Company Portal

The Company Portal is a secure space where your clients can view their open roles, track candidate submissions, and collaborate with your team. It reduces back-and-forth communication and gives clients real-time visibility into the hiring process. The portal carries your branding, not Spott’s: the logo, colours, and privacy policy you set once in Settings → Workspace & Branding apply to it like they do to your job board. Your client sees your company, not ours. See workspace and branding.

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Access a job’s Company Portal tab

In Spott, go to Jobs, open the job, and click the Company Portal tab. Inside, the subtabs show the portal Overview, client Activity, published Candidates, and Rejected candidates.

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Publishing candidates

You control exactly who is visible to the client:

• Publish a single candidate with Publish on portal.
• Publish in bulk from the job’s pipeline: select candidates with the checkboxes and choose Add to company portal.
• Publish automatically by stage: with Show all candidates in real time enabled, configure which pipeline stages trigger publication. Candidates are then shared with the client as soon as they reach the right stage, with no manual publishing one by one.

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Portal controls

The panel on the right has three parts: the portal’s status and publishing at the top, Configuration in the middle, and the invited Contacts at the bottom. At the top you can:

• Open or close the portal with the Status button, which reads Open while the portal is live.
• Invite contacts: pick the client contacts who should have access. Each one gets an automated email with their personal access link to the portal as soon as you add them, so nobody shares a password and you can see who has been given access. The email follows your workspace’s template, see customize the invite email.
• Send a reminder to a contact who has not looked yet, from the contact’s menu. See remind a contact.
• Copy a contact’s link instead of sending the invite email, to paste it into your own message. Read the warning under sharing the link yourself first.
• Preview the portal to see exactly what your client will see.
• Toggle Show all Candidates in real time so newly added or updated candidates appear for the client automatically, rather than a fixed snapshot. A stage selector sits under it, so you decide which stages publish; early stages such as a long list can stay internal while later ones share automatically.
• Toggle Show Candidate stages to let the client see which stage each candidate is in.

The Contacts section at the bottom lists everyone you invited, grouped by whether they have accessed the portal yet, and has its own Invite contacts shortcut.

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Configuration

Everything else about what the client sees, and what they are allowed to do, sits under Configuration in six groups. Each group shows how many of its options are on, such as 9 shown or 2 allowed, so you can check a portal’s setup at a glance without opening anything. Click a group to expand it. Deselect all inside a group switches the whole group off at once. An admin can set the starting position of every toggle on this page, and attach files such as your Terms of Business automatically, under Settings → General → Company Portal Defaults. New portals then open already configured the way your team works, and you adjust from there rather than from scratch.

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Portal display

Only Show Scorecards and Show Salary Range can be preset in the Company Portal Defaults. Rejection reasons & notes, Rejected by & date and Application labels start off on every new portal and are switched on per job. Rejection detail is worth a deliberate choice, and it comes as two toggles because the two halves carry different risk. Left off, a client sees only that an application is closed, and the follow-up question arrives by email. Rejected by & date answers who and when without saying why, which is often enough. Rejection reasons & notes puts your internal wording in front of the client: the reasons you picked and anything typed into the additional information field. Make sure your rejection labels, and the notes your team writes, read like something you would say to them.

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Candidate attributes

One toggle per attribute:

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Allowed actions

Switch comments or feedback off for a portal that is meant to be read-only, for example a shortlist you are presenting before the client has agreed terms. Show Contact activity to Contacts is for portals where several people at the client decide together. With it on, a hiring manager opening a candidate sees that a colleague already viewed them, voted, or asked for an interview, so nobody needs a separate email to find out where the others stand. Leave it off when contacts should judge candidates independently, without seeing each other’s votes first. Clients can always view candidates and request an interview, and can comment and leave feedback when Allowed actions permits it. They cannot move candidates between stages, reject candidates, or bulk-export files. Those stay with your team.

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Customize the invite email

The invite email is a workspace template, under Settings → Templates → Company Portal Invite Email. Edit it as a draft and publish it when it is ready; every invite sent after that uses the new version. Nothing is edited per send, and adding a contact to a portal sends the invite straight away, so get the template right before your team starts inviting. Editing it needs the Templates permission. See templates.

