Vivier/aide/guide.en.md

# Vivier at a glance

Vivier tracks the CVs IT Club receives, from first contact to hiring.

- Each CV becomes a **profile**: identity, experience, technologies, languages, seniority.
- Profiles move across a six-column **board**.
- On each profile you record interviews, follow-ups, comments and documents.
- **Client requests** describe the assignments to fill. Vivier suggests the profiles that match.
- Vivier generates a **CV in the IT Club format** and a **Europass CV**, named or anonymised, in French, English or German.
- Each profile shows in the interface language, translated automatically.
- Every action is recorded in an activity log.

Every account can read and edit every profile. The account manager also has the **Manage** menu: accounts, activity log, retention, trash, backup.

The **Security** guide explains how Vivier protects your access and what you can do on your side.

# Signing in

1. Open the Vivier address in your browser.
2. Enter your username and password, then **Continue**.
3. Enter the 6-digit code shown by the authenticator app on your phone.

Good to know:

- A password is at least 12 characters long. Vivier rejects passwords found in known data breaches.
- After 5 failed attempts, sign-in is blocked for 15 minutes for that username, then longer.
- The session closes after 2 hours without activity, and at the latest 12 hours after sign-in. Vivier then brings you back to the page you had open.
- Phone not at hand: type a backup code in the code field.
- Forgotten password, or lost phone with no backup code: contact the account manager.

The **Security** guide covers each point in detail.

## Getting an account

Vivier has no open sign-up.

1. The account manager sends you an invitation link. It works once and expires after 48 hours.
2. Open the link. Choose your username and password.
3. Set up two-step verification: install an authenticator app on your phone, scan the QR code, enter the code shown.
4. Keep the ten backup codes Vivier gives you. They are shown only once.

The account manager can also create your account with a temporary password. At first sign-in, you choose your own, then set up two-step verification.

# The screen and the menu

The black header stays at the top of every page.

| Item | Purpose |
|---|---|
| Board | Active profiles, sorted by status |
| Profiles | The full list and the search |
| Requests | Assignments to fill at clients |
| Follow-up | Follow-ups due and upcoming interviews |
| Dashboard | The pool's figures |
| Manage | For the account manager only: Retention, Activity log, Sign-ins, Accounts, Trash, Backup, Errors |
| Search field | Searches every profile |
| Import | Adds one or several CVs |
| Question mark | Opens this help |
| Your initials | My account, interface language, sign out |

A gold badge on **Follow-up** counts the follow-ups that are due. For the account manager, a badge on **Manage** adds up the profiles past their retention date and the account requests to approve. The submenu gives the detail.

On a narrow screen, the **Menu** button unfolds these items.

# Importing a CV

**Import** button, in the header. Two routes lead to the same review screen.

## Automatic analysis

1. In the **Automatic analysis** card, choose the CV: PDF, DOCX, ODT, MD or TXT.
2. Click **Analyse CV**. Allow one to two minutes, without closing the page.
3. Vivier shows the review screen.

This route needs a Claude API key, set by the account manager. Without a key, the card says "Not set up".

A DOC or RTF file is not read by this route: convert it to PDF.

## Files already analysed

You run the analysis yourself in a Claude project, then upload the result.

1. In the Claude analysis project, attach the CV and write: "analyse ce CV pour Vivier".
2. Claude produces two files: the structured profile (`.json`) and the detailed report (`.md`). Download them.
3. In Vivier, **Files already analysed** card, upload the JSON, the original CV and the report. The report is optional.
4. Click **Check profile**.

If the JSON does not comply, Vivier rejects the import and lists every issue to fix.

## Review before saving

The review screen shows what Vivier is about to save.

- Check the identity, email, phone number and the dates of each position.
- **Seniority** is recalculated by Vivier from the dates. If it differs from the analysis, a message says so.
- The **points to check** raised by the analysis are shown: gaps in the career, vague dates, missing information.
- If the CV contains a **photo**, it appears with the **Keep this photo** box. Untick it to discard the photo.

