> ## Documentation Index
> Fetch the complete documentation index at: https://docs.spott.io/llms.txt
> Use this file to discover all available pages before exploring further.

# FAQ

> Answers to the questions our support team hears most, from syncing and enrichment to campaigns and the Note Taker.

The questions our support team hears most, with the short answer and where to read
more.

<Note>
  Can't find your answer here? Email [support@spott.io](mailto:support@spott.io), or ask
  us from the chat bubble inside Spott.
</Note>

## Email & calendar

<AccordionGroup>
  <Accordion title="How long does the initial email and calendar sync take?">
    It is not instant: Spott syncs years of email and calendar history and matches it
    to the people in your database, which typically takes 8 to 12 hours for a normal
    inbox. If your calendar looks empty right after connecting, give it time and
    check again the next day.
  </Accordion>

  <Accordion title="I get an error when connecting my email or calendar">
    If the error appears on the Microsoft or Google consent screen, your
    organization's IT policy is blocking the permission grant, not Spott. A workspace
    admin can allow Spott for the whole organization (in Microsoft Entra ID under
    Enterprise Applications, or the Google equivalent). If you are the admin, tick
    "allow for everyone in my organization" on the consent screen.
  </Accordion>

  <Accordion title="Emails I send from Spott don't show in my Outlook Sent folder">
    If they reach the recipient and appear in Spott but not in Outlook, the cause is
    almost always a consumer-tier Microsoft plan, which routes outgoing mail through
    an alias. The fix is a Microsoft 365 Business plan, arranged by your IT admin.
  </Accordion>

  <Accordion title="Why are some emails blurred on a candidate's Communication tab?">
    The owner of that mailbox restricted their sharing level. Everyone controls how
    much colleagues see of their synced email under **Settings → Accounts**: metadata
    only, subject line and metadata, or full access.
  </Accordion>

  <Accordion title="Why can't I add a colleague's email address to a candidate?">
    Blocked by design, for everyone including admins: it would expose the colleague's
    entire email history with that address and bypass the email visibility model.
  </Accordion>

  <Accordion title="How do I set up a sending domain for campaigns and marketing?">
    Go to **Settings → Domains**, add your domain, and create the DNS records shown
    there. Sending from a verified domain protects your deliverability. Marketing
    campaigns can only send from mailboxes on a verified domain.
  </Accordion>
</AccordionGroup>

## Candidates & data

<AccordionGroup>
  <Accordion title="How do I merge duplicate records?">
    Open one of the duplicates and use the **Actions** menu: Merge 2 people, Merge 2
    Companies, or Merge 2 Jobs. Merging is pairwise: for three duplicates, merge
    twice. See [merging records](/docs/companies/merge-companies).
  </Accordion>

  <Accordion title="Why can't I find a candidate in search?">
    The quick search bar matches names and keywords. For identifiers like an email
    address or phone number, use global search (`⌘K` / `Ctrl+K`). For deep matching
    on skills and experience, use the [Search tab](/docs/candidates/search-candidates),
    which reads the whole profile including notes and attachments.
  </Accordion>

  <Accordion title="How do I exclude placed or inactive candidates from a view?">
    Add a filter (for example on status or jobs) and save the setup as a
    [view](/docs/settings/using-views). Views remember filters, sorting, and columns.
  </Accordion>

  <Accordion title="What does enrichment cost, and when are credits charged?">
    Credits are only deducted when enrichment succeeds. Pricing is on the **Billing**
    page in Settings. See [enrichment](/docs/candidates/contact-enrichment).
  </Accordion>

  <Accordion title="Can Spott generate a CV in our own branded template?">
    Yes. Use **Generate CV** on a candidate's Experience subtab or from their Files.
    The templates are configured for your workspace; contact support to set up your
    branded template.
  </Accordion>

  <Accordion title="Will an AI-filled attribute fill in my existing records?">
    Only if the attribute is created as AI-filled from the start. Converting an
    existing attribute later applies AI fill only to new records, and there is no
    bulk backfill afterwards; values can be regenerated one record at a time.
  </Accordion>
</AccordionGroup>

## LinkedIn & the extension

<AccordionGroup>
  <Accordion title="What can Spott import from a LinkedIn profile?">
    Publicly available information only: name, role, company, experience, education,
    location. Contact details visible only inside Recruiter or Sales Navigator cannot
    be imported; use [enrichment](/docs/candidates/contact-enrichment) to find emails
    and phone numbers instead.
  </Accordion>

