How Aivident Hire works

Aivident Hire keeps one hiring case in one record: the vacancy, what the job needs, the evidence each applicant gives, and the decision a person makes. Read this page before the task guides. It explains who does each step, the order the steps run in, and why some steps are kept apart on purpose.

Who it is for

Person	What they do in Aivident Hire
Recruiting team member	Owns the hiring work: writes the vacancy, prepares assessments, reviews applicants and records decisions. Most of this documentation is written for you.
Hiring manager	Confirms that the job description and job specification describe the real work, and takes part in the interviews and decisions your company assigns.
Candidate	Applies, completes the steps your team chooses, and sees what happens next. See the Candidate guides.
Organisation administrator	Keeps members, branches and permissions correct. See the administration guides.

The problem it solves

Hiring often starts late, with an unclear role, and each reviewer judges applicants against a different idea of the job. The result is slow hiring and weak evidence. Aivident Hire asks four questions before anyone is judged:

1. What work must this person do?
2. What evidence will show that someone can do it?
3. Who must approve the Role or the hiring request?
4. How can everyone review applicants against the same description of the job?

The answers become the vacancy’s job description, job specification and assessment plan. Every applicant is then reviewed against the same saved version, and a later change does not rewrite earlier results.

The hiring loop

The steps run in this order. The last column says what the product does not do at that point, which is usually the thing people expect it to do.

Step	Who acts	What is saved	What does not happen yet
1. Write the vacancy. In Jobs, choose Create vacancy, then write it yourself or use Help me write to let Bee draft it.	Recruiting team	A draft vacancy	Nothing is published, screened or sent.
2. Review the job description (the work) and the job specification (what the person needs). You can start from an approved role in Roles, but you do not have to.	Recruiting team and hiring manager	The reviewed job description and job specification	Bee’s suggestions stay suggestions until you apply and save them.
3. Make the vacancy active.	Recruiting team	An active vacancy that can receive applications	No assessment is required yet. Publishing on the Career Portal is a separate, optional step.
4. Prepare the Assessment plan: choose Prepare with AI, Prepare manually or Set up later.	Recruiting team	Which evidence checks each requirement, and in which stage	Until you save a plan it shows Not set up. Applying a proposal is not saving it.
5. Receive or add applicants in Applications.	Candidate or recruiting team	One application per person for this vacancy	Receiving an application does not start any assessment.
6. Run the methods you chose, such as application screening with the CV Playbook or an AI Interview.	Recruiting team, Candidate and AI	Evidence for each applicant, kept per method	A method runs only after its setup is reviewed and saved. Inviting someone does not move them to another stage.
7. Review the evidence and move the applicant.	Recruiting team and hiring manager	Each move, with who made it, when and why	Nobody is rejected automatically. Missing evidence pauses a check; it is not a low score.
8. Record the outcome: the offer and the Candidate’s response, then the hire as its own decision.	Recruiting team	The offer response, the hire decision, and the handoff record where your company uses it	An accepted offer does not mark anyone as hired.

Read the loop as ordered text

1. Write the vacancy yourself or with Bee. Nothing is published or sent.
2. Review and save the job description and job specification.
3. Make the vacancy active. Career Portal publication stays optional.
4. Prepare the assessment plan now or later. Nothing runs until it is saved.
5. Receive or add applicants. No assessment starts on its own.
6. Run each chosen method once its setup is saved.
7. Review the evidence and move applicants yourself, with a reason.
8. Record the offer response, then confirm the hire separately.

Some companies also require an approved request to hire before a vacancy opens. That request is raised from Hiring Requests, and your administrator decides whether it is required.

Why the steps are kept apart

The vacancy page says it plainly: saving, activation, screening, invitations and applicant movement are separate actions. That separation does three things for you.

• Start before everything is ready: a valid vacancy can receive applicants while its assessments are still being prepared. You set up each method when you are about to use it.
• Nothing reaches an applicant by accident: a draft, a proposal or a saved plan never sends an invitation or moves anyone. Each of those is a click you make.
• The record stays true: each applicant keeps the exact job description, plan and settings used to assess them. Editing the plan later does not change their results.

For the same reason, a vacancy carries three separate facts: its status, such as draft or active; whether it is published on the Career Portal; and whether its assessments are ready. One never implies another.

What AI does and what people decide

AI can	A person must
Draft the job description and job specification with Bee, from your answers and documents.	Check every line, apply what is right, and save.
Propose a whole assessment plan in one step with Prepare with AI.	Review the plan, change what does not fit, and save it.
Read CVs against the saved CV Playbook and quote the passage it relied on.	Check that the quote supports the score. A CV claim is not proven ability.
Run an AI Interview with the questions you saved.	Decide what the answers mean for this job.
Answer questions about the page you are on through Ask Aivident.	Act on its suggestions yourself. It drafts; it does not send or change records.

The product does not decide who is hired

Scores and recommendations are evidence to review, not decisions. Evidence that is missing or could not be read is left unscored rather than counted against the applicant. A person records every rejection, offer and hire.

You do not need to set everything up first

Your first vacancy works with an empty Roles library and an empty Competency Bank. Company Setup helps you add company facts and a first role, and you can leave it and come back. Build reusable Roles and competencies later, when you hire for the same Role again and want every vacancy to start from the same standard.

What you see also depends on your plan. A stage your company has not bought appears as a greyed line marked Not in your plan, and opens nothing.

Where each step lives

Step	Where in Aivident	Guide
Write the vacancy	Jobs, then Create vacancy	Coming next
Prepare the assessment plan	The vacancy’s Assessment plan	Coming next
Receive and add applicants	The vacancy’s Applications	Applications and intake
Screen applications	Method setup, then CV Playbook	Screen applications
Interview with AI	Method setup, then AI Interview	How the AI interview works and the setup reference
Review and move applicants	The vacancy’s Applications	Manage the Candidate pipeline
Prepare Candidates	Share the Candidate guides	Candidates overview