Publish on the Career Portal

This guide is for recruiting team members who want a public advert for a vacancy. At the end, your company careers page is live, your application form is active, and the vacancy appears on the careers page for Candidates to apply.

For the big picture, read How Aivident Hire works first.

Why this step exists

A vacancy can receive applicants in two ways. You can add them yourself in Applications, which is private hiring. Or you can publish the vacancy on your company Career Portal, so Candidates find it and apply without an account. Aivident keeps publication as its own decision because a public page is a promise to strangers. A real person must be reachable about their data, and every Candidate must answer the same company questions. Publishing never starts screening, invitations or stage moves.

Before you start

• Plan: the Career Portal and Form Maker entries under Settings appear only when your company’s plan includes them. If they are missing, ask your organisation administrator.
• Permissions: the Owner, Admin, Recruiter and Hiring Manager access levels can manage and publish the Career Portal and manage the application form by default. A custom access level needs those permissions from your administrator. To publish a vacancy you need both manage and publish.
• Vacancy status: the vacancy must be active. A draft vacancy cannot be published. See Write and save a vacancy.
• Not needed: a Roles library, a Competency Bank, a CV Playbook or an AI Interview. The publication page says so itself.
• Private hiring: skip this guide. Add applicants from Applications.

How the three parts fit

Publishing has three parts. The first two are company-wide and you do them once. The third is done for each vacancy.

Part	Where	What a Candidate gets	The action that makes it public
1. Company Career Portal	Settings, then Career Portal	Your careers page with your story and open roles	Publish portal
2. Company application form	Settings, then Form Maker	The same questions, documents and consent for every role	Activate reviewed version
3. Vacancy advert	The vacancy’s Career Portal (optional), then Review posting	The role page and the way to apply	Publish to Career Portal

Read the three parts as ordered text

1. Publish the company Career Portal from Settings, then Career Portal. This gives Candidates your careers page.
2. Activate the company application form from Settings, then Form Maker. Every role uses this form.
3. Publish each active vacancy from its Career Portal (optional) section. This puts the role on the careers page.

1. Publish the company Career Portal

Your Career Portal is one careers page for the whole company. Everything you save is a private draft. Candidates see only what you publish.

1. Open Settings, then Career Portal. The first time, the page asks How would you like to start? Choose Build it manually and select Start manually, or choose Draft from company materials to turn approved company text into a draft you review first.

2. Under Candidate-facing content, fill in the Headline, Introduction, About the company and Candidate policy for each language you enable. Candidates read these boxes, so each one must have text before you can publish.

3. Under the privacy notice, enter a Privacy contact email. Use an address a real person reads. Aivident never makes one up. You can save without it, but you cannot publish without it.

4. Select Save draft. Only the private draft changes. If something is still missing, the message names what you will need before publishing.

5. Check the preview. It can show your working copy, the saved draft, or the public snapshot that Candidates see now.

6. In the publication panel, select Publish portal. A dialog asks Publish this saved Career Portal? Confirm with Publish portal. The saved draft becomes the public snapshot. Changes you have not saved are left out.

After publishing, the panel shows the Stable public URL of your careers page and an Open public site link. Share that address with Candidates.

To change the live page later, edit, select Save draft, then Republish portal. The public page keeps the previous version until the new one succeeds. Pause portal takes the page offline for Candidates without deleting anything. Resume portal and publish changes brings it back.

The Published roles list on the same page shows which vacancies belong on the portal. Changing a selection and selecting Save roles does not publish or close a vacancy. Republish the portal to make the new selection public. Most of the time you will publish vacancies from the vacancy itself, as in part 3.

2. Activate the company application form

Your company has one application form. Every published vacancy uses it, so every Candidate answers the same questions and gives the same consent. You change it by making a new version, never by editing the active one.

1. Open Settings, then Form Maker. The page is marked Tenant-wide. If there is no draft yet, select Create draft. The first draft starts from the standard CV-first form.

2. Adjust Application questions and Document requirements if you need to. Tick Required question when every Candidate must answer it.

3. Check Consent and candidate notices. The standard form carries Application processing consent and Privacy consent, which are required and cannot be switched off. It also carries Keep my profile for future opportunities, which must stay optional so a Candidate can apply without agreeing to it.

4. Select Save draft.

5. Select Review draft. The review checks translations, fields, privacy, consent and document limits without touching the active version. If it lists Resolve these blockers, each item links to the part to fix. If it asks you to save first, save and review again.

6. When the review says Ready to activate, select Activate reviewed version. That version becomes the form for every vacancy in the company. The message Version activated confirms it and counts the roles it affects.

Version history lists every version, and Active form shows the one in use. Earlier applications keep the form version they were submitted with.