Click **Save profile**. The profile lands in the **Received** column. **Cancel** drops the import and deletes the uploaded files.

## Duplicates

Vivier compares the profile with existing ones, archived profiles included. A profile in the trash counts too: it is shown by its reference, and the account manager can restore or erase it.

| Similarity | Effect |
|---|---|
| Same email address | Saving is refused. Update the existing profile instead. |
| Same phone number | Warning. A box confirms this is someone else. |
| Same first name and name | Warning. A box confirms this is someone else. |

Phone numbers are compared without country code, spaces or punctuation. Names are compared without case, accents or order.

## Importing several CVs

Import page, **Import several CVs** button. The batch holds 20 CVs at most.

**CVs to analyse**: select several files, then **Add the CVs**. Vivier analyses them one after the other. Keep the page open. If you close it, the analyses resume when you open it again.

**Profiles already analysed**: select the JSON files, the CVs and the reports together, then **Add the files**. Vivier pairs each JSON with the CV named in its `source.fichier_origine` field. A report is paired when its name repeats the JSON's name or the candidate's name.

Each line of the batch has a status:

| Status | Next step |
|---|---|
| Waiting | The analysis is about to start |
| Ready for review | **Review** opens the review screen |
| Error | The reason is shown. **Run the analysis again** or **Remove** |

**Save the ready profiles** saves in one go those that look like no existing profile. The others stay in the batch, to review one by one. A CV left in the batch is removed after 7 days.

# The board and the statuses

The board shows active profiles in six columns.

| Status | Meaning |
|---|---|
| Received | The CV has just come in |
| In progress | The profile is being studied, before any interview |
| Interviewing | One or more interviews are planned or done |
| Approved | IT Club selects the profile |
| Hired | The candidate has joined IT Club |
| Rejected | The profile is set aside. A reason is required |

## Moving a card

- Drag the card from one column to another. The change is saved at once.
- Moving to **Rejected** opens a window that asks for the reason.
- Within a column, drag a card to change the order.
- On a touch screen, press and hold to pick up the card.

The status can also be changed on the profile page.

## Reading a card

A card shows the photo or initials, the name, the title, the seniority, the years of experience and the three main technologies. When they exist, it also shows:

- the date of the next interview
- the number of follow-ups due
- a red marker when the residence permit expires within 2 months, or has expired
- the reason, in the Rejected column

The stacked bars left of a column name show progress: one bar for Received, five for Hired.

## Filtering

The **Filter cards** field keeps the cards that contain the words typed: name, title or technology. The **Seniority** list keeps one level. The filter only affects the screen.

# The profile page

Click a name to open the profile. It has a header band and four tabs.

## The header band

The band stays at the top of the profile, whatever the tab.

- The photo, the name, the title, the seniority and the years of experience.
- **Original CV**: the file received from the candidate.
- **IT Club CV** and **Europass CV**: choose **Named** or **Anonymised** to open the preview of the generated CV.
- **Edit**: the profile in six blocks, described below. Vivier saves the last name in capitals.
- **Status**: choose the status then **Update**.
- The candidate's availability, expected daily rate and city.
- The reason, if the profile is **Not selected**.

A **To do** line appears when an action is waiting: overdue follow-up, interview feedback to give, next interview, residence permit to renew, retention period over. A click opens the matching tab and section. Red dots mark something overdue.

## Editing the profile

**Edit** button. Six blocks:

| Block | Content |
|---|---|
| Identity and CV | First name, last name, title, summary. Used on the CVs |
| Contact details | Email, phone, address. Only the city and country appear on the named CV |
| Nationality and work permit | Up to three nationalities, the work permit, its expiry date. On no CV |
| Availability | A choice from a list, a date if needed, a free note |
| Commercial details | Daily rate, salary, mobility, remote work. On no CV |
| Europass CV | Volunteering and driving licence, used on the Europass CV only |

**Availability.** Choose Immediate, Within 1 month, Within 2 months, Within 3 months, Specific date or To be confirmed. "Specific date" asks for the date. "Within N months" computes an estimated date, used for matching with client requests. The free note keeps an internal detail, for example a notice period to negotiate.

