Prepare the assessment plan

This guide is for the recruiting team member who owns a vacancy. At the end, the vacancy has an assessment plan that says how each requirement will be checked, or you have decided to set it up later and start receiving applicants first.

Why this step exists

The plan answers one question before anyone is judged: what evidence will show that a person meets each requirement? It groups the lines of the saved job description and job specification (JD/JS), then names a method and a stage for each group. It is a connected view over the vacancy’s hiring workflow, CV Playbook and interview setup. It is not a second copy of them. Every applicant is then reviewed against the same saved plan. For the big picture, read How Aivident Hire works.

Before you start

• Save the JD/JS first. Bee and the manual route both work from the saved text. Without it, the plan says Save your JD/JS before preparing a plan.
• You need permission to update vacancies. Without it, the plan reads You can inspect this plan, but you do not have permission to change it.
• You do not need an active vacancy, a Roles library entry or a filled Assessment Bank. A vacancy can be active and receive applicants while the plan is still Not set up.

Open the vacancy from Jobs. The Assessment plan section sits near the top. Under its title you see a count of sources and a count of Competencies & requirements.

Choose how to start

A plan that has never been saved shows Not set up with three choices.

Choice	What happens
Prepare with AI	Bee reads the saved JD/JS and proposes groups, methods, stages and draft method setup. Nothing is saved.
Prepare manually	The page groups the JD/JS lines by section so you can edit them yourself. Nothing is saved.
Set up later	Opens the vacancy’s Applications page. The plan stays Not set up.

Setting up later is a real option, not a failure. Each method still needs its own saved setup before it can screen or invite anyone.

Prepare the plan with Bee

1. Select Prepare with AI. The button reads Preparing your proposal… while Bee works. Select Cancel to stop. Anything already finished stays on the page.

2. Read the proposal. The table shows each group with its type, the number of sources and the proposed method and stage. The status reads AI proposal · Not applied. Your own draft has not changed yet.

3. Check the summary line above the table. It counts the decisions still open, such as a group without a method, a group whose status is not confirmed, or a question Bee could not answer. Select a decision to open its group.

4. Open a group to review it in detail. You can edit the points to assess, choose the Requirement status, and use Change method and stage. Select Back to plan to return to the table.

5. Accept the proposal in one of two ways. Apply plan replaces your draft with the whole proposal. Inside a group, tick points and select Apply selected points to take only those. Select Cancel to throw the proposal away.

6. The status now reads Unsaved draft. Select Save draft to keep it. The status changes to Draft saved. When nothing else needs saving, the main button becomes Go to applicants.

Bee does not decide which requirements are critical. Every group it proposes arrives as Unconfirmed unless you had already chosen a status. Use Review priorities together to mark the listed groups as Preferred in one step, or open a group to choose Required yourself.

You can also type an instruction in the Bee field under the table and select Prepare with AI again. A new proposal never replaces your draft until you apply it. If you edited the draft while Bee was working, the page tells you to review the proposal before replacing your draft.

Prepare the plan by hand

1. Select Prepare manually. The page creates one group per JD/JS section, each with the status Unconfirmed. A group keeps any method you chose for those lines before.

2. Open each group. Name it, set its type, choose the Requirement status and pick one or more methods under Change method and stage. Pick the stage where the evidence is collected.

3. Use Add group to build a group from chosen source lines. Lines you do not assign stay visible as context. Use Choose from bank to open a method from your company’s Assessment Bank.

4. Select Save draft.

Manual edits and Bee proposals change the same draft. You can start by hand, ask Bee later, and keep what you already wrote.

Set each requirement status

Status	Meaning
Unconfirmed	Nobody has decided yet. It counts as an open decision.
Required	The requirement must be met. A fixed check on it becomes mandatory.
Preferred	It helps, but it does not block anyone.
Context / unscored	The line stays visible as context and is not assessed or scored.

For a factual condition, such as a qualification or a working condition, choose Recruiter confirmation as the method. The group then shows a Fixed-check rule with Add a rule for review. The rule becomes mandatory only after you choose Required. When you save the plan with the method setup option ticked, a confirmed rule is added to the vacancy’s mandatory checks. Saving a rule does not assess anyone. See Set the hiring workflow and mandatory checks for where those checks are enforced.

Check the sources

Each group keeps a link to the JD/JS lines it came from. Select the sources button next to the plan title, such as “14 sources”, to open Original JD/JS sources. Inside a group, the same button shows only that group’s lines. Select View all sources to see every line. Select Current JD/JS to compare the draft’s sources with the text saved now.

Save the method setup

The plan says which methods you will use. Each method also needs its own saved setup before it can run.

• After Bee prepares a plan, Method configuration drafts lists the draft CV criteria and AI Interview questions it wrote. If one part finished and the other did not, you see Partially complete. Use the retry button for the missing part.
• Before you save, check that Also save reviewed method configurations is ticked. It is ticked by default. The method setup is saved only when every group that uses that method has a confirmed status and no open question. Otherwise the page says the group decisions are unconfirmed and the configuration has not been saved.
• If the vacancy has no saved AI Interview settings yet, saving uses the standard 30-minute conversation settings, and the Candidate chooses the language.

Open Method setup below the plan to see where each method stands. Under Hiring and assessments it lists Hiring workflow, CV Playbook and AI Interview, each with its state, such as Not set or Saved with a version number, and an Edit or Set up button. The line under it reads Review and save each assessment before use. Career Portal publication is optional.

AI Interview depends on your plan

If your company’s plan does not include AI Interview setup, the row reads Unavailable with your access and offers View only.

To finish each method, see Screen applications and the AI interview setup reference.

What this step does not do

The footer says it: Apply changes this draft. Save, activation, screening, invitations and candidate movement are separate actions.

• Applying a proposal does not save it.
• Saving the plan does not activate or publish the vacancy.
• Saving the plan does not screen a CV, send an invitation or move an applicant.
• Editing a saved plan does not change results that applicants already have.
• Back to JD/JS takes you to the JD/JS editor. It does not save the plan.

When the JD/JS changes after you save

If someone edits the JD/JS after the plan was saved, the plan shows JD/JS changed after this plan was saved. Review the current sources before saving.

1. Select Review current sources. The Reconcile sources dialog lists the current lines.

2. Select Apply source changes. New lines start as unscored context. Groups whose lines changed need another review. Your previous draft is kept under Drafts retained before source changes.

3. Review the affected groups, then select Save draft. Applying source changes does not save the plan.

If something goes wrong

What you see	What to do
The plan could not be prepared.	Your JD/JS and changes are kept. Select Try again, choose Prepare manually, or go to applicants.
Preparation did not finish. Your saved plan and manual edits are unchanged.	Try again later or continue by hand.
Changes were not saved. Your draft is still here.	Select Save draft again.
The vacancy changed. Keep your draft and reload the saved source before trying again.	Select Review current sources, or Reload saved vacancy.
The plan could not be loaded.	Select Try again.
This draft has unsaved changes when you leave the page	Choose Keep editing, Discard changes or Save and continue. Leaving never saves a proposal by itself.

If you reload the page in the same browser tab, the page restores the unsaved draft and asks you to review it before saving.

Next steps

• Set the hiring workflow and mandatory checks
• Publish the vacancy
• Screen applications