Invite Candidates to the AI interview

This guide is for recruiting team members who invite Candidates to the AI interview. At the end you will have created interview links, sent them yourself, and checked that nobody moved to another stage.

Why this step exists

The AI interview is an optional method. You choose it per vacancy. It runs only from an interview configuration that a person has reviewed and saved, so every Candidate on the vacancy answers against the same saved version.

Inviting is kept apart from moving an applicant. An invitation creates a link and nothing else. Moving an applicant into an interview stage records a move and sends nothing. That way the record shows exactly what happened, and nothing reaches a Candidate by accident. Read How Aivident Hire works for the whole loop.

Before you start

• Save the configuration first: open the vacancy. Under Method setup, the AI Interview row shows Saved with a version number once a configuration exists. If it does not, set it up first. See the AI interview setup reference. If you try to invite without one, the product takes you to the setup page instead of creating a link.
• Check your plan: the interview menu and the interview buttons on an applicant’s card appear only when your company’s plan includes the AI interview. A self-serve company does not see them. Ask your administrator if they are missing.
• Check your permission: creating links needs permission to create interviews. Without it, the product refuses the request.
• Check consent: the Candidate should have accepted the required consent with their application. The invitation dialog shows what is on record. It does not stop you, so read it before you confirm.

You do not need a CV, a CV score, a shortlist or a published Career Portal to invite someone from a vacancy that was created without a Role Standard.

Where the interview tools live

Open the vacancy, choose More Actions, and point to the Interview submenu. It holds three entries:

Entry	What it opens
Interview Config	The setup page for this vacancy’s AI interview
Bulk Interview Links	Links for many people at once
Interview Results	Every interview session for this vacancy

Invite one applicant from Applications

Use this path when the person already has an application on the vacancy.

1. Open the vacancy and choose Applications.

2. Find the applicant’s card. On the card, choose the microphone button. Its tooltip reads Start Interview. On a workflow stage column, the button sits inside the card’s actions menu.

   If the card shows Not shortlisted or Not eligible instead, the application cannot be invited yet. See Who can be invited.

3. The dialog Invite to the AI interview opens. Check each line: Recipient, Method, Interview language, Link validity, Interview configuration and Candidate consent. The link is valid for seven days from creation.

4. Choose Create invitation link. The product creates one interview session and one link. A message confirms that the link was created and has not been sent.

5. On the card, the status now reads Active Link. Choose the copy button. Its tooltip reads Copy interview link.

6. Send the link to the Candidate yourself, by your own email or chat.

Choose Cancel in the dialog to leave without creating anything.

Who can be invited

• Vacancy without a Role Standard: an applicant who is new or under review can be invited, with or without a CV.
• Vacancy with a Role Standard: the application must be shortlisted first. If the hiring workflow has a CV stage, CV screening must be complete.
• Anyone: a rejected, hired or archived application cannot be invited. A person can hold one live link at a time. While a link is waiting or in use, the card shows its status instead of Start Interview.

Invite several applicants from the board

Select applicants on Applications. The selection bar shows Invite to AI interview. It opens a dialog with a link expiry of 3, 7, 14 or 30 days, and Create interview links creates them. This bar shows in English in both languages. It skips anyone who already has an interview link or is in a later stage.

The dialog says it moves applicants. It does not.

The note in this dialog says it moves matching applications to interview scheduled. The product does not change an existing application’s stage when it creates a link. Move an applicant yourself when you mean to. See Manage the Candidate pipeline.

Create links for many people

Use Bulk Interview Links when you have a list of names and email addresses, including people who have not applied. The page title reads Bulk Interview Links.

1. On the vacancy, choose More Actions, then the Interview submenu, then Bulk Interview Links.

2. Stay on the Create New tab. Choose how to add people:

   Mode	What you do
   CSV / Excel	Upload an .xlsx, .xls or .csv file of up to 10 MB. Use Download template file for the layout. Match columns in Map Columns, then choose Add Candidates from File.
   Paste from Spreadsheet	Paste one person per line, name and email separated by a tab or comma, then choose Add Candidates from Paste.
   Manual Entry	Type a name, an email and an optional phone number, then choose Add Candidate.

3. Read Candidates Preview. Each row is marked valid or shows why not, such as a missing name, a wrong email format or a duplicate email. Only valid rows get a link.

4. Set the link window:

   • Availability: when the link starts to work. Leave it empty to make it work at once.
   • Link Expiry: when the link stops working. It must be at least one hour away and after the availability time. If you set nothing, links expire after seven days.
   • Interview Type: choose Standard unless your team has agreed to use Gemini Live.

5. Choose the green button that shows the number of links, such as Generate 12 Links. Large lists run in batches of 100. You can cancel between batches.

6. Read Generated Interview Links. It shows how many succeeded and how many failed, with the reason for each failure. Use Copy All or Export CSV to take the links, then send each one yourself.

For each person, the product finds the Candidate by email or creates one. It then uses that person’s application on this vacancy, or creates an application when there is none. It never moves an existing application. If an existing application cannot be invited, that row fails with the reason and its stage stays as it was.

Before each batch starts, the product checks your interview quota for the whole batch. If the batch does not fit, no link in that batch is created and the page shows the reason.

Check for a live link first

The single invitation on Applications refuses a second link while one is live. Bulk Interview Links does not check this. Before you add someone here, check their application and View Existing so that you do not create a second link for the same person.

Manage links you created

Open the View Existing tab. It lists the people whose applications were created from this page. Search by name or email, or filter by All Status, Awaiting, In Progress, Completed or Expired. A row can also read Scheduled before its availability time, or Incomplete (Expired) when the Candidate started but the link ran out.

Each row has buttons with tooltips:

Button	What it does
Copy interview link	Copies the link. Shown while the link is still valid and the interview is not complete.
Edit expiration date	Changes when the link starts and stops working.
Regenerate interview link	Asks you to confirm, creates a new link valid for seven days, and cancels the old one. Send the new link.
Delete Interview	Asks you to confirm, then cancels the session. The old link stops working. This cannot be undone.

Select several rows to use Set Activation Date or Set Expiration Date for all of them. View All Results opens the results for this vacancy.

What the product does not do here

• No email is sent: creating a link, from any page, sends nothing to the Candidate. You send the link.
• No stage changes: creating a link does not move an existing application. Moving an applicant into an interview stage does not create a link or send anything.
• No decision: a link, a completed interview and a score are not a hiring decision. A person records the outcome on the application.

When something goes wrong

• You land on the setup page: the vacancy has no saved interview configuration. Review it, save it, and come back.
• Due mandatory checks: the product refuses to invite until the due checks on the vacancy are resolved.
• Interview session already exists: the person already has a live link. Copy that link, or wait until it expires, instead of creating another.
• Quota exceeded: your company has used its interview allowance for the period. Ask your administrator.
• The card shows Link Expired: the Candidate never started. Choose the refresh button with the tooltip Generate new interview link, then send the new link.
• A bulk row failed: read the reason in the results table, fix the row, and add only that person again.

What to send the Candidate

Send the link with the vacancy title and the date the link expires. Add the Candidate preparation guide so the Candidate can check their device and space first. Never post interview links in shared or public places.

Next steps

• Read interview results
• Manage the Candidate pipeline
• How the AI interview works