Write a vacancy

This guide is for recruiting team members who open a new vacancy. At the end you will have a saved draft vacancy with a reviewed job description and job specification, and you will know how to activate or pause it.

For the order of the whole hiring process, read How Aivident Hire works first.

Why this step exists

Everyone who reviews applicants later judges them against what you save here. The job description (JD) says what work the person will do. The job specification (JS) says what the person must bring to that work. Aivident Hire keeps them apart so that duties are not confused with requirements, and so that every later assessment can point back to the line it came from.

Bee can draft both for you, but only from what you and your company have supplied. You decide what goes into the vacancy, and nothing is saved until you save it.

Before you start

• Your account needs permission to create and edit vacancies. Without edit permission, the edit page shows a read-only preview and no status button.
• You do not need a Role Standard, a Competency Bank or a finished company setup. An empty Roles library does not block this path.
• You do not need an assessment plan. You can prepare it after saving, or after the vacancy is active.
• Bee’s writing help is not limited by plan. It needs a connection to Aivident, and it can fail. Your own text is never lost when it does.

Open the writing page

1. In the sidebar, select Jobs.

2. Select Create vacancy.

   The page opens with the heading Create vacancy and the state Not saved. The form is on the left and the Preview is on the right.

3. Use the EN and ID buttons at the top if you want the page in the other language.

Fill in the vacancy details

The Vacancy details card holds the facts every vacancy needs.

Field	What to enter	Needed to save
Job name	The title candidates will see, for example Night receptionist.	Yes
Work location	A city. You can type one or pick from the list.	No
Employment type	Full time, part time, contract or internship.	Yes
Main duties	What this person will do, one line per duty. This fills the first section of the job description.	Yes
Applicant requirements	What an applicant must bring, one line per requirement. This fills the job specification.	No
Additional details (optional)	Opens more options: Who do you need?, Draft language, Edit text and Approved Role Standard.	No

Until the three required fields are filled, the page shows “Add a title, duties and employment type to save.” next to the save button.

Who do you need? is a short brief in your own words. Bee reads it when it drafts. Draft language sets the language of the job description and job specification. If you change it after you have text, Aivident fills the Bee request box with a translation request. Press Help me write to get the translation as a proposal.

Get help from Bee

Bee drafts the job description and job specification from your fields, your brief and the company information on file. Select Go to AI help at the top of the page to jump to the Help me write section.

1. Type what you need, or the change you want, into the box. For example: “We need someone to welcome hotel guests at night.”

2. Select Help me write. The button works once Bee has something to start from: text in the box, a brief, or text already in the draft.

   The page shows “Bee is preparing your draft…”. When Bee finishes, the section shows Proposal ready to review and the preview marks the text Bee proposal · Not applied.

3. Review the proposal in the Job Description and Job Specification tabs. Each proposed section has Apply and Reject proposal.

4. Apply what is right. To take the whole proposal at once, select Use proposal at the bottom of the page. To drop it, select Reject proposal.

Let Bee ask questions first

If you are not sure what to ask for, let Bee ask you instead.

1. Under the Help me write box, open the line that reads “Bee helps improve the same draft. Review before applying.”

2. Choose what to change: JD and JS, or a single section.

3. Select Help me clarify.

4. Answer each question. Pick one of the suggested answers, or type your own and select Continue. If you do not know, select Not sure. Bee records the question as unanswered and moves on.

5. To stop early, select Draft now. Bee drafts from the answers so far.

If Bee has no questions, it drafts straight away.

What Bee could not fill

When a proposal leaves something open, the preview shows a Not stated yet list under the tabs. A section with no text also reads Not stated yet. Bee does not invent those facts. Fill them in yourself, or leave them empty.

The company information Bee may use is behind the button with your company name, or Company context when no name is on file. If nothing is on file, the page says “No company context on file. You can still draft.”

When Bee fails

Your applied draft never changes when Bee fails.

What you see	What to do
“Bee could not finish. Your accepted draft is unchanged.”	Select Retry, or keep writing yourself.
“Bee added details that were not supplied. Try again or clarify your brief. Your draft is unchanged.”	Add the missing facts to your brief, then select Retry.
“You edited the draft while Bee was working. Your version is kept below…”	Compare Your current version with the proposal, then apply section by section or reject it.
“Company context could not be loaded. Retry, or continue with your own input.”	Select Retry, or continue without it.

Start from a document (optional)

On a new vacancy you can start from a job description you already have.

1. In the Help me write section, select Document (optional).

2. Upload a PDF or an image, or paste the text. A text-based PDF without tables gives the best result.

3. Aivident reads the document and returns you to your draft. Its content arrives as a proposal. Apply or reject it as you would with Bee.

To return without a document, select Back to my draft.

