Workday, Greenhouse, Taleo, iCIMS: What Indian Applicants Should Know

Quick answer: Workday, Greenhouse, Taleo (from Oracle) and iCIMS are applicant tracking systems that many employers use for their careers pages. Each one looks different, and each company sets it up in its own way, but the advice is the same: use a simple, text-based resume, check every field the system fills in from your resume, and answer the application questions carefully.

What are Workday, Greenhouse, Taleo and iCIMS?

They are software products that companies use to post jobs, collect applications and manage hiring. When you click "Apply" on a company's careers page, you may land on one of these systems without noticing. The company's logo is on the page, but the software behind it belongs to the vendor.

• Workday: a large HR software company. Its recruiting tool is used by many big employers, including many MNCs with offices in India.
• Greenhouse: a recruiting and applicant tracking product popular with many tech companies and startups.
• Taleo: a recruiting product owned by Oracle. Some employers still use it, while others have moved to newer systems.
• iCIMS: another widely used applicant tracking and recruiting platform.

There are many others too, such as SuccessFactors, Lever and Indian tools. The basics in this guide apply to most of them. If you are new to the idea, start with what an ATS resume is.

How can I tell which system a company uses?

Look at the web address after you click "Apply". It often contains the vendor's name. For example, Workday job pages often use "myworkdayjobs.com", Greenhouse pages often use "greenhouse.io", Taleo pages often use "taleo.net" and iCIMS pages often use "icims.com". Some companies use their own domain, so you may not always see the name.

Knowing the system is useful mainly so you know what to expect, such as whether you will need to create an account.

What is the application process usually like?

The exact steps depend on the company, but a typical flow looks like this:

1. Create an account or sign in. Some systems ask you to create an account for each company's careers site, even if you used the same software for another company before. Save your login details safely.
2. Upload your resume. Many systems try to read your resume and fill in the form for you. This is called resume parsing or autofill.
3. Review the auto-filled form. You see fields for contact details, work history, education and sometimes skills.
4. Answer screening questions. For example: current location, willingness to relocate, notice period, current and expected CTC, or whether you have a required degree.
5. Fill extra details. Some companies ask for links (LinkedIn, GitHub, portfolio), a cover letter or voluntary information.
6. Submit and save confirmation. Keep the confirmation email or a screenshot of the job ID.

Why does the form ask for details already in my resume?

This is one of the most common complaints. You upload your resume and then the form asks you to type your jobs and education again. There are a few reasons:

• The company wants your details in fixed fields, so recruiters can filter and compare candidates.
• The parser may not have read everything, or it may have read parts wrongly.
• Some companies simply set up their forms to ask for this information directly.

It feels repetitive, but take it seriously. Recruiters may search or filter using these form fields, not just your resume file.

What should I re-check in parsed fields?

Never assume the autofill is correct. Go through every field before you submit. Common problems include:

• Name split wrongly: for example, a South Indian name with an initial (like "K. Lakshmi") may land in the wrong first name and last name boxes.
• Phone number: check the country code (+91) and that no digits are missing.
• Job titles and company names swapped: the title may appear in the company field.
• Dates wrong: start and end months may shift, or a current job may show an end date.
• Education mixed up: your Class 12 school may show as your degree college, or your CGPA may be missing.
• Bullets merged: all your experience points may be squeezed into one long line, or put under the wrong job.
• Skills missing: some skills may not be picked up at all.

Fix each field by hand. If a field is optional but important for the job, such as skills, fill it anyway.

How should I format my resume for these systems?

You do not need a special resume for each vendor. The same simple rules help with all of them:

• Use a single-column layout with no tables or text boxes for main content.
• Use standard headings: Summary, Experience, Education, Skills, Projects, Certifications.
• Put your name, phone, email and city at the top of the page body, not only in the header.
• Write dates in a clear, consistent format, like "Jun 2023 – Present".
• Write each job as: Job title, Company, City, Dates, then bullet points.
• Avoid icons, skill bars, photos inside text and unusual fonts.
• Upload a text-based PDF or .docx, whichever the site asks for. Never upload a scanned image.

Simple formatting gives the parser the best chance to fill fields correctly, which means less fixing for you. For the full picture of how parsing works, read how an ATS reads your resume, step by step.

Tips for Indian applicants on global systems

• CTC questions: answer in the format asked. If it says annual, write annual CTC in rupees, like ₹6,00,000, or in LPA if the field allows text.
• Notice period: give your real notice period. If it can be bought out or reduced, mention that only if there is a comments field.
• Location fields: pick the right city, such as Bengaluru, Hyderabad, Pune or Gurugram. Some forms list older names like Bangalore or Gurgaon, so check both.
• Degree names: drop-down lists may not show "B.Tech". Choose the closest option, such as "Bachelor's degree", and type the full name if there is a text box.
• CGPA vs percentage: some forms want a GPA on a different scale. Enter what is asked, and keep your original CGPA on your resume.
• Keywords: use the real skill names from the job post. Our ATS resume keywords guide shows how.

Prepare one clean resume for every portal

The nm7.si resume builder uses clean single-column, ATS-friendly templates with standard headings, which tend to parse well on most careers sites. It guides you on what to write in each section, and you can download as PDF or Word depending on what the portal asks for.

Frequently asked questions

Do I need a different resume for Workday, Greenhouse, Taleo and iCIMS?

No. One clean, simple resume works well across these systems. Change the content for each job, not the design.

Why do I need a new account for every company on Workday?

Many companies run their own separate careers site on the same software, so an account on one may not work on another. Use a password manager or a safe note to keep track.

Should I skip fields that are already in my resume?

No. Fill or correct every field. Recruiters may filter using these fields, and a blank or wrong field can hurt you.

Can I edit my application after submitting?

It depends on the company's setup. Some let you update your profile, but many do not let you change a submitted application, so check everything before you click Submit.

Is PDF or Word better for these systems?

Follow what the site asks for. If both are allowed, a text-based PDF or a .docx both usually work.