  <Accordion title="The extension side panel is frozen or shows an error">
    Close and reopen the side panel (click the Spott icon in the browser toolbar
    twice). Refreshing the LinkedIn page does not help, because the panel is a
    separate context.
  </Accordion>
</AccordionGroup>

## Campaigns

<AccordionGroup>
  <Accordion title="When are campaign emails actually sent?">
    Inside the campaign's **Delivery Window**: the hour window you set, optionally on
    business days only. Sends are also staggered with randomized gaps and daily
    limits per mailbox to protect deliverability, and new sending accounts are warmed
    up gradually. See [campaigns](/docs/outreach/campaigns).
  </Accordion>

  <Accordion title="Does a campaign stop when someone replies?">
    Yes. **Reply received** and **meeting booked** are exit criteria: the recipient
    leaves the sequence automatically. After the last step, Spott keeps monitoring
    replies for a cooldown period so late answers are still captured.
  </Accordion>

  <Accordion title="Can I edit a campaign after it has started?">
    You can edit message content and step timing for steps recipients have not
    reached yet. Structural changes (adding, removing, or reordering steps) are
    locked once started: duplicate the campaign instead.
  </Accordion>

  <Accordion title="Can a colleague send my campaign from their inbox?">
    No, campaigns send from the creator's connected mailbox. Have the colleague
    duplicate the campaign and enroll the recipients; the duplicate sends from their
    inbox.
  </Accordion>
</AccordionGroup>

## Meetings & the Note Taker

<AccordionGroup>
  <Accordion title="Why is the Note Taker joining when I turned it off?">
    It joins if any workspace colleague in the meeting has it enabled. Check your own
    setting first, then ask colleagues in the invite to check theirs.
  </Accordion>

  <Accordion title="The Note Taker left or was kicked. Will it come back?">
    Not automatically. Around the scheduled time you can manually ask it to rejoin
    from the meeting card on the Calendar; it resumes recording from that point.
  </Accordion>

  <Accordion title="Why does my booking link show little or no availability?">
    The scheduler treats calendar events marked **Busy** or **Out of office** as
    blocking. An all-day or multi-day event marked Busy wipes out those days: set its
    status to Free or Tentative. Also check the booking link's own rules (booking
    notice, buffers, weekly availability). See [the scheduler](/docs/calendar/scheduler).
  </Accordion>
</AccordionGroup>

## Jobs & matching

<AccordionGroup>
  <Accordion title="Why am I getting bad matching results?">
    Three usual causes: hard filters that are too strict (aim for a filtered pool of
    roughly 2,000 candidates or fewer, but not near zero), criteria that read like
    keywords instead of an ideal profile, and shallow candidate data. The AI can only
    rank what it can read, so CVs, notes, and transcripts matter. See
    [matching](/docs/jobs/matching).
  </Accordion>

  <Accordion title="Editing a job scorecard deleted the candidate scorecards. Why?">
    Structural scorecard edits delete every per-candidate scorecard on that job so
    scoring stays comparable, and this is unrecoverable. The UI warns you first.
    Finalize the structure before the team starts scoring.
  </Accordion>

  <Accordion title="Can I hide the &#x22;posted X ago&#x22; label on the careers page?">
    Not currently; the timestamp is system-generated on public job listings.
  </Accordion>
</AccordionGroup>

## Placements

<AccordionGroup>
  <Accordion title="What happens if I delete a field from a placement form?">
    The field's data is removed from every past placement that used it, not just
    future ones. Renaming and adding fields are safe. Export affected placements
    first if you need the history.
  </Accordion>

  <Accordion title="Why don't placement form fields show as columns in the placements table?">
    The table shows core fields only, because different placements can use different
    forms. Open a placement's detail page to see and edit its form values. Exports to
    Excel do include the nested form values.
  </Accordion>
</AccordionGroup>

## AI assistants & API

<AccordionGroup>
  <Accordion title="How do I connect Spott to ChatGPT or Claude?">
    Through the [Spott MCP server](/docs/developers/mcp): add Spott in
    [Claude](/docs/developers/claude) or [ChatGPT](/docs/developers/chatgpt) and approve
    the OAuth prompt. You can then search, update records, and run your workflow from
    the conversation.
  </Accordion>

  <Accordion title="Where do I find the API and webhooks?">
    See [the Spott API](/docs/developers/api-overview) and
    [webhooks](/docs/developers/webhooks). API keys are generated under
    **Settings → API** and are bound to the user who creates them.
  </Accordion>
</AccordionGroup>

<Note>
  Not answered here? Email [support@spott.io](mailto:support@spott.io). We keep this
  page updated with what customers ask us most.
</Note>