Roles and the Competency Bank

Aivident Hire has two reusable libraries under the Libraries heading in the sidebar: Roles and Competency Bank. This page explains what each one holds, how approval and versions protect the people already being judged, and when it is worth building them. You do not need either library to hire. Your first vacancy works with both of them empty.

What a Role Standard is

A Role Standard describes a Role your company hires for, once. It is the Role, not a vacancy. Each vacancy you open for that Role can use it, and the vacancy never owns it. Closing every vacancy leaves the role where it is.

A Role Standard holds:

• a job description that candidates read,
• a job specification that only your team sees, split into must-pass lines and preferred lines. A must-pass line ends an application when it is not met. A preferred line never knocks anybody out,
• the competencies the role is judged on, with the level each one requires,
• every version it has had.

The job description and job specification stay separate here for the same reason they do on a vacancy: the first describes the work, the second describes what the person must bring.

The Roles page

Select Roles in the sidebar. The page is titled Roles and has two tabs: Your roles and Needs you. Needs you collects branch requests that go past company limits, for companies with branches.

On Your roles you can search by role name and filter by state: Live, Draft or Superseded. Each row shows its state, the company or branch it belongs to, and how many current vacancies use it.

State	What it means
Live	A version is approved. Vacancies opened on it judge every applicant the same way.
Draft	Nobody has approved it yet. No vacancy can run on it.
Superseded	Another standard replaced it. No new vacancy can be opened on it.

To create one, select New role standard. It opens the Role Creator. Nothing is live until a version is approved. Only company members with the administrator, hiring manager or recruiter access level see this button. Everyone else can read every standard but cannot create or change one.

Open a standard to see its own page. It has the tabs Overview, The standard, a tab that shows how candidates are judged, Where it is used, History and What it has learned. Where it is used lists each vacancy on the standard and the version that judges it.

Approval and versions

A draft judges nobody. Approval is what makes a standard usable by a vacancy.

When a draft is ready, select Approve this standard on its row, or open the standard. The approval card, What you are approving, lists anything still missing. Aivident refuses to approve until the standard has:

• a role title,
• a job description in English or Bahasa Indonesia,
• at least one must-pass requirement.

The approve button names the version it will lock. Approving records your name and the date. To stop without approving, select Leave as a draft.

An approved version never changes. Its requirements are frozen. To change the role, select Edit this standard. Aivident opens the next version as a new draft, and the approved version keeps judging applicants everywhere until the new one is approved. History keeps every version, read-only.

One thing sits outside versions: what each competency is worth. Weights belong to the role, so they can still move on an approved standard. Every weight change is recorded in History.

Removing what you no longer need

The Roles and Competency Bank pages have no delete button and no archive button. The only removal on the Roles page is Discard this draft. It throws away an unapproved working draft, and the approved version stays live. Approved versions stay on record because applicants were judged on them.

Reusing a Role Standard on a vacancy

Reuse is optional. When you create a vacancy, you can start from an approved standard with Approved Role Standard. Its text arrives as a proposal. Only if you apply it is the saved vacancy linked to that exact approved version. See Write a vacancy.

The vacancy page shows the link under Vacancy details. Without one, it reads No Role Standard yet, with the note that a Role Standard is optional.

A linked vacancy keeps judging applicants on its version. A newer approved version of the standard does not rewrite the vacancy or its past results.

What the Competency Bank holds

Select Competency Bank in the sidebar. The page, titled “Your organisation’s talent standard”, has four areas. Each one has Open.

Area	What it holds
Competencies	One shared definition of each competency, with a ladder that says what each level looks like.
Guardrails	How far a branch may tune weights and the evidence mix on its own. Changes past that become proposals.
Assessment methods	Every assessment method your organisation holds, and what each one claims to evidence.
Branch proposals	Changes a branch has proposed to the company standard, waiting for a decision.

In Competencies, you can search and filter by source: company competencies, starter competencies from Aivident, and branch overlays. Each entry shows its version and how many roles use it. When your bank holds Aivident starter competencies, the page says they are ready to use.

A competency’s page shows its ladder, Evidencing methods, Attach a method, and Used by, the roles judged on it.

Adding and changing competencies

New competency opens a short form: a name, what it means here, what kind of competency it is, and what each level looks like, in both languages. Add to the bank adds it straight away as a company competency. This button appears only to members who may update the organisation, in a company that is not a branch.

Edit ladder changes what the levels mean. Saving with Save and check who inherits stores a draft version. Roles that run the competency keep the locked version. Aivident then lists the Role Standards that use it, and you choose which ones receive the change with Send proposals. Each standard’s owner reviews the proposal. Locked role versions never change silently.

Vacancy proposals do not become bank entries

When you prepare a vacancy’s assessment plan with Prepare with AI, Bee may propose competencies and criteria for that vacancy. Saving the plan stores it on the vacancy only. It does not add or approve anything in the Competency Bank or in Roles. Adding to a library is always its own action, in that library.

The libraries never block a vacancy

An empty Roles library or an empty Competency Bank does not stop you from writing, saving, activating or publishing a vacancy.

When building the libraries is worth it

Start with a vacancy. Build the libraries when one of these is true:

• You hire for the same Role again and again, and want every vacancy to start from the same approved text and must-pass lines.
• Several branches hire for the same role, and you want one company standard with limits on what each branch may tune.
• You want every reviewer to judge a competency against the same ladder, in your company’s own words.

For a single hire, write the vacancy directly. If you hire for that Role again, create a Role Standard for it with New role standard.

Related guides

Write a vacancy

Prepare the assessment plan

How Aivident Hire works