Manage jobs

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1. Search and filter jobs, create or import them

The Jobs page is where you search and filter your way to any existing role, and where you create or import the ones that are not there yet.

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1.1 Find jobs in the database

There are two ways to find the listing you are looking for: the search bar and the filters. Use the search bar at the top of the Jobs page to find jobs using text from their fields. For a more precise search, put exact phrases in double quotation marks and combine them with AND, OR, or NOT. Click Filters when you need to narrow the database by specific job information:

• Status: find jobs at a particular stage.
• Location and company: focus on roles for a specific place or client.
• Users and team: find jobs owned or supported by particular teammates.
• Dates: narrow by creation, start, end, or next task dates.
• Employment details: filter by location type or employment type.
• Custom fields: use the criteria created for your workspace.

You can also sort the database by fields such as job name, company, status, dates, employment type, location type, or the next task due date.

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1.2 Save a job view

Switch between List and Board view depending on how you want to review the database. The same filters and sorting work in both layouts. To save the setup as a view, click the current view name in the top right corner, such as Default view, and select + Create new view. Give the view a name, then save it so you can return to the same filters, sorting, and columns later.

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1.3 Create a job manually

Click Add job in the top right corner of the Jobs page to create a role from scratch. Add the job title, company, and status, then include any available details such as employment type, location type, salary range, description, and client contacts. Click Create job to add the role to the Jobs list, then click its title to open the Overview tab.

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1.4 Import an existing job posting

If the vacancy already exists online, import it instead of typing it again. In the Add new job dialog, use Import from URL to paste a public job posting link, or use the browser extension to import the posting from the page you are looking at. Spott fills the job fields from the posting, and you can review or edit the information before continuing.

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2. Define who you are looking for in the Overview

The Overview tab is where you turn a new job record into a clear brief that your team and Spott’s AI can both use.

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2.1 Set up the job in order

From the Jobs page, click the job title to open its Overview tab. Work through the setup in this order, so each step gives the next one enough context:

1. Files and notes: attach the client’s job description, and link briefing or intake notes to the job.
2. Generate details: click Regenerate details to create or improve the job information from the linked material.
3. Details and fees: confirm the requirements, locations, compensation, and the agreed fee structure.
4. Client contacts: link the people involved in the role.
5. Scorecard: create the evaluation template by hand, or generate it from the sourcing criteria.
6. Ask AI: ask questions once the job record holds the context the AI needs.

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2.2 Use the side panel while defining the role

Use Details in the side panel to review the job fields, create follow-up tasks, and generate a scorecard. Open Ask AI when you need an answer based on the job’s details, notes, attachments, and sourcing criteria. The sourcing criteria on the Overview tab power AI matching, so make the hard requirements and the preferred qualities as specific as you can.

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3. Find the right candidate matches with AI

Once the job brief is complete, use Matching to find new candidates whose profiles fit the role.

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3.1 Run a job search

Open the job and select Matching, then click Start new job search. Spott turns the job’s description, notes, and sourcing criteria into suggested pre-filters and criteria. Review them with Edit criteria, make any changes you need, then click Run search.

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3.2 Use pre-filters and criteria correctly

Spott uses pre-filters and criteria for different parts of the search:

• Pre-filters are hard requirements a candidate has to meet before Spott ranks them, such as job title, field of study, keywords, or years of experience.
• Criteria are natural-language qualities used to rank the remaining candidates, for example “Business-level fluency in French”.

Use Match all filters to require every pre-filter, or switch it off when candidates can meet any of them. Spott shows how many candidates pass the filters, so you can widen them if the pool is too small. Criteria are numbered by priority: the ones higher in the list weigh more heavily in the match score. Drag a criterion to change its position, click × to remove it, or select Add criteria to create another one.

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3.3 Review and act on the results

Start with the candidates who have the highest match scores. Click a score to review Spott’s reasoning, and open the candidate profile before you decide. From the results you can:

• Review candidates: compare their overall score and their rating for each criterion.
• Add strong matches: move suitable candidates into the job pipeline.
• Refine the search: edit the pre-filters or criteria and run it again.
• Change the layout: use Card view for deeper reading, or Table view for faster comparison.

Use Search history to reopen an earlier search instead of rebuilding it.

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4. Understand the job pipeline

The Candidates tab shows everyone linked to the job, and where each person is in the hiring process.

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4.1 Review the pipeline

Open a job and select Candidates. Use Board view to move candidate cards through stages visually, or List view when you need a sortable, filterable table. Drag a card to move a candidate between stages, or drop it into the rejected group to reject the candidate at their current stage. That keeps stage-conversion reporting accurate without needing a separate rejected stage. Select several candidates with the checkboxes when you want to take the same action on all of them. You can:

• Update the pipeline: move candidates to a stage, change their label, or reject them.
• Organise candidates: add them to another job or to a list.
• Contact candidates: send an email, present them, or enroll them in a campaign.
• Share with the client: publish them to the Company Portal.

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4.2 Add candidates to a stage

Click + on the stage where the candidate should start. Search for an existing candidate, or select Upload CV to create a new one, then click Add to job.

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4.3 Work from the application record

Click a candidate card to open the application that connects that person to this job. The application holds the activity feed, your team’s internal thread, Ask AI, scorecards, meetings, and quick actions for the next step. From the application you can send an email, add a note or a scorecard, present the candidate, publish them to the Company Portal, or mark them as rejected or placed.

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5. Create campaigns or advertising to attract inbound candidates

Use campaigns to approach people already in your database, or advertise the job publicly when you want candidates to apply themselves.

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5.1 Create a campaign for the job

If campaigns are enabled for your workspace, use the job’s Campaigns tab to enroll selected profiles in a sequence of messages and reminders. You can also create and manage campaigns from Campaigns in the left-hand navigation bar.

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5.2 Write or generate the vacancy

Open the job and select Advertising. Write or paste the vacancy description, or click Generate job description to create it with AI from the job details. Use Ask AI in the side panel to refine the tone, requirements, length, or language before publishing.

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5.3 Choose where to publish

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5.4 Review inbound applications

Open the job’s Inbound tab to review the people who applied through the Spott job board, LinkedIn, or a multiposter. Spott links each application to the job, enriches the candidate data, and queues the person for review. For each applicant you can:

• Review the AI score: open the score to see the assessment for each criterion.
• Accept the candidate: move one or several applicants into the pipeline stage you choose.
• Reject the candidate: reject the application, and choose whether to keep or delete the candidate’s database record.

To reject someone and email them at the same time, click Send email first and use the rejection toggle in the message composer. That closes the application and sends the explanation in one step.

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6. Make tracking easy for clients with the Company Portal

The Company Portal gives selected client contacts a secure, real-time view of the candidates you choose to share.

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6.1 Publish candidates to the portal

Open the job and select Company Portal. Publish one candidate with Publish on portal, or select several candidates in the pipeline and choose Add to company portal. If you want candidates to appear automatically, enable Show all candidates in real time and choose which pipeline stages should publish to the portal.

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6.2 Configure client access

Use the panel on the right to open or close the portal, invite client contacts, preview their experience, and choose which candidate fields they can see. Clients can review candidates, comment, and request an interview. They cannot move candidates between stages, reject them, or bulk-export files.

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6.3 Track client feedback

Open Activity inside the Company Portal for a running log of what your client did: who was invited to the portal, which candidate they commented on and what they said, and the impression score they left on a candidate. The job record also keeps its Files, Notes, Tasks, and Communication beside the portal, so the internal context stays attached to the same role.