Quickstart: prepare the AI interview workflow

Follow one short path from a new vacancy to an AI interview result and a decision you record yourself. This guide is for recruiting team members. Each step names the control on screen, says why the step exists, says what has not happened yet, and links to the full guide for that step.

Use a test vacancy and a test applicant. Never put customer data, Candidate data, an invitation link or a token into documentation. For the big picture first, read How Aivident Hire works.

Required permissions

Confirm that your account and your company’s plan allow each of these:

• Vacancies: create and edit vacancies. Without this, the Dashboard offers no Create vacancy button and the vacancy page offers no Activate vacancy.
• AI interview setup: your company’s plan must include it. If it does not, the AI Interview row reads Unavailable with your access.
• AI interview invitations and results: the interview actions on the applicant board and the vacancy’s interview menu appear only when your company is not on a self-serve plan and has interviews turned on.

If a control is missing

Ask your organisation administrator for access, or ask them to check your company’s plan. The rest of the path still works without the AI interview: you can receive applicants and review them yourself.

Create a vacancy

1. In the sidebar, open Jobs and choose Create vacancy. The vacancy is where hiring starts, so every later step belongs to it. Nothing is published, screened or sent at this point. See Write a vacancy.

2. Describe the work. To get a draft, use Help me write and let Bee propose text. Bee’s help is optional, and it must not invent company facts or hiring conditions, so read the proposal before you choose Use proposal. A proposal changes nothing until you use it and save.

3. Check the Vacancy advert, Job Description and Job Specification tabs one by one. The advert is what applicants read. The job description and job specification are the basis every applicant is assessed against, and the advert does not show them. Choose Save draft. The vacancy is saved as a draft; nobody can apply yet.

4. On the saved vacancy page, choose Activate vacancy and confirm. An active vacancy can receive applicants. Activation does not publish the vacancy on your Career Portal, does not prepare assessments and sends no invitations. See Publish a vacancy.

Prepare the assessment plan

1. On the vacancy page, find Assessment plan. Until a plan is saved it reads Not set up. The plan decides which evidence checks each requirement, so every applicant is judged the same way.

2. Choose one of three options. Prepare with AI asks Bee to propose a whole plan in one step. Prepare manually lays out the requirements from your saved job description and job specification, without AI, for you to fill in. Set up later takes you to the vacancy’s applications, because applicants can arrive before any assessment exists.

3. If you prepared a plan, review it, change what does not fit and save it. A proposal is not applied, and an applied plan is not saved, until you do each step. Nothing runs yet. See Prepare the assessment plan and Check the hiring workflow.

AI interview setup

1. On the vacancy page, open Method setup. The AI Interview row shows whether an interview is set up. Choose Set up, or Edit if one is already saved.

2. Review the questions and the criteria the interview will check, then save. Each method runs only after its setup is reviewed and saved. Saving the setup does not start an interview and does not send an invitation. See the AI interview setup reference and How the AI interview works.

Receive or add applicants

1. On the vacancy page, choose Applications. Applicants arrive here from your Career Portal when the vacancy is published, or you add them on the board yourself. A missing assessment setup does not stop applications or your own review. An arriving application starts no assessment. See Applications and intake.

Invite Candidate to the AI Interview

1. On the applicant’s card on the board, choose the AI interview action. The dialog Invite to the AI interview shows the recipient, the method, the interview language, how long the link stays valid, whether the interview setup is saved, and the Candidate’s consent.

2. Check each line, then choose Create invitation link. Nothing is created before you confirm. Creating the link does not send it: send it by email or copy it from the card afterwards. The applicant stays in their current stage, because an invitation never moves anyone. See Invite an applicant to the AI interview.

Operational information stays out of documentation

Invitation links, tokens, identifiers, customer data, recordings and Candidate data are operational information. Do not copy them into public pages, code examples, screenshots or issues. Share a link only through the channel intended for the Candidate.

Review results and record the decision

1. Open the vacancy’s Interview Results page. Start with each interview’s status, then read the evidence behind every score before you draw a conclusion. Not every interview covers every criterion, so check what is missing as well as what is there. See Read AI interview results.

2. Go back to Applications and record what you decided: move the applicant, reject them, or record an offer. An accepted offer is not a hire; you confirm the hire as a separate step. See Manage the Candidate pipeline and Record offers and hires.

A score is not a decision

Scores and recommendations are evidence to review. The product never rejects, offers or hires on its own. Missing evidence is left unscored rather than counted against the applicant.

After the quickstart

• Read Get started: Dashboard and Company Setup to find the work waiting on you each day.
• Build reusable Roles and competencies when you hire for the same Role again. See Roles and competencies.