**Nationality and work permit.** Pick the nationality from the list: type the first letters of the country to go faster. An EU, EEA or Swiss nationality needs no work permit in Luxembourg: Vivier says so and hides the permit fields. Otherwise, describe the permit in free text and enter its expiry date. Vivier then plans a follow-up 2 months before, shown in **Follow-up**. Do not upload a copy of the permit to Vivier.

The analysis picks up the nationality when the CV states it. The work permit is always entered by hand.

## The four tabs

The tabs stay under the header. With the keyboard, the arrow keys move from one tab to the next.

| Tab | Content |
|---|---|
| Profile | Summary, points to check, experience, technologies, education and certifications, contact details, nationality and work permit, languages, volunteering |
| Follow-up | Interviews, comments, follow-ups |
| Assignments | Client requests and commercial details |
| File | Documents, keywords and classification, history, personal data, photo, manage |

The profile opens on the **Profile** tab. After you save something, Vivier returns to the tab you were on: a posted comment brings you back to **Follow-up**, an added document to **File**. Links on the **Follow-up** page open the profile on the **Follow-up** tab.

A red badge on **Follow-up** counts overdue follow-ups and interview feedback to give. An exclamation mark on **File** flags a retention period that is over. The small grey number next to a tab counts what it holds.

On the **Profile** tab, the three most recent positions and the ten most practised technologies are shown. The **Show…** link below the list expands the rest. The add forms (interview, follow-up, document, photo) open with a click on their title.

## Comments

Write in **New comment**, then **Post**. A comment carries your name and the date. It cannot be edited.

## Documents

- The original CV and the report are attached at import.
- **Add a document**: choose the file and its type. Maximum size: 10 MB.
- Accepted formats: PDF, DOCX, DOC, ODT, RTF, MD, TXT, PNG, JPG, XLSX.
- **Read** opens a `.md` or `.txt` report inside Vivier.

## Keywords

Keywords come from the analysis. They improve the search.

- Add a word with its type, then **Add**. A word added by hand shows on a light background.
- The cross removes a word.
- Words added by hand survive an update of the analysis.

## Photo

The photo helps recognise the candidate in Vivier: profile page, board, search results. It never appears on an exported CV. Vivier does not analyse it.

## Commercial details

**Edit** button, **Commercial details** block: expected daily rate, expected gross annual salary, mobility, remote work.

These details feed the matching with client requests and the CSV export. They never appear on an exported CV. Availability has its own block.

# Interviews, follow-ups and tracking

## Recording an interview

On the profile page, **Follow-up** tab, **Interviews** section, **Add an interview**.

1. Enter the date. The time is optional.
2. Choose the type: phone, video call, on site, technical interview, client interview.
3. Say who conducts the interview and, if there is one, the related client request.
4. Click **Save the interview**.

For a Received or In progress profile, the **Move the profile to "Interviewing"** box is ticked: the profile changes column at the same time.

After the interview, open **Add the assessment and notes**: positive, mixed or negative assessment, then the notes. A past interview without assessment is marked "assessment needed".

## Planning a follow-up

On the profile page, **Follow-up** tab, **Follow-ups** section, open **Plan a follow-up**: write what needs doing, choose the due date, then **Plan the follow-up**.

When it is done, click **Mark as done**. The follow-up stays on the profile, dated and signed.

## The Follow-up page

**Follow-up** menu. The title counts the planned follow-ups and, in red, those due today or overdue. Three lists:

- **Follow-ups**: oldest first. A follow-up that is due shows in red.
- **Interviews in the next 30 days**.
- **Past interviews without assessment**: to complete.

Archived profiles are not listed.

# Client requests and matching

**Requests** menu. A request describes an assignment to fill.

## Creating a request

Open **New request**. The client and the job title are required. Fill in what you know:

- the required technologies, separated by commas
- the minimum seniority
- the required languages
- the location and remote work
- the start date and the daily budget

The more precise the request, the more precise the matching.

