Record and track placements

Placements represent the successful outcome of your recruitment process, when a candidate is matched and confirmed for a role. Each placement connects the job, the candidate, and the client in one complete record of the hire. Placements also power reporting and revenue insights, helping you track performance and forecast business growth.

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1. Create a new placement

Create the placement from the candidate’s application, so the job, candidate, client, and fee information stay connected.

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1.1 Mark the candidate as placed

From Jobs, open the job and select Candidates to see its pipeline. On the candidate’s application card, click Mark placed in the right side panel, under Quick actions.

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1.2 Record the placement

The placement type sets the fee model and the details Spott asks you to fill in:

• Contingent: a one-time fee for a successful placement, typically a permanent hire.
• Retained: phased payments across a search engagement, using either a percentage of compensation or a flat fee divided across milestones.
• Staffing: the margin on contractor billing, for temporary or interim work.

After choosing the type, complete the remaining steps:

• Fee details: the dates and fee information for the placement type you picked.
  • Dates: add the Placed at, Start, and End dates. Adding an end date to a contingent placement returns the candidate to the available pool when the contract ends.
  • Contingent or Retained: enter the fee as a percentage of compensation, or as a flat amount.
  • Staffing: add the working schedule, choose a daily or hourly Unit, and enter the charge rate and pay rate so Spott can project the contract value and the margin.
• Splits: divide the fee among the users who contributed to the placement. If the split was agreed earlier, record it on the job so it carries into the placement.
• Extra: the fields from the selected placement form, such as base salary, bonus, equity, rate revisions, or contract extensions.

For interim staffing placements you can enter a fixed number of billed days, instead of calculating them from a working schedule. When the flow is complete, the application shows a Placement block with the company, job, placement type, start date, fee splits, and total fee.

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1.3 Create placement forms for the data you need

To control which fields appear in the Extra step, open Settings → Templates and create a placement form for the relevant placement type.

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2. Review placements and forecasts

The Placements tab gives you an overview of every placement in a table, with columns you can toggle per placement type.

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2.1 Review and filter the placements table

Open Placements to see every placement in a table. The columns show:

• Company: where the candidate was placed.
• Vacancy: the role the candidate filled.
• Candidate: the person who was placed.
• Placed at: when the placement was recorded.
• Placed by: the user responsible for the placement.
• Start and end dates: the placement or contract period.
• Fee income: the revenue generated by the placement.
• Fee details and splits: the gross or net fee, and how it is divided among users.
• Placement form: the template used to capture the placement.

Filter the table by details such as company, placed-by user, or date, then export the filtered results to Excel. Exports include the custom values captured by placement forms.

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2.2 Review staffing forecasts

For temporary and contract work, open the Contract dashboard to review gross profit forecasts based on each placement’s rates, units, and schedule. Switch between weekly and monthly KPIs, or filter by staffing status, extensions, and placements due to start or finish.

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2.3 Track retained milestones

Open the Retained tab to track progress and revenue for retained searches. Each row shows:

• Company, role, and team: the search, and the people working on it.
• Estimated total fee: what the full search is worth if it completes.
• Realized fees: what has already been billed.
• Milestones: how many agreed payment stages are complete.
• Next milestone: the next amount likely to become invoiceable.
• Placed candidate: the person who filled the role, once the search is complete.

Before logging a retained placement, configure the milestones, the negotiated fee, and the estimated salary on the job’s Overview tab. These details are required, because the placement milestones come from the job.

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3. Amend a placement

Open an existing placement when you need to correct its details, attach documents, extend a contract, or record a permanent conversion.

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3.1 Edit or delete a placement

In the placements table, click Placed by in the placement’s row, or the empty space next to any field in that row, to open its details. From there you can:

• Edit the placement: correct dates, fees, fields, or the placement type.
• Delete the placement: remove a placement that is no longer relevant.
• Attach files: keep documents such as a signed agreement on the placement record.

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3.2 Extend or convert a contract placement

Open the contract placement’s Quick actions panel and choose the action that matches the outcome:

• Extend placement: use this when the existing contract continues.
• Convert to contingent placement: use this when the contractor becomes a permanent hire. Spott keeps the history on one record and replaces the contract rates with a one-time contingent fee.