Hiring requests

This guide is for recruiting team members who write hiring requests and for administrators who set the company policy. At the end you will know whether your company requires a request, how to write one, and what the product does with it today.

For the big picture, read How Aivident Hire works.

What a hiring request is for

A hiring request records a need to hire before the vacancy exists: which role, how many people, when they should start, and why. It also carries the route of people who should approve it. The point is a clear record of who asked, who must agree, and where the request stands.

A hiring request is a record that runs beside your hiring work. It is not a gate. Your team can still open and publish a vacancy while a request is waiting, and the product records what the team knew at the time.

Who does what

Person	Their part
Organisation administrator	Decides whether requests are required and sets the default approval route.
Recruiting team member	Writes the request and its route, and keeps the vacancy moving.
Approver on the route	Named by full name and work email. The route says no Aivident account is required.
Budget owner	Decides the role budget through its own link, when your company uses budget approval.

Before you start

• Changing the policy: this needs the organisation settings permission. Other members see a message that the change needs administrator permission.
• Writing a request: this needs permission to create vacancies or roles. Without it, the page shows the route read-only and says who can start one.
• When the form opens: the request form opens only when requests are required. When the policy is optional, you create vacancies directly.

Set the company policy

This part is for administrators.

1. Open Settings, then Hiring request policy. The entry shows Required or Optional under its name. The page opens as Hiring request approvals.

2. Read What Talent Acquisition sees. It shows the starting path your team gets under the current setting.

3. Select Require a hiring request or Make hiring requests optional. The change is saved at once. Existing requests are not affected.

4. Under the default approval route, select Add approver and enter each approver’s Full name and Work email. Use Move earlier and Move later to set the order. A route holds up to 20 approvers.

5. Select Save default route. New requests start from this route. Each request keeps its own copy, so later changes do not reach it.

Write a request

1. Open Hiring Requests in the sidebar. The page shows your company’s path. When requests are required it says Hiring requests are required and offers Create hiring request. When they are optional it says Hiring requests are optional and offers Create vacancy instead.

2. Select Create hiring request. Under Role Standard, choose Use an approved Role Standard and pick it from the list, or choose Start a new Role Standard to write the role first and come back.

3. Fill in Role facts: position, level, department or branch, division, company and the number required.

4. Answer When should this person start? Enter The day you need them in the seat, or tick I do not know the date yet. The date cannot be in the past.

5. Fill in Employment and headcount and Request context: the reason, a summary of the job, the responsibilities and the qualifications.

6. Select Save draft. The message Draft saved. confirms it. No vacancy is created.

7. Check the approval route below the form. It starts from the organisation default. You can add, remove or reorder approvers for this request only. Each change is saved to the request straight away. Use organisation default puts the default back.

8. Select Open this hiring request to see the request page. It shows the request, Role budget approval, Create vacancy from this Role Standard and Restricted HR details. Only authorised HR people can open the restricted section.

Your requests appear in Your hiring request queue on the Hiring Requests page. Each row shows the status, the current person, how long it has been in that status, and one next action, such as Resume request or Open request.

How approval works today

The queue can show six states: Draft, Submitted, Returned, Approved, Rejected and Cancelled.

Requests cannot be sent for approval yet

No screen in Aivident sends a hiring request to its approvers, and no screen lets an approver approve, return or reject one. A request you write stays Draft. The approvers on its route receive nothing. Record the approval your company needs outside Aivident until this arrives.

Some messages in the product talk about sending a request and creating the vacancy once it is approved. That path does not exist yet. Follow this page instead.

A hiring manager may receive a link from Aivident that opens without an account. That link is for confirming a Role Standard’s job description and job specification. It is not a hiring request approval.

How a request relates to a vacancy

When requests are optional: nothing asks for a request. Create vacancies from Jobs as usual.

When requests are required: the paths behave differently.

Path	What happens today
Create vacancy in Jobs	Works as usual. The request policy does not block it.
Creating a vacancy from an approved Role Standard	Refused with a message that the policy asks for a hiring request first. It needs an approved request, and none can be approved yet.
Create draft vacancy on the request page	Works only for an approved request, so it does not succeed yet.
Publishing the vacancy on the Career Portal	Never waits for the request. The Hiring request panel shows the request state, and publishing records that you knew it, with your name and the time.

So while requests are required, open vacancies with Create vacancy in Jobs. The publication page shows the request panel and says publication does not wait for approval. If the vacancy has no linked request, the panel shows No request, and that is what publication records. The record is never changed afterwards. See Publish on the Career Portal.

The start date on a request does not reach a vacancy you create with Create vacancy. Set the start date on the vacancy as well.

Role budget approval

If your company prices its hiring steps, the request page can ask the budget owner to approve what a hire on this role costs. This works today, and it is separate from the request’s own state.

1. On the request page, find Role budget approval. It shows the cost picture for the role’s hiring workflow.

2. Select Send the cost picture. Choose the budget owner from the approval route, or enter someone else’s full name and work e-mail. You need workflow management permission to send. Without it, you can read the cost picture only.

3. The budget owner opens the link without an Aivident account. The page shows the role’s costs and no Candidate information. They select Approve this budget, or Reject with a note, which needs a written reason.

4. The request page shows the result, for example Budget approved by and the person’s name. Sending again ends the waiting link.

A budget decision does not change the request’s state. Administrators and hiring managers also see Hiring costs on the Hiring Requests page, where the budget owner prices each step.

What a request does not do

• Saving a request does not create, open or publish a vacancy.
• A request does not approve the Role Standard or change its version.
• Proceeding while a request or budget is pending never marks it approved.
• A request never blocks Create vacancy or Career Portal publication.

When something goes wrong

What you see	What it means	What to do
Hiring path unavailable	Aivident could not read your company’s request setting.	Select Try again. If it continues, ask your administrator to check the policy.
Changing this needs administrator permission	Your access level cannot change the policy or default route.	Ask an organisation administrator.
The route is read-only on a new request	Your access level cannot raise a request.	Ask a colleague who can create vacancies or roles, or an administrator.
A message that the request changed elsewhere	Someone saved the same request while you were editing.	Reload the request, check the details, then save again.
This request is not available	The request does not exist or you may not open it.	Check the link, or open the request from the queue.
A vacancy from a Role Standard is refused	Requests are required and no request is approved.	Use Create vacancy in Jobs instead.

Where to go next

Publish on the Career PortalSee how the request panel appears when you publish a vacancy.

Write and save a vacancyOpen the vacancy directly with Create vacancy.

Roles and competenciesPrepare the approved Role Standard a request points to.