## Reading the matching

The page of an **open** request lists the profiles in the pool that match it, best scores first.

- The score, out of 100, shows on the right of each profile.
- Technologies found on the profile show on a gold background, with the years of practice.
- Missing technologies show with a dashed outline.
- Gaps show in red: lower seniority, missing language, availability too late, daily rate above the budget.

| Criterion | Points | Rule |
|---|---|---|
| Technologies | 55 | Share of the required technologies found on the profile. A technology found earns 60% of its share, 100% from 5 years of practice |
| Job title | 15 | Share of the words of the job title found on the profile |
| Seniority | 10 | 10 if the level is reached, 4 one level below, 0 otherwise |
| Languages | 10 | Share of the required languages found on the profile |
| Availability | 5 | 5 if the profile is available before the start, 0 after |
| Rate | 5 | 5 if the daily rate fits the budget, 2 up to 10% above, 0 beyond |

A criterion missing from the request earns all its points. A value missing from the profile earns half. Archived and rejected profiles are left out.

The score ranks the profiles. It does not replace reading the profile.

## Putting a profile forward

- On the request page: **Put forward**, next to the profile.
- On the profile page: **Assignments** tab, **Client requests** section, choose the request, then **Put forward**.

A profile put forward goes through four statuses:

| Status | Meaning |
|---|---|
| To present | The profile is selected internally |
| Presented to the client | The CV has gone to the client |
| Selected by the client | The client wants this profile |
| Set aside | The profile does not fit this request |

**Update**, under the profile's name, changes the status and adds a note.

## Closing a request

Change the **Request status**: Open, Filled or Closed. Only an open request shows the matching. Deleting a request deletes its list of profiles put forward. The profiles stay.

# Searching for a profile

The header field and the **Profiles** menu search every profile.

## Writing a search

- Every word typed must appear on the profile.
- Accents, capitals and plurals are ignored.
- A word of three letters or more also finds words that start with it: `dev` finds "developer".
- `senior` keeps Senior and Expert profiles. `junior` and `expert` filter the same way.
- A phrase in quotation marks is searched as is: `"gestion documentaire"`.
- Technology symbols are kept: C#, C++, .NET, Node.js, CI/CD.

| Search | Result |
|---|---|
| `senior java developer` | Senior or Expert profiles that carry "developer" and "java" |
| `XML` | Profiles that mention XML, anywhere |
| `angular luxembourg` | Profiles that carry both words |
| `"product owner"` | Profiles that carry the exact phrase |

Vivier searches both the original texts and their translation.

## Ranking and filters

Results are ranked by relevance. A word weighs more in the name, the title or the technologies than in a job description. Technologies and keywords found show on a gold background.

Six filters: status, seniority, language, nationality, residence permit, archived profiles. Archived profiles are hidden by default. Changing a filter runs the search at once. On a phone, the **Filters** button shows or hides them.

| Filter | Values |
|---|---|
| Nationality | EU, EEA or Switzerland (no work permit needed), Non-EU, Not specified |
| Residence permit | Expired or expiring within 2 months |

The search finds a profile through its original texts and their translation: `developer` and `développeur` return the same profiles.

**Export to CSV** downloads the profiles shown. This button is for the account manager only.

# The CV in the IT Club format

On a profile page, **IT Club CV** and **Anonymised CV** open an A4 preview.

## What the CV contains

- The name, the title, the seniority, the languages, the availability.
- The summary, the technical skills, the experience with its project, assignment and workload, the education, the certifications.
- IT Club's details in the footer.

The CV carries no personal contact details: contact goes through IT Club. It carries no photo, no commercial details, no nationality and no work permit.

The **anonymised version** replaces the name with a reference, for example "Profile ITC-0001", and hides the location. Employer and client names stay visible.

## Exporting

| Button | Result |
|---|---|
| Download as Word | An editable `.docx` file |
| Save as PDF | The browser's print dialog. Choose "Save as PDF" and untick "Headers and footers" |

Each export is recorded in the profile's history.

