Inbox and calendar

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1. Use the unified inbox

The inbox brings your connected communication channels into one place and keeps each conversation attached to the right person in Spott.

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1.1 Connect your account and let the first sync finish

Before using the inbox, open Settings → Accounts and confirm that your Microsoft Outlook or Google account is connected. If Inbox does not appear in the left-hand navigation, the unified inbox still has to be turned on for your workspace under Settings → Features.

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1.2 Find, read, and reply to conversations

Open Inbox to review communication from the channels connected to your account:

• Email: messages from your connected Gmail or Outlook account.
• WhatsApp: conversations from your connected WhatsApp account.
• SMS: messages sent through an SMS-capable number on your VoIP account.

Use the tabs at the top of the page to move between Inbox for active conversations and their full thread history, Outbox for messages that are scheduled or waiting to send, and Message templates for reusable email content. Select a conversation in the left column to open its history. Use filters such as Awaiting a reply to focus on the conversations that still need action. From an open thread, click Reply or Reply all. In the composer you can attach files or add your signature, link the conversation to a Spott record and add labels, start from a message template, insert a Scheduler booking link, and ask AI to draft a candidate or job pitch. Replies are sent through the connected Gmail, Outlook, or WhatsApp integration and stored in Spott. Candidate conversations also appear on the candidate profile’s Communication subtab.

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1.3 Create and use a message template

The templates here are for email. Presentation and job description templates are a separate set, managed under Settings → Templates. Open Inbox, select Message templates, and click New email template. Choose whether the template is Personal or shared with the Workspace, then fill in:

• Template title: the internal name you use to find the template.
• Subject line: the subject recipients see.
• Email body: the reusable message content.
• Attachments: files that should go out with the message.

Type { in the editor to add variables such as the recipient’s name, the job name, or the company name. Variables fill in automatically when the matching information exists in Spott. You can also add AI generated content, choose whether it draws from the recipient, candidate, contact, company, or job, and give Spott an instruction for the passage it should write. Templates save automatically as you type, there is no Save button. Once created, personal and workspace templates are available through Start from template in the inbox, and can also be used in campaigns.

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1.4 Choose what colleagues can see

To set your default email and calendar visibility, open Settings → Accounts, then Default email and calendar sharing. Choose:

• Metadata only: colleagues see participants and timestamps, but not the subject or the body.
• Subject line and metadata: colleagues also see the subject line.
• Full access: colleagues see the body, subject, attachments, participants, and timestamps.

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2. Use your calendar

The calendar keeps meetings in sync with Outlook or Google and gives you one place to schedule, update, and review events.

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2.1 Review your calendar

Open Calendar from the left-hand navigation bar. You can switch between list and calendar views, review Upcoming meetings, and show teammates’ calendars beside your own when you are coordinating availability. Your Outlook or Google account has to be connected under Settings → Accounts. After the initial sync, calendar changes appear in Spott in near real time.

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2.2 Schedule a meeting

From the calendar, click Schedule meeting in the top right corner. You can also double-click a time slot, or click and drag across the time you want to reserve. Fill in the meeting details before sending the invite:

• Recipients: everyone who should attend.
• Subject and body: what the meeting is about.
• Date and time: the schedule, the recurrence, or the All day option.
• Location: a physical location, or switch on Online meeting.
• Show as free: keep the time available instead of marking it busy.
• Hide attendee list: stop recipients from seeing one another.
• Dial in Note Taker: let Spott record and summarise the online meeting.

Keep Send calendar invite switched on when attendees should receive an invitation. If the meeting is remote, switch on Online meeting so Spott creates a Microsoft Teams or Google Meet link from your primary connected account.

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2.3 Update or cancel a meeting

Click a calendar event to open its details. From there you can:

• Toggle Note Taker: turn recording and summarisation on or off for this meeting.
• Reschedule: change the date or time and send the update to attendees.
• Cancel event: cancel the meeting and notify attendees.
• Transcript: open the transcript and summary after a recorded meeting.

For a step-by-step video on manually letting the Note Taker join a meeting, click here.

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2.4 Let others book time with Scheduler

To create a booking link, open Settings → Calls, and open Scheduler. Switch on Enable Spott calendar scheduler, then click Create scheduling link. Configure each link for the kind of meeting it represents:

• Meeting duration and slot interval: the meeting length and the available start times.
• Maximum days in future: how far ahead someone can book.
• Minimum booking notice: how much notice you need before a meeting.
• Minimum booking buffer: the gap to leave before and after existing meetings.
• Weekly availability: the bookable times for each day.

You can create several links with different rules, and enable or disable each one separately. Copy a link to share it directly, or insert it while writing an email with Insert calendar scheduler link. Anyone opening the link only sees times allowed by your connected calendar and by that link’s booking rules. Bookings appear in your calendar and link to the relevant records in Spott.