> ## 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.
# Manage clients
> Centralise client data, manage company and contact records, and put the right candidates in front of clients.
In this section you learn how to find and create companies, organise client records, manage
contacts, use company matching and hierarchies, and support business development, all from
one place.
1. [Understand the companies overview](#1-understand-the-companies-overview)
2. [Understand the contacts section](#2-understand-the-contacts-section)
3. [Understand opportunities](#3-understand-opportunities)
To open your client list, click **Companies** in the left-hand navigation bar. To work with
individual client-side people, click **Contacts**.
## 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.
### 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.
### 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](/docs/settings/chrome-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.
### 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.
The columns on a company's **Jobs** and **Contacts** tabs mirror the columns configured in
the main Jobs and Contacts views. Change and save those main views to update the company
tabs.
### 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.
Start with a smaller radius and widen it when the client is in a thinner talent market.
To match against a specific role and its requirements, use the job's **Matching** tab
instead.
### 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.
A company can belong to only one hierarchy at a time, and can have only one parent. A
child company can still have children of its own.
Create a company from Spott, LinkedIn, a preview, or an import.
Configure columns, filters, sorting, and views.
Every company tab, the Details panel, and suggested candidates.
Build and maintain parent and child relationships.
## 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.
### 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.
### 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.
**One person, one record.** If someone is already a candidate, adding them as a contact
adds the role to the same record. Deleting the contact role does not delete the person
record.
### 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**.
Personal details stay with the person when they move company. Contact details belong to
the company relationship and do not carry over.
### 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.
Candidates are not linked to opportunities. Convert the opportunity to a job before adding
candidates to a pipeline.
Search, filters, sorting, grouping, and saved views.
Create contacts and understand their profiles.
Find missing email addresses, phone numbers, and LinkedIn URLs.
Send candidates to one or several client contacts.
## 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.
Opportunities are off by default. An admin turns them on under **Settings → Features** by
selecting **Enable opportunities**.
### 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.
### 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.
Track deals and convert recruitment work into jobs.
Stages, weighting, and the pipeline forecast.
## Now your turn
* [ ] Create a **new company**
* [ ] Import **three contacts** from LinkedIn using the browser extension
* [ ] Add **one job** for your new company, and add candidates to its pipeline
Close the loop when someone gets hired.