## Changing the CV language

In the preview bar, choose FR, EN or DE. With the interface in English, the preview opens in English. In French, it opens in the language of the original CV.

- The CV headings follow the chosen language.
- The content stays in the language of the original CV until it is translated. The preview says so.

To translate the content:

- **Translate content**, if automatic analysis is set up. Review the result before sending the CV.
- **Translate with a file**, otherwise: download the file, drop it in the Claude analysis project, then upload the translated file.

The translation is kept. It also serves the profile page and the Europass CV. If the profile changes afterwards, Vivier redoes the translation in the background. Meanwhile, the original content comes back. Names of technologies, companies and clients are not translated.

# The Europass CV

On a profile page, **Europass CV**, then **Named** or **Anonymised**. The preview follows the layout of IT Club's Europass CV: blue band, Europass logo, sections About me, Education and training, Work experience, Language skills, Skills, Volunteering, Driving licence.

## What the CV contains

- Positions: employer, location, dates, job title, client, project, assignment, technologies, workload, then achievements.
- Education with its dates and location, when known.
- Languages: the European grid (understanding, speaking, writing) when the original CV gives it, otherwise one line per language, for example "English: C1".
- Skills, grouped: certifications, technical, databases, software and tools, cloud, methods.
- Volunteering and driving licence, only when filled in.

The Europass CV carries no date of birth, no nationality, no work permit and no commercial details.

## Preview settings

| Button | Effect |
|---|---|
| Named, Anonymised | The anonymised version replaces the name with the reference and removes photo and contact details |
| Contact details | Shows or removes the email, phone, LinkedIn profile and address |
| Photo | Adds the profile photo. Off by default |
| FR, EN, DE | The CV language, as for the IT Club CV |
| Download as Word | An editable `.docx` file |
| Save as PDF | The browser's print dialog, in A4 |

Each export is recorded in the profile's history.

# Profiles in your language

Vivier shows each profile in the interface language. In English, you read the title, summary, positions, education, volunteering and points to check in English.

- Translation runs automatically after import, in the background, while a Vivier page stays open.
- A profile not translated yet shows in its original language, with a banner. **Translate now** starts the translation right away.
- Under a translated profile, **View the original** shows the original text.
- Comments, interview reports, client requests and the work permit stay in their author's language.
- Names of technologies, companies, clients and projects are not translated.

The translation is automatic. Review it before sending a CV.

# Dashboard and CSV export

**Dashboard** menu.

- The black band gives the key figures: profiles in the pool, received in 30 days, in progress, hired, interviews within 7 days, follow-ups due, open requests, retention to handle.
- **Profiles by status** and **Seniority**: clicking a line opens the matching list.
- **Average time spent at each stage**: time between entering a status and leaving it.
- **Most common technologies**: a click runs the search.

Archived profiles are counted separately.

The CSV export (Profiles menu, **Export to CSV**) holds one line per profile shown, commercial details, nationality and work permit included. The separator is the semicolon: Excel opens the file directly. This export, which takes the whole pool out at once, is for the account manager only.

# Personal data and retention

Vivier holds personal data. Three tools help comply with the GDPR.

## The candidate's consent

On the profile page, **File** tab, **Personal data** section, **Record the candidate's consent**: record the date the candidate agreed that IT Club keeps their CV, and how they said so. The consent can be edited and withdrawn.

## The retention period

Each profile has a retention date, set at import: 24 months by default.

The account manager tracks retention dates: **Manage** menu, **Retention**. The page lists the profiles whose date has passed or falls within 60 days.

- **Extend** pushes the date back, if the candidate has confirmed their consent.
- **Delete** moves the profile to the trash.

On the profile page, the **To do** line flags a retention period that is over to everyone. Tell the account manager if the candidate has renewed their consent.

## Exporting a candidate's data

On the profile page, **File** tab, **Personal data** section, **Export the candidate's data**. Vivier downloads a zip with all the profile's data, nationality and work permit included, its documents and its photo. Hand it to a candidate who asks for access to their data.

