Adding and Managing Jobs

You can quickly navigate to the Jobs page with G then J. See all keyboard shortcuts.

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1. Open the Jobs view

From the left-hand navigation bar, select Jobs to open your job listings.

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2. Add a new job

Click the Add Job button in the top-right corner. The dialog has two tabs. On Basic Attributes, fill in the essentials:

• Job Title: the position you are adding
• Company: the client this job belongs to
• Status: the job’s stage

The same tab takes the job’s Users, and Restrict visibility if only the hiring team should see it (see job visibility). Click Review next tab to continue. On the next tab, Job Details, you can add more details right away: employment type, location type, one or multiple locations, salary range, description, and the client contacts involved. Set the job description language here too. It used to be American English whatever you were recruiting for, which meant rewriting every description for a Dutch or French role. Pick the language once on the job and everything Spott generates for it starts in that language. Leave it unset and the job falls back to Default job description language, a workspace-wide setting under Settings → General. Set that to the language you recruit in most and the per-job field becomes the exception rather than something to remember every time. It is its own setting, separate from the Default AI Language in your personal preferences, which governs what language Spott writes to you in. Click Create Job at the bottom-right of the dialog. Your new job appears in the Jobs list with its own record.

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3. Import a job instead of typing it

You do not have to fill the dialog in by hand. Two routes create the job from a posting that already exists:

• Import in the Add New Job dialog, which offers two sources:
  • Import from URL: paste the link to a public job posting and Spott reads the vacancy text into the job’s fields.
  • Import from File: upload the job description the client sent you, as a PDF, DOC or DOCX of up to 10 MB.
• The browser extension: import a job straight from the page you are looking at. See the browser extension.

Either way you land on the same job record, with the details prefilled and editable.

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4. Define the job on the Overview tab

The job now exists, but it is empty. Setting it up properly is a short sequence of its own, and it is worth following in order because each step feeds the next: link your files and intake notes, generate the details from them, fill in the fee structure, link the contacts, build the scorecard, then ask AI. That whole flow lives on the Job Overview tab.

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5. Manage the job through its tabs

• Candidates: the pipeline. Track candidates through each stage, take quick actions, and place or reject them. See the job pipeline.
• Matching: AI search across your database to find the best new candidates for this role, excluding anyone already in its pipeline. See matching.
• Advertising: write or generate the vacancy text and publish it to the Spott job board, LinkedIn, or multiposters. See advertising.
• Applicants: review candidates who applied. See inbound applications.
• Company Portal: share selected candidates with your client. See the company portal.
• Files and Notes: documents and notes related to the job. Notes are never linked to a job automatically: Spott only tags the people it recognizes. Link an intake call or a client meeting to the job yourself from the note, and it shows up here. See adding notes.
• Tasks: follow-up actions for the role. See job tasks.

Depending on the features enabled for your workspace, you may also see Campaigns (outreach sequences for this job) and Communication (tagged emails) tabs.

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One job, several openings

When a client hires three people for the same role, keep one job. A job carries a single pipeline but any number of placements, so all three hires are recorded against it and the pipeline stays in one place instead of being split across duplicates. There is no built-in field for a number of openings. If you need the headcount visible and reportable, add a custom attribute under Settings → Data model → Jobs, for example a number field called Openings. See customizing profiles.

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Reuse the candidates from another job

A client reopens a role you filled last year, or hires for a near-identical position. The people you already found are the obvious place to start, so you can pull them into the new job instead of searching again. Select one or more jobs in the Jobs table, open the more menu in the selection bar, and choose Add candidates to job. Pick the job to add them to and the stage they land in, which defaults to the first stage.

• Everyone comes in at the stage you pick. Their stage on the old job is not carried over.
• Rejected candidates are included and arrive as active applications on the new job, so review the stage before you start reaching out.
• Candidates who are already on the target job are skipped.
• Up to 1,000 candidates can be added at a time.

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Delete a job

Open the job and use the three dots, labelled Actions, at the top right of the record. A delete option that is greyed out rather than missing means your role does not carry the Delete Job permission, so an admin has to either grant it or delete the job for you. See managing access.

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Next steps