Record offers and hires

This guide is for recruiting team members who have reviewed an applicant and are ready to record how the hiring case ends. At the end, the offer and the Candidate’s response are on record, the hire is confirmed as its own decision, and, where your company uses it, the hiring record is handed to Aivident Onboard. It also covers rejections and a vacancy that closes without a hire.

For the whole hiring loop, read How Aivident Hire works.

Why these steps are kept apart

A person decides every hiring outcome. The product records that decision; it never makes it. An offer, the Candidate’s answer and the hire are three different facts, so Aivident Hire records each one separately. A Candidate can accept an offer and still not be hired, for example when a final check fails.

Aivident Hire stops at the recorded hire and, where it is used, the accepted handoff. Salary, offer letters, contracts and employment documents stay in your company’s employment system. Getting the person ready to start belongs to Aivident Onboard.

Before you start

• Board access: open the vacancy, then select Applications. The board shows applicants and actions only after Aivident confirms that you can operate the vacancy.
• Recording an offer: your access level needs the applications permission that the access-level editor lists as applications.bulk_action. Without it, the offer dialog shows the current state and history but no recording buttons.
• Marking hired and the handoff: these appear only when your company’s plan includes marking applicants hired. Where the plan does not include it, a card in the last stage of a saved hiring workflow says that marking hired is not included in this plan.
• The handoff: you also need the permission to export applications (applications.export in the access-level editor), because the handoff sends Candidate details outside Aivident Hire.
• Not needed: a stage called Offer in the vacancy’s hiring workflow. The Offer action is in every card’s menu.

Record the offer and the response

Make the offer to the Candidate outside Aivident first. Aivident records that it happened; it does not send or store the offer.

1. On the board, open the card’s action menu (the three-dot button), then select Offer.

2. Read Current state. It shows whether an offer is already recorded and the stage the card is in. The dialog also repeats that no salary, offer terms, letters, contracts or employment documents are stored.

3. Select Record that an offer was made. A confirmation appears. Select Record offer. The card now shows a badge that says the offer is awaiting a response.

4. When the Candidate answers, open Offer from the card’s menu again.

5. Under Record the response, choose Accepted, Declined or Withdrawn. Withdrawn means the offer was withdrawn.

6. Select Record response, check the answer in the confirmation, then select Record response again. You cannot edit a response afterwards.

7. Check Decision history in the same dialog. Each entry shows when the offer was made, who recorded it, and when it was answered. Select Close.

After a response is recorded, the dialog shows no more recording buttons for that application. The card keeps the response badge, such as Accepted or Declined.

An accepted offer is not a hire

Recording Accepted changes nothing else. The application stays in its stage and does not move to Hired. Confirm the hire in the next section.

Confirm the hire

The hire is a separate decision with its own reason. Aivident does not require an offer record first, but record the offer before the hire so the case shows the whole outcome.

1. Open the card’s action menu and select Mark hired. The action appears on any active card when your plan includes it. On a board that follows a saved hiring workflow, choosing Hired from the last stage opens the same dialog.

2. The dialog asks you to mark the named person hired. Check that the name is the person you mean.

3. Under Reason category, check the preselected reason. It is often Offer accepted. Change it to Final interview passed, Client approval or Recruiter review when that is the true reason.

4. Write a short Reason summary that another reviewer can understand. Add Evidence notes that name what you checked.

5. Select Record the decision. If the category or summary is missing, the dialog refuses and keeps everything you typed.

6. The card leaves the active board. Select the Hired filter above the board to find it.

To mark several applicants hired at once, select their cards and choose Mark hired in the selection bar. Fill in the same reason fields, then select Confirm hired. The selection bar buttons appear in English in both languages.

Hand the record to Aivident Onboard

Use this where your company passes hired people to Aivident Onboard.

1. Above the board, select the Hired filter.

2. On the hired person’s card, select Hand over to Onboard.

3. Read What rides in the record. It lists the person, the hire decision and its reason, the expected start date, and the receiving owner, which is Aivident Onboard. The expected start date stays empty because the offer record does not carry one.

4. Read What does not ride. Readiness steps, probation, employment documents, the CV, screening scores and stage notes stay out of the record.

5. Select Hand over to record the handoff, or Not yet to close without recording anything.

6. Read the receipt. It says who recorded the handoff and when. A separate line says Aivident Onboard accepted the record only when Onboard has actually answered with an acceptance.

If Onboard has not accepted the record, the dialog says why: Onboard did not answer, refused the record, or has no connection configured in this environment. The record stays in Aivident Hire, visibly not accepted. Open it from the line on the card and select Retry Onboard delivery to offer it again. The card line reads recorded until Onboard accepts, then accepted.

Record a rejection

1. Open the card’s action menu and select Reject.

2. Choose a Reason category, write a Reason summary, and add Evidence notes.

3. Select Record the decision. The card moves to the Rejected filter.

To reject several applicants, select their cards and choose Reject selected, fill in the reason, then select Confirm reject. A rejected card shows a circular-arrow button with the Move back to Screened tooltip. It reopens the application. See Manage the Candidate pipeline before you use it.

Withdrawals and closing without a hire

A hiring case can end without a hire. Each applicant who is still active should receive an outcome, and the reason for closing should be on record. The product does part of this today.

• Withdrawal: the board has a Withdrawn filter, but no control records that an applicant withdrew. If the Candidate withdraws, record the outcome your company’s process requires and say in the Reason summary that the Candidate withdrew.
• Closing the vacancy: in Jobs, open the vacancy’s menu and select Close vacancy, then confirm. On the vacancy’s own page the same action is still named Delete Job; it closes the vacancy and does not delete it. A Vacancy closed message, or Job closed on the vacancy’s own page, offers Undo.
• Closing asks for nothing: Aivident asks for no reason and records no outcome for the applicants still active. Before you close, select the Active filter and record an outcome for every applicant it shows.

What the product does not do here

• No employment data: no salary, benefits, offer terms, offer letters, contracts or employment documents are created or stored.
• No automatic hire: an accepted offer does not mark anyone hired, and moving a card into a stage named Offer does not record an offer.
• No messages: recording an offer, a response, a hire or a rejection does not email the Candidate.
• No start-readiness work: checklists, owners, deadlines and probation belong to Aivident Onboard and your HR system.

When something goes wrong

What you see	What it means and what to do
The offer dialog shows no recording buttons	Your access level cannot record offers, or a response is already recorded. Ask your administrator about the permission.
The offer dialog says an offer is already awaiting a response or was answered	Someone recorded it at the same time. The dialog re-reads the record. Nothing was overwritten.
The offer record could not be loaded	Select Try again. Nothing was changed.
The decision dialog asks for its reason	Choose a Reason category and write the Reason summary. Your text is kept.
The decision was not recorded because the applicant was already moved	Another tab or person moved the card. The board reloads and shows where the card is now.
Mandatory checks are due	Review the vacancy’s mandatory checks, then record the decision again.
The handoff says you do not have permission	Ask your administrator for the permission to export applications.

Where to go next

• Move applicants between stages in Manage the Candidate pipeline.
• Review how the steps fit together in How Aivident Hire works.
• Ask your administrator to check access-level permissions in Manage members, access levels, and permissions.