Reuse an approved Role Standard (optional)

If your company keeps approved Role Standards, a new vacancy can start from one. This is optional. See Roles and the Competency Bank.

1. Open Additional details (optional) and select Approved Role Standard.

2. Under “Which role is this vacancy for?”, keep Use an approved Role Standard selected.

3. Choose a standard from the list. Only standards whose current version is approved are offered.

4. Select Continue with this Role Standard.

5. Back in the draft, the standard’s text arrives as a proposal. Apply it.

The saved vacancy is linked to that exact version only if you applied its text. If no standard is approved yet, the picker says so. You can still write the vacancy yourself. Documents and Role Standards are offered only while you create a vacancy, not when you edit a saved one.

Check the preview

The Preview has three tabs, and they are for different readers.

• Vacancy advert shows how the job reads to a candidate. It is a draft preview. Published copy is reviewed separately, on the Career Portal.
• Job Description and Job Specification are marked as the assessment basis for your team. They are not shown in the vacancy advert. Later assessments are prepared from them.

The job description has four sections: The role, Measured on, Working conditions, and Hard about this job. The job specification has four: Knowledge, Abilities, Experience and credentials, and Personal requirements. To edit every section directly, select Detailed JD and JS under the preview, or Edit text in Additional details (optional).

Save the draft

1. Select Save draft. If a proposal is still open, the button reads Save draft without proposal. The unapplied proposal is not saved.

2. Aivident saves the vacancy as a draft and opens its vacancy page.

If you try to leave with unsaved work, Aivident asks Leave this draft?. Select Keep editing to stay, or Discard and leave to lose the unsaved text and proposals.

What you see	What it means and what to do
“The vacancy could not be saved. Your draft is still here.”	Nothing was saved. Try Save draft again.
“The save response did not arrive. Check whether it saved before trying again.”	Select Check save status. Aivident looks for the vacancy and opens it if it was saved, so you do not create a second one.

What you see after saving

The vacancy page opens with the title, a status badge that reads draft, Applications, More Actions and Activate vacancy in its header.

Below the header:

• Assessment plan shows Not set up, with Prepare with AI, Prepare manually and Set up later. A draft or active vacancy does not need it. See Prepare the assessment plan.
• Method setup and Setup help open when you select them. Setup help holds Ask Aivident, which answers questions about this vacancy.
• Career Portal (optional) shows the job posting preview and whether the application form is ready.
• Vacancy details shows the employment type, dates, and the linked Role Standard. Without one, it reads No Role Standard yet.

Reopen and edit the vacancy

Open Jobs and select the vacancy. To change its text, use any of these. They all open the same editor:

• Edit requirements, or the link to the JD/JS and its sources, in Career Portal (optional).
• Back to JD/JS at the bottom of the assessment plan.
• More Actions, then Edit Job.

The editor shows the vacancy title and Draft saved until you change something. Bee works the same way here. Saving returns you to the vacancy page.

If someone else saved the vacancy after you opened it, your save stops and the page shows Review the newer saved version. Your text stays. Select Load latest saved version to compare. Then select Keep my draft against this version and save again, or change your draft first. To reach fields such as department or salary, select Other vacancy settings in Additional details (optional).

Activate or pause the vacancy

Activation opens the vacancy for the intake your company permits. Activate it when the text is ready. You can prepare assessments before or after.

1. On the vacancy page, select Activate vacancy.

2. Read the dialog. It says that publication, assessments and invitations stay separate actions, and that assessment setup can wait.

3. Select Activate vacancy in the dialog.

Aivident checks four things before it activates the vacancy:

• your account may edit vacancies,
• the vacancy has a title,
• the employment type is full time, part time, contract or internship,
• the job description has at least one line.

It does not check the assessment plan, CV criteria, interview questions, Career Portal publication or the application form.

If the status does not change, the dialog shows “Status was not saved. Check the vacancy details and try again.” It does not name the field, so check the four points above. If it says “The vacancy changed. Reload before trying again.”, reload the page first.

To stop new intake on an active vacancy, select Pause vacancy and confirm. Existing applications, configurations and results are kept. A paused vacancy shows Activate vacancy again.

Active is not the same as published or open for applications

Activation does not publish the vacancy on the Career Portal. If your company has no active application form, Career Portal (optional) shows Applications not open yet. See Publish the vacancy.

What the product does not do at this point

• Saving a draft does not publish, screen, invite or approve anything.
• Applying a Bee proposal is not saving. Only Save draft saves.
• Activating does not publish the vacancy and does not start any assessment.
• A vacancy does not create or change a Role Standard or a Competency Bank entry.
• Bee does not confirm company facts or hiring conditions that nobody supplied.

Next steps

Prepare the assessment plan

Publish the vacancy

Applications and intake

Roles and the Competency Bank