Skip to main content
In this section you find answers to the questions our team hears most from new workspaces: access and roles, your own settings, getting data in, and credits. Anything not here is either in the main FAQ or in the troubleshooting guide.
  1. Getting started, roles, and access
  2. Your account and settings
  3. Getting your data in
  4. Credits and billing
  5. Still have a question?
If something is broken rather than unclear, start with Troubleshooting. This page answers “how does this work”, not “why isn’t this working”.

​
1. Getting started, roles, and access

Most of your own setup needs no special permission. The areas that do are workspace-wide: branding, stages, labels, the data model, features, templates, automations, integrations, sending domains, roles and users, and billing. If a tab is missing from your settings sidebar, your role does not have access to it.
Yes, for anything personal. Preferences, profile, notifications, connected accounts, email sharing level, signature, Note Taker preference, and scheduling links are all per user, and no one can set them on someone else’s behalf. Admins set up the workspace once, for everybody.
Removing a user deactivates them rather than deleting the account, so their historical activity stays attributed to them. Their notes, emails, and placements do not become orphaned.
Yes. Roles are edited straight from the row on the Users tab, and a member can hold several at once, for example Team lead alongside Admin.
Both are ways of grouping users. The practical value is in filtering and reporting: anywhere you can filter by user, you can filter by team, so dashboards and reports can be read per desk rather than only per person.
Log in the first time via your invite link and create a password. From then on you can sign in with Microsoft or Google.

Managing access

Roles, permissions, and workspace-wide MFA.

Managing teams

Offices and teams, and where you can filter by them.

​
2. Your account and settings

Two per user, using Connect a second Microsoft account or Connect a second Google account on the Accounts page. The same address cannot be connected twice, and it cannot be connected through both Google and Microsoft at the same time.
Because each person sets their own sharing level under Settings → Accounts: metadata only, subject line and metadata, or full access. It is a personal setting, so only the mailbox owner can change it, admins included. WhatsApp conversations are always private to the connected user.
No. An attribute’s type is fixed once it is created, so decide whether something is text, a number, a date, or a select list before you create it. Renaming is always safe.
No. Day-to-day email from your connected mailbox needs nothing extra. A verified sending domain is required for marketing campaigns and for emails sent from automations, and it protects your deliverability.
You can switch off your own automatic joining, under Settings → Calls. That does not stop the bot appearing altogether: if another workspace colleague on the invite has it enabled, it still joins. For a meeting you need kept private, remove the bot from the calendar card.
Under Settings → Preferences. Everything there is personal to you: currency, country code, AI language, distance unit, time zone, date and time formats, display language, theme, and the tab you land on when opening a record.
Send a blank email to signatures@spott.io from your connected address. The signature appears under Settings → Accounts within two minutes, and you tick the checkbox to make one the default.

Personal preferences

Every preference field, explained.

Connected accounts

Email, calendar, and messaging connections.

​
3. Getting your data in

Up to 1,000 records per CSV or Excel import, and up to 1,000 CVs in one bulk upload. Above 20 CVs there is no preview step, so the records are created directly.
No. There is no CSV route for jobs. You create them manually, import one from a public posting URL, or use the browser extension on a live vacancy page. A back catalogue of jobs comes across through a managed migration.
Not yourself. Applications, notes and files on existing records, placements, and activity history all come across through a managed migration run by our team.
No. An import creates records; it does not update them. Where a row matches an existing profile, that person is added to the job or list without their data being overwritten. To refresh a profile, use a new CV, a self-service update link, or a LinkedIn refresh.
No. Whenever a row has a company on it, Spott matches it to an existing company or creates a new company record and links the person to it. One clean contact file gives you contacts, companies, and the links between them.
Custom fields cannot be mapped in the import wizard, because the dropdown offers standard fields only. Set them on the records afterwards, or use an AI-filled column where the value can be derived from the CV or profile.
In a managed migration your data goes first into a separate validation environment, where you review it with our team to confirm everything came across correctly. Only once you are happy does it reach your live workspace, so you sign off before your team starts working in it.

Import from CSV or Excel

Every mappable column, and how matching works.

Data migration

What our team moves, and the validation step.

​
4. Credits and billing

Credits are pooled at workspace level, so the balance you see is shared across your whole team rather than held per user.
AI actions. Enrichment is the main consumer, followed by auto-updating profiles. The Credit costs list on the Billing page shows how many credits each action uses.
No. Credits are only deducted when enrichment succeeds.
Billing is an admin area. If it is not in your settings sidebar, your role does not have access to it.
A monthly subscription gives you discounted credits, and one-time purchases cover a spike. Check the Credit costs list against how heavily you plan to use enrichment and auto-updating profiles before deciding.

Billing and credits

Seats, credits, and topping up.

Contact enrichment

What enrichment finds, and what each lookup costs.

​
5. Still have a question?

The full FAQ

Everything our support team gets asked most, from syncing and enrichment to campaigns and the Note Taker.

Troubleshooting

Something broken rather than unclear? Start here.

Browse the guides

Candidates, jobs, companies, communication, and settings.

Getting support

How to reach the team, and what to include.

Next: getting support

How to reach the team, and what to include.