Manage clients

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1. Understand the companies overview

Companies are your client records in Spott. The Companies page is where you find an existing account, add one that is not there yet, and open a record to reach the jobs, contacts, placements, and group structure attached to it.

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1.1 Find and sort companies

Use the search bar on the Companies page to find a company by name or keyword. For Boolean search, put an exact phrase in quotation marks, then combine terms with AND, OR, or NOT. Click Filters above the table to narrow the list by:

• Stage: find leads, prospects, or companies at another stage.
• Lists: show companies saved to a particular list.
• Location: focus on clients in or around a location.
• Company information: filter by name, size, or industry.
• Dates and interactions: find companies by creation date, next task, or recent contact.
• Custom fields: use the fields created for your workspace.

Sort the table when you need to prioritise companies by Company name, Last interaction date, Next task due, or another available field. To create a reusable view, click the current view name in the top right corner, select + Create new view, and give it a name. If you later change its filters, sorting, or columns, click Save view when the save-or-discard prompt appears.

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1.2 Add a company

From the Companies page, click Add company. Start typing the company name and select a recognised company to fill in the available public information automatically, or enter the details by hand. Click Create company when the record is ready. You can also add a company from:

• A company preview: click a company name elsewhere in Spott, then select Add as company if it is not already a client record.
• LinkedIn: open the company’s LinkedIn page and the Spott browser extension. Select Import as company if the company is not already in Spott.
• A CSV or Excel import: companies can be matched or created from the company names in imported candidate or contact rows.

If the extension finds an existing company, it opens that record instead of creating a duplicate.

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1.3 Explore the company record

Click a company name to open its record. Use the tabs to reach the information connected to that client:

• Jobs: open and past roles, with an overview of their pipelines.
• Speculative: candidates presented without an open role.
• Notes: internal context recorded by your team.
• Contacts: the people linked to the company, and their roles.
• Files: documents uploaded to the company record.
• Tasks: follow-ups and reminders connected to the client.
• Placements: current and previous placements at the company.
• Hierarchy: parent and child companies in the wider group.

Depending on your workspace features, you may also see Opportunities and Matching. The Details panel stays available from every tab and holds the company’s standard and custom fields.

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1.4 Find nearby candidates for a company

If Matching is enabled for your workspace, open the company’s Matching tab to find candidates near the client’s location. Use the Within range slider to search within 10, 25, 50, 100, or 250 kilometres. The results show each candidate’s location, current or previous company and role, time in that position, and institution.

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1.5 Connect related companies

Open Hierarchy on a company record when a client belongs to a larger group.

• Click Add child to place subsidiaries, business units, or divisions beneath the current company.
• Click Change parent to attach the current company to a different parent.
• Open a company’s ⋮ menu to add another child, change the relationship, or remove it from the hierarchy.

Choose the relationship that explains how the child sits under its parent:

• Subsidiary: a separate legal entity owned by the parent.
• Business unit: a commercial unit that may have its own budget and hiring managers.
• Division: a structural part of the parent, such as a product line or a region.

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2. Understand the contacts section

Contacts are the client-side people you work with, such as hiring managers, HR partners, and decision makers. Their records keep client conversations, responsibilities, and business development activity connected.

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2.1 Find and organise contacts

Click Contacts in the left-hand navigation bar to open the full contact database. Use the search bar to find people by name, company, or role. For Boolean search, put an exact phrase in quotation marks, then combine terms with AND, OR, or NOT. Click Filters to narrow contacts by:

• Role and company: find people by job title, company, or stage.
• Ownership: filter by the main contact or the team responsible for the relationship.
• Location: use the contact’s or the company’s location.
• Dates and interactions: find contacts by recent activity, next task, or creation date.
• Lists and custom fields: use saved groups and workspace-specific information.

Switch on Group by company to keep contacts from the same organisation together. Switch it off when you want one sortable list. To create a reusable view, click the current view name in the top right corner, select + Create new view, and give it a name. If you later change its filters, sorting, or columns, click Save view when the save-or-discard prompt appears.

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2.2 Add contacts

From the Contacts page there are several ways to add a contact. Search for an existing person first, or create a new one, then select their company and click Add contact.

• Manually: search for an existing person first, or create a new person, then select their company.
• Browser extension: import one contact at a time from a LinkedIn profile.
• CSV or Excel: choose Contacts as the import type to add up to 1,000 rows, and link each contact to the company in that row.

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2.3 Explore the contact record

Click a contact’s name to open their profile. Its structure mirrors a candidate profile. The Overview tab holds:

• Summary: an AI summary and suggested field updates.
• Notes: notes connected to the contact and their jobs.
• Experience: work history and education.
• Communication: email and WhatsApp history, and the actions you can take.
• Files: job descriptions, briefing documents, and terms.
• Tasks: follow-ups assigned to you or your team.

The side panel holds Details, Activity, and Ask AI. Under the Contact tab, use Jobs for linked roles, Speculative for proactive presentations, and Companies for current and past company relationships. Some workspaces also show Opportunities.

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2.4 Use contacts for presentations and business development

Once the contact record is in place, use it to support the relationship:

• Present candidates: select contacts from a list or a filtered Contacts view to present a candidate to several people in one action.
• Track potential deals: if Opportunities is enabled, use it for work you are trying to close before it becomes a specific recruitment job.

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3. Understand opportunities

Opportunities track deals: anything you are working to close that is not a specific recruitment job yet. They are most useful when your agency has a distinct sales motion, with sales reps working deals and recruiters working jobs.

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3.1 Create an opportunity

Click Add opportunity, or press A then Y from anywhere in Spott. On the opportunity record, add the detail that makes the forecast useful:

• Estimated value and Target close date.
• Opportunity owner: who is responsible for the deal.
• Client contacts: link them, and emails, calls, and meetings with them surface on the opportunity itself.
• Notes, Files, Tasks, and Communication: anything else linked to the deal.
• Any custom fields configured for your workspace.

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3.2 Set up stages

Configure the stages that match your sales process, such as Pitching, Proposal sent, Negotiation, Closed won, and Closed lost, under Settings → Stages. Drag opportunities between stages as deals progress. A List view is also available, with filters, sorting, saved views, and a Group by company toggle that works the same way as it does on Contacts.