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Remind a contact

A client who was invited a week ago and has not opened the portal usually needs a nudge, not a new invite. Open the contact’s menu under Contacts and choose Send reminder. Spott mails that one contact their portal link again, from a mailbox on your verified domain. The contact needs an email address on their record. Reminders only go out when you send one: there is no automatic reminder, delay, or repeat to switch off. The wording comes from a workspace template, Settings → Templates → Company Portal Reminder Email. Until you change it, Spott’s standard email is used, shown as Using system default. Edit it, Save it as a draft, check it with Preview or Send test email, then Publish it; the status then reads Custom template active. Reset to default goes back to Spott’s version. The template can use the contact’s First name and Last name, your Workspace name, and the Portal link, which it must contain before it can be published. Editing it needs the Templates permission.

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Sharing the link yourself

Copying a contact’s link is useful when the invite should come from you, in a thread the client already reads. Two things are different from the invite email:

• Nothing is tracked. No email is sent and the copy does not count as an invite, so the portal’s record of who was invited does not show it.
• The link may sign someone in. Until the contact has signed in to the portal for the first time, their link carries a sign-in token. Anyone holding it can open the portal as that contact and see everything they see. After their first sign-in, the link is the plain portal address and asks for a login.

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What your client does in the portal

The client opens the portal from their personal link and sees the candidates you published. Clicking a candidate opens their profile, which is where the work happens. On that profile the client gets:

• Status, showing when the candidate was added and last updated, whether they are still in process, and their current stage, with a progress bar of how far through the pipeline they are.
• Feedback, a 1 to 5 rating. This is the “impression” that shows up in your activity feed, so a score here is the fastest signal you will get that a client has actually read someone.
• Request Interview, which tells you they want to meet the candidate without a mail thread about it.
• Conversation, a comment box on that specific person. Comments from your team and theirs sit together, so the discussion about one candidate stays in one place.

Feedback and Conversation only appear when the matching toggle is on under Allowed actions. They can also add files of their own, for example a signed job description or feedback from an internal interview. Everything they add stays on the candidate. The current role shown for each candidate comes from their most recent experience entry, so correcting it means updating that experience on the candidate rather than anything in the portal. Beyond the visibility toggles above, the fields the portal shows are fixed. When a client replies in the portal, everyone assigned to the job is notified. A Request Interview raises a notification and nothing more: no calendar invite is created, so you still schedule and send the invitation yourself, and that is the moment to add any colleagues who should be in the room.

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Track what the client is doing

The Activity subtab is a running log of what your client has done in the portal, and of changes made to the portal itself. Each entry names the person, the action, and the candidate it applies to:

• Invited to the portal, so you can see who was given access and when.
• Accessed the portal, so you know the invitation was actually used.
• Left a comment on a named candidate, with the comment text inline.
• Left impression on a named candidate, with the score they gave.
• Interview requests, when a contact asks to meet a candidate.

It does not list profile views. That is deliberate: a client can open the same profiles many times a day, and those views would crowd out the feedback and requests you actually need to act on. Views are recorded separately, per candidate, as described below. Scroll down the right-hand side of the portal tab for the shorter version of the same question: which of your invited contacts have opened the portal and which have not.

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Views are recorded per candidate

Every time a client contact opens a candidate’s profile in the portal, Spott records a view. To see them, open the candidate from the job’s Company Portal tab. In the details panel, the Contacts section lists under Viewed every client contact who opened the profile, with an eye icon and the number of times each one did. If they rated the candidate, the 1 to 5 rating they gave sits next to it. The candidate’s overview also shows whether the client has seen the profile since your last update, so you can tell at a glance whether a change you made has been read. A client scrolling the published list does not count. The view is logged when they click into the profile itself, which makes it a real signal that someone was considered rather than merely listed. Every view is recorded, not just the first one. A contact who comes back to the same candidate a third time before a decision is telling you something, and that repeat interest now shows up rather than being collapsed into the single visit they made on the day you published.

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Workflow

• Select which candidates to publish.
• Work through the Configuration groups to set what the client sees and can do.
• Invite the client contacts who should have access.
• Track their feedback and activity from the Activity subtab.