable list of applicants for the role with filters (address, qualifications, years of experience).
• Candidate profiles containing your parsed CV information and application responses. 
•  Interview notes, status updates and internal feedback.
• Analytics showing the number of applicants and their sources (for example, direct application, referral or job board).

Understanding this helps you see why structure, clarity, and relevance in your CV and application form are so important.

1. Tailor Your CV to the Job 

Read the job description carefully and ensure your CV reflects the same terminology and key skills. For example, if a role lists “data visualisation in Tableau” or “clinical trial documentation”, use those exact phrases where appropriate. Tailored applications perform better in Workday’s search and filtering tools than generic ones. 

2. Use a Clear, ATS-Friendly Format

Workday’s parser reads plain text more effectively than heavily formatted documents. Avoid images, graphics, tables or multi-column layouts. Use clear section headings such as “Experience”, “Education” and “Skills”, and submit your CV in Word (.docx) or PDF format, depending on the instructions provided. 

Incorporate key terms from the job adverts for which you have experience with, such as specific software names, technical methods or industry terminology. It's important to use them naturally within sentences. Avoid “keyword stuffing”, as this can reduce readability and credibility. 

Workday’s data fields are used by recruiters to search and filter applications. Incomplete sections (such as missing education details or location) may reduce your visibility in search results. Ensure every section of your application is complete and up to date. 

Roles at ICON can attract a high number of applications quickly. Submitting early ensures your application is visible while recruiters are actively reviewing new candidates. 

Although Workday helps manage and filter applications, a human recruiter or hiring manager always reviews shortlisted candidates. Clarity, motivation, and relevance remain essential factors in selection.

• Workday is designed to enhance candidate experience and efficiency. It helps ICON recruiters manage large applicant volumes and maintain transparency in communication.
• Even if you are not selected for one position, your profile may be considered for other suitable opportunities in the future. 
• Modern ATS platforms, including Workday, are designed to support fair and inclusive hiring practices by helping reduce unconscious bias. 
• Always keep your ICON profile up to date. If your contact details, experience or CV change, update your Workday profile so recruiters have your most current information.

Workday is a core component of ICON’s recruitment process. It allows our teams to manage applications efficiently and ensures that every candidate receives a consistent and transparent experience. 

By understanding how Workday functions, tailoring your CV, completing all required fields and applying early, you improve your chances of being seen and shortlisted. The ATS does not replace human judgement: it supports it. Preparing your application with this in mind will help you stand out for the right reasons.