> ## 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

> The questions that come up most during onboarding, and where to look when you have more.

<div className="in-this-section">
  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.

  <div className="section-links">
    1. [Getting started, roles, and access](#1-getting-started-roles-and-access)
    2. [Your account and settings](#2-your-account-and-settings)
    3. [Getting your data in](#3-getting-your-data-in)
    4. [Credits and billing](#4-credits-and-billing)
    5. [Still have a question?](#5-still-have-a-question)
  </div>
</div>

<Note>
  If something is **broken** rather than unclear, start with
  [Troubleshooting](/docs/onboarding/troubleshooting). This page answers "how does this
  work", not "why isn't this working".
</Note>

## 1. Getting started, roles, and access

<AccordionGroup>
  <Accordion title="Do I need to be an admin to do this?">
    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.
  </Accordion>

  <Accordion title="Does every user have to do their own setup?">
    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.
  </Accordion>

  <Accordion title="What happens when I remove a user?">
    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.
  </Accordion>

  <Accordion title="Can one person hold more than one role?">
    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**.
  </Accordion>

  <Accordion title="What is the difference between a team and an office?">
    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.
  </Accordion>

  <Accordion title="Our workspace uses SSO. How do I log in the first time?">
    Log in the first time via your invite link and create a password. From then on you can
    sign in with Microsoft or Google.
  </Accordion>
</AccordionGroup>

<CardGroup cols={2}>
  <Card title="Managing access" icon="lock" href="/docs/settings/managing-access">
    Roles, permissions, and workspace-wide MFA.
  </Card>

  <Card title="Managing teams" icon="users" href="/docs/settings/managing-teams">
    Offices and teams, and where you can filter by them.
  </Card>
</CardGroup>

## 2. Your account and settings

<AccordionGroup>
  <Accordion title="How many email addresses can I connect?">
    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.
  </Accordion>

  <Accordion title="Why can't my colleague see my emails, or me theirs?">
    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.
  </Accordion>

  <Accordion title="Can I change a custom attribute's type after creating it?">
    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.
  </Accordion>

  <Accordion title="Do I need a verified sending domain for ordinary email?">
    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.
  </Accordion>

  <Accordion title="Can I switch the Note Taker off completely?">
    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.
  </Accordion>

  <Accordion title="Where do I set my currency, date format, and language?">
    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.
  </Accordion>

  <Accordion title="How do I get my email signature into Spott?">
    Send a blank email to [signatures@spott.io](mailto: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.
  </Accordion>
</AccordionGroup>

<CardGroup cols={2}>
  <Card title="Personal preferences" icon="sliders" href="/docs/settings/preferences">
    Every preference field, explained.
  </Card>

  <Card title="Connected accounts" icon="link" href="/docs/settings/accounts">
    Email, calendar, and messaging connections.
  </Card>
</CardGroup>

## 3. Getting your data in

<AccordionGroup>
  <Accordion title="How much can I import at once?">
    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.
  </Accordion>

  <Accordion title="Can I import jobs from a spreadsheet?">
    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.
  </Accordion>

  <Accordion title="Can I import applications, notes, or placements?">
    Not yourself. Applications, notes and files on existing records, placements, and
    activity history all come across through a managed migration run by our team.
  </Accordion>

  <Accordion title="Will an import update the records I already have?">
    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.
  </Accordion>

  <Accordion title="Do I need a separate file for companies?">
    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.
  </Accordion>

  <Accordion title="Why are my custom fields empty after an import?">
    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.
  </Accordion>

  <Accordion title="What is the validation environment?">
    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.
  </Accordion>
</AccordionGroup>

<CardGroup cols={2}>
  <Card title="Import from CSV or Excel" icon="file-csv" href="/docs/get-started/import-csv">
    Every mappable column, and how matching works.
  </Card>

  <Card title="Data migration" icon="database" href="/docs/get-started/data-migration">
    What our team moves, and the validation step.
  </Card>
</CardGroup>

## 4. Credits and billing

<AccordionGroup>
  <Accordion title="Is my credit balance mine or the whole team's?">
    Credits are pooled at workspace level, so the balance you see is shared across your
    whole team rather than held per user.
  </Accordion>

  <Accordion title="What actually spends credits?">
    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.
  </Accordion>

  <Accordion title="Am I charged when enrichment finds nothing?">
    No. Credits are only deducted when enrichment succeeds.
  </Accordion>

  <Accordion title="Why can't I see the Billing tab?">
    Billing is an admin area. If it is not in your settings sidebar, your role does not
    have access to it.
  </Accordion>

  <Accordion title="Should we subscribe monthly or buy credits one-time?">
    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.
  </Accordion>
</AccordionGroup>

<CardGroup cols={2}>
  <Card title="Billing and credits" icon="credit-card" href="/docs/onboarding/billing">
    Seats, credits, and topping up.
  </Card>

  <Card title="Contact enrichment" icon="user-plus" href="/docs/candidates/contact-enrichment">
    What enrichment finds, and what each lookup costs.
  </Card>
</CardGroup>

## 5. Still have a question?

<CardGroup cols={2}>
  <Card title="The full FAQ" icon="circle-question" href="/docs/get-started/faq">
    Everything our support team gets asked most, from syncing and enrichment to campaigns
    and the Note Taker.
  </Card>

  <Card title="Troubleshooting" icon="wrench" href="/docs/onboarding/troubleshooting">
    Something broken rather than unclear? Start here.
  </Card>

  <Card title="Browse the guides" icon="book" href="/index">
    Candidates, jobs, companies, communication, and settings.
  </Card>

  <Card title="Getting support" icon="comments" href="/docs/onboarding/support">
    How to reach the team, and what to include.
  </Card>
</CardGroup>

<Card title="Next: getting support" icon="arrow-right" href="/docs/onboarding/support">
  How to reach the team, and what to include.
</Card>