An applicant tracking system file size limit is set by the system and the employer’s form, and the number is printed on the upload field itself, so read it there. What you control is the file: shrink the PDF or photo until it is under the number you see, then check the size before you upload.
| What you are sending | The limit you hit | The Smol setting |
|---|---|---|
| Resume or CV saved as a large PDF | The cap shown on the upload field | PDF preset Small, then check |
| Scanned onboarding forms (I-9 style packets, W-4s, offer letters) | Email attachment caps | PDF preset Medium if signatures must stay legible |
| Phone photo of an ID or credential | Field accepts JPEG, rejects HEIC | Compress, output JPG, quality 75 |
| Signed packet going out by email | 25 MB on personal Gmail accounts | Small preset, then check the size |
| Candidate files that carry personal details | Document properties and photo location data | Strip metadata |
What is the applicant tracking system file size limit?
There is no single number. Each applicant tracking system, and each employer using it, shows its own cap next to the upload button, so the figure on the form is the one that counts.
Around the ATS, two documented points matter for candidate files: Gmail replaces large attachments with a Drive link, and iPhones can save photos in a format many forms reject.
| Where | Limit | Source |
|---|---|---|
| Gmail, personal accounts | 25 MB; above it Gmail replaces the attachment with a Google Drive link | Google Mail help |
| iPhone camera formats | High Efficiency saves HEIF photos; Most Compatible saves JPEG | Apple Support |
What is the Workday resume file size, or the Greenhouse resume upload limit?
Read the limit on the application page you are using, because each employer's form shows its own cap. The same applies to a Workday resume file size and a Greenhouse resume upload limit: the form or the employer’s careers page states it.
When a candidate emails you about a rejected upload, ask for the exact message and the file size. Then compress the document, look at the size in Finder, and send it again.
Which Smol settings fix candidate documents that are too large?
Use the Small PDF preset for text resumes and forms, Medium for scans with signatures, and Compress to JPG for photos. The quality numbers below are starting points we chose, not guarantees, so check each output against the limit.
| Document | Operation | Setting |
|---|---|---|
| Resume or cover letter PDF | Compress PDF | Small; try Medium if text looks soft |
| Scanned onboarding packet | Compress PDF | Medium (starting point); Small for email |
| ID or credential photo | Compress image, output JPG | Quality 75 (starting point) |
| Photo from a phone for a profile or badge | Compress image | JPG, maximum dimension 1200 (starting point) |
| Any file with personal properties | Strip metadata | Run on the final file |
Scans compress best
In our test of a three-page color scan, running OCRmyPDF (a separate tool) and then Smol at Medium took the file from 5,017,560 to 288,609 bytes, 94.2% smaller, with the text layer intact. That was one scan; your forms will differ. Details are in compressing a scanned PDF. Smol itself does not OCR.
How do I shrink onboarding documents scan size in one pass?
Drop the whole folder into Smol, pick a preset, and run it. Mixed PDFs and photos can go in together, and each output is a copy beside the original.
Copy the candidate folder to your Mac
Originals stay untouched by default; outputs get a
_compressedsuffix.Drag in the files or folder
PDFs and photos can be queued together.
Set PDF to Small or Medium, images to JPG at 75
Use Medium when a signature or fine print must stay readable.
Run it and check the sizes
Look at each output in Finder. If one is still over, drop a preset or lower the image quality.
Strip metadata if the file will be shared
Use the strip-metadata operation. Read removing metadata from a PDF first: PDF cleanup can be reversible unless the file is rewritten afterward.
Why does the system reject my candidate documents when they are photos?
Phone photos may arrive as HEIC, and a form that expects JPEG can reject them. Use Compress with output set to JPG, not Convert, because quality settings apply to Compress.
Candidates can also switch the iPhone to Most Compatible, which saves JPEG, per Apple Support. For files already taken, see batch converting HEIC to JPG.
What do HR teams use today, and how does it compare?
Free options come first; they work for one-off files.
| Option | Strength | Weakness |
|---|---|---|
| Preview, Reduce File Size | Built in, free | Can enlarge text PDFs and soften scans |
| Email or e-signature tool compression | No extra app | Limited control; check the limit it enforces |
| Online PDF compressors | Nothing to install | The file goes to a server |
| Smol | Presets, batches, photos too, all local, $29 once | macOS only; you check the size yourself |
See why Preview’s Reduce File Size can hurt PDFs and the best PDF compressors for Mac. Candidate files contain personal data, which is the case for keeping compression local; see confidential documents.
How does an HR team set this up across several Macs?
Write down the settings, such as Small for resumes and Medium for signed scans, and recreate the preset on each Mac, because presets live on one Mac. Pricing is Solo $29, Team $49 for three Macs, or Enterprise at $20 a seat for 5 to 500 seats. Related: resume PDFs for job seekers and office scanning.
When is Smol the wrong tool for HR files?
- You need to redact a Social Security number. Smol does not redact, so use a redaction tool.
- You need OCR or searchable scans. Smol does not OCR; use a separate OCR tool first.
- You need to merge, split, edit or sign PDFs. Smol does none of these.
- Your team is on Windows. Smol runs on macOS only.
- The file is already small. Smol keeps the original if compression would enlarge it.
Frequently asked questions
What is a typical applicant tracking system file size limit?
It varies by system and by employer form, and the number is shown next to the upload button, so no single figure applies. Read the limit on the field, compress the file, and check its size in Finder before you upload again.
How do I make a resume smaller for Workday?
Check the limit shown on the Workday form, then compress the PDF with the Small preset and look at the result. If the text looks soft, use Medium. Smol does not promise a final size, so confirm the output is under the number you saw.
Why is my Greenhouse resume upload failing?
The file may be over the limit shown on the form, or in a format the form does not accept, such as HEIC for a photo. Compress the file, set photos to JPG, and check the size. Read the message on the form for the exact reason.
How do I fix candidate documents that are too large to email?
Gmail limits personal accounts to 25 MB, and above that it swaps the attachment for a Google Drive link. Compress PDFs with the Small preset, then check the size in Finder and leave some headroom under the limit, since Smol does not promise a final size.
What onboarding documents scan size should I use?
Scan at the lowest resolution that keeps signatures and fine print legible, then compress with Medium and check the result. Smol presets cap pixels rather than hitting a target size, so judge legibility on screen before you file the document.
Does Smol upload candidate files?
No. Smol runs on your Mac with no account and no server, so files are not uploaded. Compression happens locally and writes a copy next to the original by default.
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