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You can quickly navigate to the Calendar with G then C. See all keyboard shortcuts.

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Make sure Outlook or Google are synced with Spott

Before scheduling a meeting, ensure your Outlook or Google account is synced. In Spott, go to Settings → Accounts, find the Microsoft Outlook or Google integration, and make sure one of them is connected.
First-time sync takes time. Spott syncs years of calendar and email history, which typically takes 8 to 12 hours. Your calendar can look empty for most of that, so give it time and check again the next day. After the initial sync, changes appear in near real time.
Connecting the account itself, admin consent in enterprise tenants, and what your colleagues can see of your calendar are all covered in connected accounts.

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The Calendar page

The page has two tabs. Calendar is your own week, in a list or a calendar view, with your upcoming meetings in the sidebar and your teammates’ calendars available next to yours so a shared slot is easy to find. From either view you can reschedule or cancel an invite directly.
The Meetings tab listing scheduled meetings, filtered by user
Meetings is the wider view: every meeting scheduled against a record in Spott, not only your own. Filter by User to see who a colleague has been sitting with and when, which is the quickest way to answer “has anyone spoken to this client recently” without opening a single record. Search by title, and switch the same results between List and Calendar.

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Schedule a new meeting

Click Schedule Meeting in the top right corner, or double-click (or click and drag) a time slot in the calendar, like in your native calendar client. In the meeting dialog, make sure Send calendar invite is toggled on, as well as Online meeting if you plan to meet via Microsoft Teams or Google Meet. The meeting URL is created on the platform of your primary email account.
The meeting dialog with invite and online meeting toggles
Set the parameters before sending the meeting request:
  • Recipients: the people to meet with.
  • Subject and email body.
  • Date and time, with options to repeat the meeting or mark it as All day.
  • Location: a physical location, or an online meeting. With online meeting on, Spott creates the Microsoft Teams or Google Meet URL for you on your primary email account’s platform. A Zoom link is never generated, though the Note Taker can still join a Zoom meeting it is invited to.
  • Show as free: keep the slot open on your calendar instead of marking it busy.
  • Hide attendee list: send the invite without showing recipients each other.
  • Dial in Note Taker: have the Note Taker join the online meeting to record and summarize it.

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The composer toolbar

Along the bottom of the message body sit five controls:
The composer toolbar: attach, signature, template, scheduler link, and AI
Attach a file, insert your signature, start from a message template, add your scheduler link, or ask AI to pitch a candidate or job.

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Attach files without leaving the invite

When the meeting is with a candidate or contact, the right-hand Browse files panel lists the files already on the relevant records, so you can attach one without hunting for it on your desktop. It groups them:
  • CVs, the originals on the candidate
  • Reformatted CVs, the branded versions produced by CV and client documents, each labelled with its language so you can pick the right one for the client
  • Other, everything else held on the record, such as a work permit or a signed document
The meeting dialog with the Browse files panel listing CVs and other documents
The picker at the top of the panel switches between the records involved, the job and the person, so you can pull the job description and the candidate’s CV into the same invite.

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Manage an event

Click an event in the calendar to open its details, where you can:
  • Reschedule: change the date or time and send the update to attendees.
  • Cancel event: cancel the meeting and notify attendees.
  • Transcript: open the Note Taker transcript and summary for a meeting that was recorded.
An event popover with Reschedule, Cancel event, and Transcript
You can also let others book time with you directly, based on your availability. Set up your booking links under Settings → Calls → Scheduler, and insert them into emails with Insert calendar scheduler link. See setting up your scheduler.