Each vacancy also has its own form page. On the vacancy, open Career Portal (optional) and select Preview on the Application form row. The page shows the Company application form it builds on, with a link to Open company Form Maker. You can add questions for this vacancy only. Candidates see them after the company form, under Questions for this role. Those extra questions need their own save and activation on that page.

3. Publish the vacancy

1. Open the vacancy and expand Career Portal (optional). The Job posting row shows whether the vacancy is published. Select Review posting, or Review on that row.

2. The page opens as Review & publish, with the status Draft · Not published yet. Read Publication settings. It lists Vacancy content, Privacy contact, Candidate consent and Application form, each marked Reviewed, Not complete or Not read. Reviewed means Aivident found the item, not that a person checked it.

3. Open Edit posting content and write the advert for each language: Public title, Role story, What matters and What you get. The Candidate preview beside it shows the result.

4. If you want a starting point, open Publishing. Under the section about starting from the vacancy’s own copy, a button fills the empty advert fields from the vacancy title, job description and job specification. Fields you already wrote are not touched. Read and rewrite the text for Candidates before you publish.

5. In Publishing, set an Application deadline if you want one. Leave it empty to keep applications open while the vacancy is published.

6. Select Save. This saves the advert only. Nothing becomes public.

7. Select Publish to Career Portal. If your company has no privacy contact yet, the button stays unavailable and a Privacy contact (a human email) field appears below it. Enter the address and select Confirm this contact. Aivident saves it to the company Career Portal as a saved change. Publish that change first: open Career Portal settings, select Republish portal, then come back to this step.

8. A Confirm publication panel explains what will happen. Select Confirm. Aivident saves the advert as published, adds the vacancy to the Career Portal, and publishes a new portal revision. It then checks the public page before it reports a result.

9. When the check succeeds, the page shows Vacancy is live, with Open public vacancy, Review form and View applications.

If the page shows Publication result not confirmed, the command finished but the public page did not confirm it yet. Check the current state before you try again. A retry never creates a second vacancy.

Why the advert is not the job description

The job description and job specification are your team’s working standard. The advert explains the opportunity to Candidates. Aivident keeps them as separate saved texts, so editing the advert never changes the approved standard, and your team’s notes never appear on the public page by accident. Edit requirements on the vacancy opens the job description and job specification themselves.

Change or remove a live vacancy

• Change the advert: edit it, then select Publish changes. While a vacancy is live, Save is not available, so changes go public only through this button.
• Take it down: select Remove from Career Portal, then confirm. Aivident publishes a new portal revision without the vacancy. Candidates lose the role page, cannot start new applications, and saved application or resume links stop working. Submitted applications and Candidate records are kept. The vacancy and its saved advert are not deleted. To bring it back, publish it again.
• Pending removal: if the vacancy was deselected elsewhere but is still public, the button reads Finish removal.

What publishing does not do

• It does not make the vacancy active. Activation is a separate step on the vacancy.
• It does not screen, invite, score or move anyone. Those are separate actions you take in Applications.
• Publishing the Career Portal does not publish any vacancy. Publishing a vacancy does not publish other saved changes to the Career Portal.
• It does not wait for a hiring request to be approved. If your company requires hiring requests, the confirmation records what you knew about the request. See Hiring requests.
• It does not need an active application form. Without one, the confirmation warns you, and the public role page tells Candidates Applications are not open yet.

Setting up for the first time

Company Setup ends with a Review publication step. When your first vacancy is linked to an approved Role Standard, one Confirm publication there publishes the Career Portal and that vacancy together. Each result is shown separately, and a retry touches only the part that did not go live. See Get started.

When something goes wrong

What you see	What it means	What to do
Career Portal unavailable	The company Career Portal is not published, or it is paused.	Select Open Career Portal settings and publish or resume the portal. Then come back.
A note that the job is Draft, with Edit Job	Only an active vacancy can be published.	Select Edit Job, make the vacancy active, then return.
No application form is active	Candidates can open the page but cannot apply.	Select Open the Form Maker and activate a version.
The publish button is greyed out, with a note about a privacy contact	No privacy email is saved.	Enter it in the field below the button, select Confirm this contact, then republish the portal before you publish the vacancy.
A message that the Career Portal changed	Someone changed the portal, or it has saved changes that are not published.	Select Refresh. If you saved Career Portal changes, publish them in Career Portal settings first, then publish the vacancy again.
A message that a Career Portal publisher or manager is required	Your access level lacks the manage or publish permission.	Ask your administrator, or hand the step to a colleague who has it.
Public-page status unavailable	Aivident could not check whether the page is public.	Select Retry reachability check.
Career Portal access is restricted or Form Maker access is restricted	Your access level cannot open that settings page.	Ask your administrator for the Career Portal or application form permission.

Where to go next

Applications and intakeSee the applications that arrive and add people yourself.

Hiring requestsLearn how a hiring request sits beside your vacancy.

Candidate guidesShare what applying looks like from the Candidate's side.