How applications reach the board

Open the vacancy, then select Applications. The board that opens is where applicants arrive, where you add applicants yourself, and where you screen, move and decide on them. This page explains how applications get there and how the board is laid out.

Open the board with the right access

The board shows applicants only after Aivident confirms that your account can operate the vacancy. With summary access you see pipeline counts without Candidate names or actions.

This documentation names capabilities, not access levels. If the board does not appear, ask your organisation administrator or the vacancy owner to check your access.

How applications arrive

Path	How the application arrives	What the board shows
Career Portal	The Candidate opens the published vacancy, completes the form, then selects Submit application.	A card with the Public portal badge, the answers, consent and documents.
Your own upload	You select Upload Here next to Upload New CV? at the bottom left of the board, then upload a CV file or a ZIP file of CVs.	A new card for each CV, with data read from the CV. No portal badge.
First applicant, empty board	When nobody has applied yet, the board says so and offers Add the first CV, which opens the same upload.	The empty board, and the posting link only if the vacancy is published.

Receiving an application starts no assessment. Screening, interviews and decisions are each a separate action you take later.

Add applicants yourself

You can hire privately. A vacancy does not need a public posting on the Career Portal before you add applicants. The empty board says the same: Career Portal publication is optional.

1. On the board, select Upload Here. On an empty board, select Add the first CV. The dialog opens as Bulk Upload CVs, or as Upload Documents when the vacancy accepts several document types.
2. Under Upload Method, choose Individual CVs to add files one by one, or ZIP Archive to add several CVs in one ZIP file. For a ZIP, use Select ZIP File. The dialog lists the supported formats.
3. Read the result for each file. A successful file adds an application to the vacancy. A failed file shows why and a Try Again button.

Aivident stores the original CV before it creates the application. If the file cannot be stored, nothing is created and you can try the same file again.

Uploading the same CV twice creates two applications

The upload does not look for an existing applicant. Each upload creates a new application, even for the same person. A card can show a small duplicate marker with a count when other records share the email or phone number. Use Try Again on a failed row instead of uploading the file again.

An application you add is not presented as a portal application. Only applications submitted through the Career Portal carry the Public portal badge.

Arriving from Set up later

The vacancy’s Assessment plan can wait. While no plan is saved, it shows Set up later, which brings you to this board. You can receive and review applicants before any assessment is prepared.

When your plan includes CV screening, a line above the board says whether the vacancy has reviewed CV criteria. It reads CV criteria saved with View CV criteria, or CV criteria are not prepared yet. Screening starts only when you choose to screen. See Screen applications.

Read the board

A band above the board states facts about this vacancy: how many applications it has, how many still need screening, and which hiring workflow it follows.

Columns follow the vacancy’s hiring workflow

When the vacancy has a saved hiring workflow, each column is one stage of that workflow. The column titles are the stage names exactly as they were saved in the workflow. They are not translated, so an Indonesian screen can show English stage names, and the reverse. Use Review the workflow above the board to see or change the workflow. See Set the hiring workflow and mandatory checks.

Two extra columns can appear at the left:

• Not in a stage yet: applications the saved workflow has not placed in a stage.
• Previous workflow version: applications that entered under an earlier version of the workflow. They finish under that version.

When the vacancy has no hiring workflow, the band says so. The board then uses Applied, Screened and Shortlisted, and says these are not saved workflow stages. Select Review the suggested workflow to choose one.

Outcomes have their own filters

Final outcomes are not columns. Buttons above the board switch the view between Active, Hired, Rejected and Withdrawn, each with a count. Active shows the applicants still in the workflow.

What a card shows

A card shows the applicant’s name and email, the Public portal badge for portal applications, an offer badge once an offer is recorded, and the screening state. A link on the card opens the person’s page with their workflow and decision history.

Move cards and record decisions in Manage the Candidate pipeline. Record offers and hires in Record offers and hires.

Review a portal application

A portal application can include:

• answers entered by the Candidate;
• required and optional document status;
• markers for fields excluded from AI use; and
• markers for fields that require human review.

The panel renders Portal application intake, Custom answers, Document coverage, AI excluded, and Human review required. These labels also remain in English during an Indonesian session.

Intake data is not a decision

Answers, documents, extracted data and scores support review. Check the vacancy context and evidence before you record a human decision.

Continue from the board

• Screen applications in Screen applications.
• Move applicants and record decisions in Manage the Candidate pipeline.
• See where this step sits in the whole loop in How Aivident Hire works.