Phone Calls

Connecting a supported telephony (VoIP) integration unlocks calling directly from Spott, with every connected call recorded, transcribed, and tied to the right person in your database.

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Supported integrations

What you get depends on the provider you use, so start here:

• Aircall, RingCentral, Ringover, RingRing, and Dialpad: built and supported by Spott. Aircall, RingCentral and Ringover include an in-platform dialer, so you can place calls without leaving the page.
• VoIPPlay and Devyce: click-to-call, with calls, notes, and recordings syncing back to Spott.

Enable your provider under Settings → Integrations, and select your number there too, on the provider’s own page. See the full, always up-to-date list on spott.io/integrations. RingRing is the exception: it has no page under Settings → Integrations yet, so contact support to have it connected.

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What you get

• Click-to-call: click any phone number in Spott (on a profile, in a table, in search results) to dial it directly.
• Inbound call pop-ups: when a known candidate or contact calls, a card appears in the bottom-right of the screen so you can open their profile before you pick up.
• Every call on the activity feed: connected calls are always logged on the person’s Activity tab, so the fact that you spoke to them is on the record either way.
• Recording: connected inbound and outbound calls are recorded by your VoIP provider and made available in Spott. Missed and unanswered calls are not recorded or transcribed.
• Automatic transcription and AI insights: after the call, Spott transcribes the recording, links it to the right person by phone number, and suggests profile updates and follow-up tasks from what was said.

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You decide which calls become notes

Logging is automatic; a note is not. A minimum call duration decides whether a call is written up: All calls (no minimum), or 15, 30, 45 or 60 seconds. Anything shorter is still logged on the activity feed but produces no note, which keeps two-ring calls and voicemails out of your notes. You set it as Minimum call duration to transcribe on your provider’s page under Settings → Integrations, and it applies to every VoIP integration, not just the one you set it from.

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The call record

Every processed call gets its own page in Spott, reachable from the linked person’s activity. It is laid out like a meeting page, in two columns. On the left:

• The recording, with an audio player, or No recording for this call when there is none
• Suggested actions picked up from the conversation. A card such as 3 suggested updates to review opens the Suggested Updates dialog when you click Review, and Suggested Tasks lists the follow-ups the call surfaced. Accept or reject each one.
• Notes linked to the call. Add a manual note there writes a note that is linked to the call for you, which is the quick way to add what the transcript cannot capture, such as your own read of the candidate. Link the people on the call yourself if the note should show on their records too. Writing notes needs the Manage Notes permission.

On the right, the Details tab holds the call details (date, time, From and To), the Participants, and the full transcript, which you can copy or download, either raw or with timestamps. Next to it, Ask AI answers questions about the call. Unlike on a meeting page, clicking a transcript line does not move the audio player.

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When the transcript is in the wrong language

Transcription detects the language spoken on the call, and on a bilingual desk it occasionally picks the wrong one. The result is a transcript full of plausible nonsense, and the AI suggestions built on it are no better. You do not have to write the call off. Re-transcribe the call in a specific language from the call record, and Spott processes the same recording again with the language you chose instead of the one it guessed. In-person conversations recorded with the Spott mobile app get the same treatment: the recording is uploaded, transcribed, and linked, with its own record page.

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Inbound call pop-ups

When a call comes in on your connected VoIP number, Spott shows a card in the bottom-right with the caller and the call status (ringing, in progress, ended):

• If the number matches a candidate or contact, their name is shown and clicking it opens their profile.
• Unknown numbers show as “Unknown caller”. Spott deliberately keeps this quiet so random calls do not interrupt your work.

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Sync a missing call

With Ringover or Aircall, you can check your calls and fetch a missing one yourself, without contacting support. Open your provider’s page under Settings → Integrations and scroll to the Calls table at the bottom. The table lists recent calls with their time, user, duration and status. It shows the last 7 days by default; change the date range or pick specific numbers to look further. Ringover lists up to 15 days at a time. The Status column tells you where each call stands: Occasionally a sync fails because the provider cannot hand over the recording at that moment. Try again later. You see and sync the calls on your own numbers. Users with the Manage workspace settings permission see every number in the workspace, so an admin can catch up on calls for the whole team.

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Call didn’t produce a note?

With Ringover or Aircall, start with the Calls table: its status column usually names the cause. Otherwise, run through this checklist; it covers the causes we see most often:

1. Is recording enabled at your provider? Spott transcribes the recordings your provider makes. Each provider has its own recording setting (per number in Aircall, the dashboard in Ringover, the Admin Portal in RingCentral, per call, per office or through admin recordings in Dialpad); see your provider’s setup guide.
2. Is your number selected in Spott? Without your number selected, incoming calls are not recognized and notes cannot be linked; see your provider’s setup guide for where to select it.
3. Is the person’s phone number in international format (for example +32...)? That is how Spott matches the call to the right record.
4. Was the call long enough? Calls under Minimum call duration to transcribe, on your provider’s page under Settings → Integrations, are logged on the activity feed but produce no note. Set it to All calls to rule this out. Missed and unanswered calls are not logged at all.

If everything checks out and notes still don’t appear, contact support.

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Good to know

• Tasks are not created automatically from calls. Spott suggests tasks from the transcript, but you decide what to accept.
• Dialer name display is one-way. When you click-to-call from Spott, your dialer shows the person’s name. When you dial by hand or receive a call, the dialer may show only the number; the call is still attributed to the right person in Spott afterwards, and the pop-up shows who is calling.
• Ringover offers you two ways to dial. Clicking a number gives a choice of Ringover, which opens the dialer inside Spott and waits for you to press Dial, and Desktop, which hands the call to the Ringover desktop app and starts dialling at once. Both are shown on purpose so people can pick their medium, and neither can be switched off.
• No VoIP integration, no calling features. Phone numbers and subscriptions are managed by your VoIP provider, not by Spott.