Adding Notes

You can quickly navigate to Notes with G then N. See all keyboard shortcuts. Notes are key in Spott: besides keeping your team aligned, they fuel the AI features with rich context. There are two kinds. Manual notes are the ones you write yourself, in the editor or as a voice note. Automated notes are created for you after a meeting or a call, with a summary of what was said. Both end up in the same place and behave the same way once they are linked to a record.

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Open the Notes view

From the left-hand navigation bar, select Notes to open the notes list. This view shows all notes stored in your workspace. The search bar supports Boolean queries. Once you type a query the results are ranked by text relevance rather than by date, so the newest matching note is not necessarily at the top, and a full word match outranks a partial one. Clear the search to get the date order back. Filtering on the owner covers two cases beyond picking an active colleague:

• No owner: notes with nobody on them. Automated notes that never matched a person, and imported history, collect here. It is the list to work through when you want the back catalogue linked up.
• Deactivated users: notes written by someone who has since left, which is usually what you want when you pick up their accounts.

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Add a manual note

Click Add Note. A pop-up editor opens. Type your note on the left; everything that describes the note lives in the side panel on the right. Notes save automatically; there is no save button, and moving to another page keeps your changes.

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The side panel

The panel is grouped in three, so an open note stays readable instead of carrying a row of badges above the text:

• Properties: who the note belongs to, Link meeting to attach it to a specific calendar entry, and Activity type, which categorizes where the conversation happened: in person, phone outbound, phone inbound, online meeting, or voicemail. Creating a note from a meeting’s detail page fills in the meeting for you.
• Labels: add labels (for example Intro, Interview, Business Development), configurable from Settings. Labels are what you filter and report on later, so a consistent set is what makes call and meeting activity measurable.
• Linked records: connect the note to a candidate, contact, job, or company with Link record. A note can carry several. Link record opens a full search dialog rather than a short dropdown, which is what you want when three people share a surname or two jobs share a title: you get enough of each record on screen to pick the right one.

On a note Spott captured for you, the same panel carries what it knows: the author, the date and how long the call lasted, and the activity type it was logged under. At the bottom of an empty note you get two more ways in:

• Start from template: insert a company note template for consistent structure, for example an interview debrief or a client call summary. Templates keep note-taking consistent across the team.
• Record Note: record a voice note of up to 5 minutes.

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Automated notes for meetings and calls

You do not have to write up a meeting or a call yourself. When the Note Taker joins a meeting, or a call comes in through a connected VoIP integration, Spott creates the note for you: a summary of the full transcript, with the recording and the transcript linked from the note so you can go back to what was actually said. The summary follows one of your insight templates, picked automatically from what the conversation was. Notes that Spott captures for you are matched to a person by their contact details:

• Meeting notes (from the Note Taker) link to the person whose email matches a meeting attendee.
• Call notes (from a connected VoIP integration) link to the person whose phone number matches the call.

If no email or phone match is found, the note is not attached to a person and only appears in the main Notes list. Use the Link record chips to attach it manually.

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Rewrite an automated note

The summary is not final. Open the note’s ⋮ menu for three actions:

• Resummarize transcript writes the note again from the original transcript. You choose which insight template to use and which language to write it in, so you can rerun an intake summary against a better template, or turn a Dutch conversation into an English note for a client.
• Generate suggestions re-runs the suggested profile updates and follow-up tasks from the same transcript.
• Delete Note removes it, permanently.

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Where your note appears

Linked notes are visible in multiple places:

• The main Notes list
• The person profile you linked, candidate or contact
• The company profile you linked
• The job record you linked
• The meeting entry, if one was attached

Open any linked record and go to its Notes tab to see the same note in context. To discuss a note with a colleague rather than edit it, leave a comment on it and @mention them.