Adding and Managing Contacts

You can quickly navigate to the Contacts page with G then O. See all keyboard shortcuts.

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1. Open the Contacts view

From the left-hand navigation bar, go to Contacts to see all client contacts in your system.

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2. Group contacts by company

At the top-right of the Contacts view, you can toggle Group by company.

• On: contacts are grouped under their company name, so you see everyone from the same organization together.
• Off: all contacts are shown in a single list, sorted according to your chosen sort option, for example Last Activity Date.

Use Group by company when you want to work in a client-centric way. Disable it when you prefer to sort and filter by individual contact attributes.

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3. Add a new client contact

There are three ways to create a contact in Spott:

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Add a contact manually

Click the Add Contact button in the top-right corner. Search for an existing person in Spott, or type a new name and create the person on the spot. Every person exists only once in Spott, so if the person is already in your database (for example as a candidate), the contact role is added to the same record. Then pick the Company the contact works for and click Add Contact.

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Add a contact via the Chrome extension

Import contacts straight from LinkedIn with the Spott Chrome extension.

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Add contacts in bulk from a file

The import wizard is not candidate-only: upload a CSV or Excel file, choose Contacts as the import type, and each row becomes a client contact linked to the company in that row. Up to 1,000 records per import. See Import from CSV or Excel for the full list of columns you can map.

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4. The contact profile

The contact profile works just like the candidate profile.

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Overview tab

• Summary: an AI summary of the contact and suggested field updates based on the whole profile.
• Notes: all notes related to this contact and their jobs.
• Experience: work experience and education.
• Communication: view and send email or WhatsApp messages.
• Files: job descriptions, briefing documents, terms.
• Tasks: follow-ups, so you never miss one.

The side panel on the right is the same as for candidates: Details, Activity, and Ask AI.

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Contact tab

• Jobs: all jobs this contact is tagged on.
• Speculative: all candidates presented proactively to this contact.
• Companies: the current and past companies this contact is related to.

Depending on the features enabled for your workspace, you may also see an Opportunities subtab.

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One person at several companies

A director who sits on two boards, or a manager who has moved, does not need a second record. On the contact, open the Contact tab, then Companies, then Add to company. Someone linked to more than one company then shows one row per company in the Contacts list, which is why a name can appear twice in a table that is otherwise one row per person. The profile itself carries all of the companies together. A job move is not automatic for contacts. Where a candidate can be refreshed from a CV or from LinkedIn, a contact who changes employer stays attached to the old company until you add them to the new one.

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Editing a contact

• The name is edited inside the contact record, in the side panel under the Personal section.
• The LinkedIn URL lives under Show all values in the Details panel. If the LinkedIn tab reports no URL on file, that is where to add it, rather than on the tab itself.
• A leaving date cannot be earlier than the day the company link was created, so a historical departure may be refused until that link is corrected.

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Greyed out contacts

A contact whose name shows greyed out and in italics is inactive, which follows from the start and end dates on their company link. Inactive contacts are left out of global search, though the Contacts table still finds them. Someone who seems to have vanished from search is usually here rather than deleted. Keeping client contacts up to date ensures you always have the right people connected to the right clients.