## Automatic analysis

With automatic analysis, the CV is sent to Anthropic, the publisher of Claude, for analysis and translation. Mention it in the information given to candidates.

# Archiving, updating, deleting

**File** tab, **Manage** section.

## Archiving

**Archive the profile** takes the profile off the board, the dashboard, the follow-up page and the everyday search. Its data, its documents and its retention date stay.

To find it again: **Profiles** menu, **Archived** filter set to "Only". On the profile page, **Unarchive** puts it back in its column. The status of an archived profile does not change.

## Updating from a new analysis

A candidate sends a more recent CV: upload the new JSON and, if you have them, the new CV and the new report.

- Replaced: experience, technologies, languages, education, keywords from the analysis.
- Kept: status, comments, interviews, follow-ups, documents, history, keywords added by hand.

## Deleting

Only the account manager deletes a profile. If a profile has to go, ask them.

**Delete profile** moves the profile to the trash. It disappears at once from the board, the profiles, search, client requests, follow-up and exports. For 30 days, the account manager can restore it with all its data.

After 30 days, Vivier erases the profile, its documents, its photo, its comments, its interviews, its follow-ups, its keywords and its history. The activity log keeps one line with the profile's reference, without the name.

# Activity log

The account manager sees the full log: **Manage** menu, **Activity log**. The last 300 actions, across all profiles, filterable by account.

Each line gives the date, the account, the profile, the action and its detail: old and new value of a field, status change, document added, CV exported.

On each profile, the history shows everyone the same lines for that profile only: **File** tab.

# My account and language

Click your initials, top right.

- **My account**: your identity, two-step verification, password, sessions.
- **Language**: French or English. The choice is kept for your account.
- **Sign out**.

In **My account**:

| Action | Effect |
|---|---|
| Generate new backup codes | Ten new codes. The old ones stop working |
| Set up another app | For a new phone. The old one stops working |
| Change password | Your other sessions close |
| Sign out my other sessions | Closes everything except the current session |
| Your latest sign-ins | Date, browser and address of your latest sign-ins |

The interface language changes how profiles show: they appear translated. Comments and interview reports stay as they were written.

# Frequently asked questions

## The automatic analysis failed

The message gives the cause. The most common ones:

| Message | What to do |
|---|---|
| Time limit exceeded | Run it again. If it keeps failing, use the files already analysed |
| The document is not a CV | Check the uploaded file |
| API key refused | Tell the account manager |
| Too many requests or credit used up | Try again later, or tell the account manager |

## The seniority does not match the CV

Vivier calculates it from the dates of each position. Internships are excluded, overlapping periods are counted once. A date without a month counts as January.

| Experience | Level |
|---|---|
| Less than 4 years | Junior |
| 4 to less than 8 years | Mid-level |
| 8 to less than 12 years | Senior |
| 12 years and more | Expert |

If the dates are wrong, fix the JSON and update the profile from a new analysis.

## The photo in the CV was not found

Vivier keeps the image that looks like a portrait. A cut-out portrait on a wide white background may be discarded. Upload the photo by hand: **File** tab, **Photo** section.

## A profile has disappeared from the board

It is archived or deleted. Look for it in **Profiles** with the **Archived** filter set to "Included". If it is not there, ask the account manager: the activity log says who moved it to the trash and when. For 30 days, they can restore it.

## A card will not move

The change was not saved: a red message appears and the card goes back to its place. Check your connection and reload the page.

## My two-step code is rejected

Check that the phone sets its time automatically, then enter the code shown now. A code works only once: wait for the next one. Otherwise, use a backup code.

## I lost my phone

Sign in with a backup code, then **My account**, **Set up another app**. No backup codes left: the account manager resets your two-step verification.

## A profile stays in French while I work in English

Its translation is not done yet. The profile banner says so. Click **Translate now**, or wait: the translation runs in the background.

## I cannot find a profile with the search

Remove a word: every word must appear on the profile. Check the **Archived** filter. If the search seems empty after a Vivier update, the account manager runs the indexing again.